Sub-School Administration Officer - Fixed Term 2 Years

Department of Education Victoria; Ballarat; On-site; AUD 60,000 - 75,000; Full time

Job summary

Woodmans Hill Secondary College in Ballarat East seeks a dedicated Sub-School Administration Officer for a fixed term of two years. You will provide high-quality administrative and organisational support to the Sub-School, handling student administration, family communication, and coordination of Sub School processes.

Join a vibrant school community of 644 students and 120 staff, located on the Melbourne side of Ballarat.

Qualifications

• Experience in school administration or similar environment.
• Strong communication skills with families and staff.
• Ability to coordinate multiple tasks and data entry.
• Commitment to professional learning.
• Governance and compliance awareness.

Responsibilities

• Provide frontline administrative support to the Sub School.
• Coordinate and support Sub School processes and data.
• Manage student records and communications with families.
• Support attendance monitoring and timetable changes.
• Assist with school events and administration of wellbeing initiatives.

Skills

Teamwork

Communication

Data entry

Organisational skills

Tools

CASES21

Compass

Edval

Job description

Sub-School Administration Officer - Fixed Term 2 Years

Department of Education Victoria – Ballarat East VIC

21h ago , from Department of Education & Training Victoria

We are seeking an enthusiastic and reliable administration all-rounder to join our sub- school administration team.

The Sub - School Administration Officer provides high-quality administrative and organisational support to the Sub-School, contributing to the efficient operation of the school and the delivery of a positive experience for students, families, and staff.

The role focuses on student administration, daily operational support, family communication, and coordination of Sub School processes.

Woodmans Hill Secondary College is a vibrant, inclusive and aspirational learning community of 644 students and more than 120 staff. Our size allows us to offer the breadth of opportunities associated with a larger secondary college while maintaining the strong relationships, personalised support and genuine sense of belonging that distinguish us within the Ballarat community.

Situated in Ballarat East at the eastern entrance to Ballarat, Woodmans Hill is conveniently located on the Melbourne side of the city. The College occupies a spacious site with contemporary facilities, including purpose-built spaces for science, technology, art and performing arts, a dedicated Year 7 Centre and recently upgraded learning, recreation and wellbeing facilities.

Our vision guides everything we do:

At Woodmans, we¿

Strive to provide high-quality learning
Nurture self-belief and learning confidence
Foster an inclusive community to create belonging

We are proud to be a school that knows its students well and maintains high aspirations for what every young person can achieve. We place great importance on relationships, inclusion and ensuring that each student feels known, valued and supported.

Our teachers provide engaging and purposeful learning experiences that respond to students¿ academic, social and emotional points of need. We are committed to developing the whole child and offer a broad range of opportunities within and beyond the classroom, enabling students to discover their strengths, build confidence and pursue pathways that reflect their interests and aspirations.

Our values of Respect, Determination and Excellence are embedded throughout College life. They shape how we learn, work and interact, and underpin our shared expectations for students, staff and the wider school community.

Woodmans Hill is also a school that invests in its people. We are committed to building the knowledge, confidence and capability of our staff through high-quality professional learning, collaboration, coaching and shared practice. Our teaching and learning approach is research-informed and data-driven, with a strong focus on explicit teaching, modelling, scaffolding, supported application and responsive use of assessment.

Collaboration is central to our improvement work. Staff engage in Professional Learning Communities, working together to examine evidence, strengthen teaching practice and improve outcomes for students. Our VCE and NAPLAN results demonstrate strong achievement and growth, reflecting the collective commitment of our students, staff and families.

We understand that staff thrive when they feel connected, supported and valued. The College has a strong staff wellbeing program that prioritises positive relationships, professional growth and a sense of belonging. Induction and mentoring are provided for new staff, alongside ongoing support from colleagues and school leaders.

Our 2027 Leadership Team comprises one Principal, two Assistant Principals and seven Learning Specialists. Together with our teaching and Education Support staff, this team provides comprehensive learning, wellbeing, inclusion and pathway support for students from Years 7 to 12.

Woodmans Hill Secondary College is a place where staff are encouraged to contribute, grow and make a meaningful difference. We welcome applicants who share our belief in the potential of every young person and who want to be part of a connected, improvement-focused and deeply inclusive school 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 requirement 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

Provide frontline administrative support, respond to student enquiries, answer telephone calls and direct enquiries to the appropriate staff.

Provide administrative support to Sub School Leaders, Year Level Coordinators and other school leadership staff.

Maintain accurate student records, update school management systems and process student timetable, class and elective changes as required.

Assist with student attendance monitoring, follow-up and the coordination of meetings with parents/carers regarding attendance concerns.

Prepare, process and distribute correspondence, notices, student documentation and communications to families.

Maintain Compass records, including Chronicle entries, posts, events, student passes and other relevant information.

Assist with school census processes by contacting families and verifying student enrolment and attendance information under the direction of leadership.

Provide administrative support for student wellbeing, behaviour management and support meetings, including scheduling meetings and recording minutes where required.

Assist with the coordination of camps, excursions and other student activities, including parent communications, consent forms, risk management documentation, bookings and financial records.

Support the administration of subject selection, course counselling and pathways activities, including data entry, student allocations and preparation of related documentation.

Assist with the planning and coordination of school events, assemblies, celebrations, transition activities and other student programs.

Maintain student-related records, spreadsheets, calendars and documentation, ensuring information is accurate, current and accessible to authorised staff.

Monitor office supplies and stationery, maintain stock levels and raise purchase orders for resources and activities as required.

Maintain an organised and professional office environment while providing responsive administrative support and contributing to the effective operation of the school.

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 (see Workplace 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

Time fraction is negotiable - Working school hours will be considered for applicants with families.

This role will sit in one of our Sub-School Administration offices and work supporting staff, students and families.

CASES21, Compass and Edval experience is preferred but not essential. Training can be provided.

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 http://www.education.vic.gov.au/hrweb/Pages/default.aspx