Receptionist and Administrative Assistant (ES1:2)

Department of Education Victoria; Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Department of Education Victoria—Preston High School in Preston, VIC, is seeking a Receptionist and Administrative Assistant (ES1:2) to manage front-office tasks and general administration. The role supports school operations, data entry, student records, and liaison with staff and families within a busy educational environment.

Attendance is not required during school holidays; experience in office administration and basic first aid skills are desirable.

Qualifications

• Ability to coordinate and support others in respect to specific work functions.
• Ability to work and collaborate in a team.
• Excellent oral and written communication skills.
• Possess the technical knowledge and expertise relevant to the position.
• Commitment to professional learning and growth.

Responsibilities

• Oversee Front Office and reception duties.
• Administer data entry and student records.
• Support school operations including finance, enrolments, HR, OH&S.
• Coordinate admin tasks under supervision and direction.
• Assist School Nurse and first aid readiness.
• Coordinate distribution of letters and parcels to staff and departments.

Skills

Coordination

Teamwork

Communication

Technical knowledge

Job description

Receptionist and Administrative Assistant (ES1:2)

Department of Education Victoria – Preston VIC

2d ago , from Department of Education & Training Victoria

Preston High School is a co-educational secondary school that opened its doors to the first intake of Year 7s in 2019 and will grow to approximately 1,400 students by 2027.

Housed in a newly refurbished 1920s 2-storey red-brick school building alongside a new Stadium, Theatre and Arts centre, as well as a 4-storey vertical building, Preston High School is located in the heart of Preston and adjacent to the Preston Town Hall, Library, Market, High St and all Public Transport. The school¿s designated neighbourhood boundary encompasses parts of Preston, Thornbury, and Reservoir.

The school¿s mission is: Empowering Tomorrow¿s Leaders.

The school¿s motto is: Lead, Explore, Inspire.

The school¿s values are: Excellence, Inclusion, Community.

These statements exemplify the school¿s commitment to the highest aspirations for our learners, staff and school. The curriculum prepares learners for a life of success and positive community engagement in the mid-21stC by providing excellent teaching and learning in foundational disciplines alongside deep engagement in meaningful and extending projects that deliver cross-disciplinary learning opportunities. The Year 7 and 8 program includes the explicit teaching of Philosophy and of Engineering/Design Thinking as two key elements for learners¿ future success. All students learn to lead, explore areas of passion and interest and undertake work that inspires them and their community.

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

Attendance not required during school holidays for this position.

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.

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, specialisedstudent/teacher support tasks, or technical tasks as experience in the role is gained.

Responsibilities

• Oversee School Reception.
• Administer First Aid.
• Oversee office services - phone system, photocopiers, stationery orders etc.
• Develop and implement strategies to ensure effective administration procedures.
• Maintain school's records system, including computerised student, staff, and school records.
• Provide administrative support when required - finance, enrolments, HR, OH&S.

Admin Duties

• Front line communications for schools - answering telephone and counter enquiries including necessary screening as per OH&S requirements.
• Student data maintenance including enrolments, exits and changes using CASES 21 and Compass.
• Follow current policies, procedures, and internal controls.
• Ensure workspace is kept tidy including all benches, photocopier area and kitchen in front office including the cleaning schedule.
• Co-ordinate the daily distribution of letters and packages to all staff
• Banking and postage as required.
• Admin Team assistance as required.

First Aid

• Perform first aid as required (training will be provided if required).
• Assist School Nurse with checking and restocking school first aid kits/supplies.
• Assist School Nurse with monitoring expiry dates of first aid materials (includes EpiPens, Asthma pumps etc.)
• Support event manager in First Aid preparation for school events.

Compass

• Support families with Compass enquiries.
• Follow processes onfinancial platform for Compass.
• Assist school nurse and maintain sick bay data.
• Add calendar items where required.

Other duties

• Support other office staff to ensure office is running smoothly.
• Multi-skill and upskill opportunities.
• Assist staff with general tasks as required and approved by Office Manager.
• Attend professional development to keep up to date with current responsibilities.
• Coordinate the delivery of administrative services within the school.
• In consultation with the Office Manager, determine and manage work priorities within the school office.
• Develop and implement strategies to ensure effective administration procedures.
• Maintain school's records system, including computerised student, staff, and school records, utilising Compass and CASES21 systems.
• Coordinate the distribution of parcel deliveries to Departments around the school.
• Comply with OH&S requirements and maintain a safe and healthy workplace for self and others.
• Other duties as required by the Principal or Business Manager.

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 school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the department's exemplar available at:

https://www2.education.vic.gov.au/pal/child-safe-standards/policy

DE Values

The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees,including those who work in Victorian Government Schools. Information on the department values is available at:

https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview

Other Information

Conditions of Employment

• All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
• Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.
• A probationary period may apply during the first year of employment and induction and support programs provided.
• Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at https://www2.education.vic.gov.au/pal