Office Manager - Administration

Department of Education Victoria; Melbourne; On-site; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Special payment

Job summary

Livingstone Primary School, Vermont South VIC, requires an Office Manager to handle daily operations, ensure policy compliance, and maintain a welcoming school environment for students, staff and families. The role, reporting to the Business Manager and Principal, may involve Cases 21 responsibilities and supervising Education Support staff.

A Special Payment of $3000 is offered for the management responsibilities. The fixed-term 12-month term may lead to ongoing opportunities in the future.

Qualifications

• Demonstrated capacity to coordinate and support others in respect to specific work functions.
• Demonstrated capacity to work and collaborate with others in a team environment.
• Demonstrated capacity to communicate effectively in a team environment, including high level oral and written communication skills.

Responsibilities

• Determine and manage work priorities and office operation, in consultation with the principal.
• Oversee the office area ensuring professional communication via phone, email and in person inquiries.
• Coordinate the delivery of administrative services within the school including managing and updating compass records.
• Manage K-F enrolments on Student Insight and coordinate school tours.
• Develop and implement strategies to ensure effective administration procedures including general telephone, front office enquiries, mail deliveries, assisting with stock control, supporting organisation of meetings, receiving and initial processing of standard paperwork.
• Support general school finance processes and administration (e.g. purchase orders for staff).
• Manage student attendance, including monitoring, follow-up and recording attendance information.
• Liaise with school staff regarding support requirements.
• Coordinate the preparation of standard routine internal and external communication according to school procedures.

Skills

Coordinate team support

Teamwork

Effective communication

Data/Case management

Tools

Cases 21

Job description

Department of Education Victoria - Vermont South VIC

1d ago , from Department of Education & Training Victoria

Livingstone Primary School is located on Livingstone Road in Vermont South and has a rich history and strong reputation amongst the community.

Livingstone Primary School provides a broad and engaging curriculum that meets and extends our students¿ academic talents, as well as addressing their social and emotional learning needs. It recognises that, in the pursuit of excellence, all students are individuals entitled to equal opportunity, a positive learning environment, and ongoing support to enable them to realise their fullest potential ¿ intellectual, personal, physical, creative, social, and vocational. All classes are set up as safe, supportive, and inclusive learning environments. We create exciting opportunities which foster a love of learning and promote a curious and creative mindset. Students are active and engaged learners who participate positively in their school and community life. Such an environment can be developed when based on the values of mutual respect, shared responsibility, and cooperation between staff, students, and parents.

Our Values: Although our school motto for the students is simple, "Linking the community through learning", our school community members work towards instilling, and celebrating, the following values at all times.

Respect is being honest and fair, and showing understanding.

Optimism is the skill of looking at the glass half full and not half empty. It is being hopeful and confident about the future or the success of something.

Integrity means understanding the difference between "right" and "wrong", and having a strict determination to always "do the right thing".

Pride is having a sense of one's own dignity or value.

Responsibility is when you are responsible for someone or something. It may be a duty, an obligation, or potentially even a burden.

The school has worked to develop and embed a strong culture, with a focus on student centred teaching and learning programs.These are underpinned by whole school consistency in planning, implementing, delivering, and assessing all students from Foundation - Year 6. Staff have worked to develop whole school teaching and learning frameworks, to support literacy and numeracy outcomes, whilst also prioritising a consistent approach to wellbeing and engagement throughout the school.

Livingstone Primary School provides outstanding learning programs. Engaging classroom programs are supported by specialist programs in performing arts, visual arts, STEAM, languages, and physical education. Student voice and leadership skills are actively promoted through a variety of student leadership roles, such as Junior School Council, Green Monitors, STEAM Monitors and Year 6 student leaders.

At Livingstone, students build a sense of school pride and belonging, and guide school improvement, making contributions to the wider community through charities and voluntary work.

Livingstone Primary School has enjoyed a high level of parent support which contributes to an engaged and inclusive school community. Parents and families actively contribute to many aspects of school life. Parents are supported through programs such as our Classroom Helpers Induction and Virtual Q&As in regard to camps and transitions. Our school council operates effectively and is complemented by supporting sub-committees. The Parents¿ Association facilitates further opportunities to partner with our school community by organising a range of activities to support both fundraising and a greater sense of community within the school.

Livingstone Primary School takes pride in being at the heart of the Vermont South community, providing a supportive and friendly atmosphere in which students, teachers, parents, and friends of the school actively participate in a strong learning partnership.

For information regarding our great school, please visit the Livingstone Primary School website at www.livingstoneps.vic.edu.au.

Selection Criteria

SC1 Demonstrated capacity to perform duties consistent with established guidelines and frameworks, including coordinating and supporting others in respect to specific work functions relevant to the role.

SC2 Demonstrated capacity to work and collaborate with others in a team environment.

SC3 Demonstrated capacity to communicate effectively in a team environment, including high level oral and written communication skills.

SC4 Possess the technical knowledge and expertise relevant to the position.

SC5 Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area.

SC6 A commitment to professional learning and growth for both self and others.

Role

The Office Manager is the primary point of contact for the school community and administrator for daily operations. This role ensures that the school functions efficiently, remains compliant with Department of Education policies, and provides a welcoming, safe environment for students, staff, and parents. The Office Manager reports to the Business Manager and Principal and knowledge and experience with Cases 21 would be advantageous.

This position attracts a Special Payment of $3000 due to the management responsibility for the work in the school office and features supervision of other ES staff.

Whilst this position is currently being advertised as Fixed-term 12 months, an opportunity for an ongoing position may become available for the successful applicant.

An education support class position at this range will perform tasks that are carried out in accordance with guidelines, accepted practice, and school policy under supervision and direction. This may include coordination of other education support class staff within the work area or educational program.

The commencing salaries for persons employed at level 1 range 2 are set out in clause 18(4) of the Victorian Schools Government agreement.

An education support class position supports the educational services being provided to students but must not include duties of a teacher as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students can be required individually or in groups up to 4 in controlled circumstances and where the responsibility for students remains clearly with a teacher.

Certification and/or qualifications of up to three years can be required at this level (noting that Registered Nurse is not included at this level, the first level for which is Level 1 range 3).

A role at this range may include:

• Specific support tasks to achieve outcomes. Typically, this will involve accountability for a single function, (e.g. ensuring data is properly maintained) or the co-ordination of a work area under the direction of the principal or a manager.
• Assisting teachers, within an educational program, by undertaking specific support tasks or the coordination of the support function.
• Supervised health and wellbeing support tasks, medical intervention support tasks, or other specialised student/teacher support roles (e.g. enrolled nurses performing the role as described in schedule 3). These roles require specific qualifications and/or training, including roles where further training must be undertaken from time to time. The role is for a specific purpose, for which there will be direct accountability as opposed to support roles that are carried out by a range of staff performing routine tasks under direction.
• Technical tasks that require a sound knowledge of basic technical and/or scientific principles that are used to develop and adapt work methods and make judgements where there are clear guidelines and limited options. Routine technical support in libraries, science, and information technology would be typical examples.
• An education support class position at this range commencing at the base will initially be limited to undertaking routine tasks that are carried out under close supervision and direction. Work that carries some degree of independence will generally involve a limited number of tasks performed on a regular basis where priorities are clear, procedures are well established, and direction is readily available. Subject to any specific qualification and/or training requirement, an education support class employee employed in this range may be progressively required to undertake coordination, specialized student/teacher support tasks, or technical tasks as experience in the role is gained.

Responsibilities

Other responsibilities include:

• Determine and manage work priorities and office operation, in consultation with the principal
• Oversee the office area ensuring professional communication via phone, email and in person inquiries. This also includes monitoring the school email ensuring parents and staff receive correspondence in a timely manner
• Coordinate the delivery of administrative services within the school which includes managing and updating compass records
• Manage K-F enrolments on Student Insight and coordinate school tours
• Develop and implement strategies to ensure effective administration procedures including general telephone, front office enquiries, mail deliveries, assisting with stock control, supporting organisation of meetings, receiving and initial processing of standard paperwork
• Support general school finance processes and administration ( e.g. purchase orders for staff)
• Manage student attendance, including monitoring, follow-up and recording attendance information
• Conduct induction processes for school visitors or tradespeople on school operational health and safety policies and procedures
• Liaise with school staff in regard to support requirements
• Coordinate the preparation of standard routine internal and external communication according to school procedures (e.g. form letters, newsletters)
• Source basic data or factual information from given sources to support school administrative functions, e.g. books, reports, manuals, catalogues, tables, forms, etc.
• Supports the first aid facilities and assists in delivering first aid to students

Who May Apply

Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

Diversity and Inclusion

The department is committed to diversity and inclusion and developing a workforce that is representative of the community we service. We value diversity and inclusion in all forms - culture, gender, religion, ethnicity, LGBTIQA+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department.The Department recognises that the provision of safe, respectful and inclusive workplaces is essential to high performance and promotes flexible work and diversity across all schools and Department workplaces.It is our policy to provide reasonable adjustments for staff with disability (seeWorkplace adjustment guidelines).

Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islander candidates from the Koorie Outcomes Division (KOD) via*******@education.vic.gov.au

Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.

Child Safe Standards

Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all