Y School Ballarat Administrator

Y Ballarat; Ballarat; On-site; AUD 89,000 - 96,000; Full time

Job summary

Y Ballarat is seeking a dedicated Administrator to support the launch and ongoing operations of Y School Ballarat. The role focuses on managing learner enrolments, attendance and compliance records, and acting as the first point of contact for families and the community.

You will work within a vibrant team delivering high-quality educational support. Applicants should have a Diploma in Business Administration or Education Support, with training or willingness to undertake VASS.

Qualifications

• Significant experience in administrative, customer-facing or community engagement roles.
• Experience handling learner records and school communications preferred.
• Familiarity with VASS, VCAA compliance, and VRQA requirements is an advantage.

Responsibilities

• Provide high-quality administrative and operational support for Y School Ballarat, focusing on enrolments, attendance and compliance records.
• Be the first point of contact for families, visitors and community members, ensuring a welcoming front-facing presence.

Skills

Administrative experience

Customer-facing

Interpersonal skills

Time management

Organisational skills

Communication skills

Education

Diploma in Business Administration

Education Support

Tools

VASS

Microsoft Office

Job description

• LocationBarkly Square, 25/39 Barkly St,Ballarat, VIC, 3350,Australia
• Job CategoryYouth Services, Education, Administration
• Employee TypeFull Time
• Required DegreeNONE
• Manage OthersNo

Contact information

• Contact Phone[phone] ***

Description

Join the Y Team!

At the Y, we believe in the power of inspired young people. At Y Ballarat we provide a wide range of programs and services to over 100 communities across Victoria, including rural and remote communities. We currently have over 900 staff across the state and continue to grow and develop our passionate workforce.

Our Youth programs have an increased presence in Ballarat via our range of Youth programs including Jump Start, ReCranked in Schools, Things No One Told You life skills programs and our ReCranked bike recycling workshop.

We are incredibly excited to be on the journey to open Y School Ballarat, our first independent special assistance school offering VCE VM to young people in the Ballarat area in 2027.

The Administrator will provide high-quality administrative and operational support to ensure the smooth and effective running of Y School Ballarat. This role is critical to managing learner enrolments, attendance, compliance records, and school communications. The Administrator is the first point of contact for families, visitors, and community members, ensuring a welcoming and professional front-facing presence.

A key responsibility is the management of VCE Vocational Major (VM) records and results, including the administration of the Victorian Assessment Software System (VASS) in compliance with Victorian Curriculum and Assessment Authority (VCAA) requirements.

About the Role:

Job Type: Full time - Fixed term 12 months, moving to ongoing upon successful school registration from the VRQA.

Start Date:As soon as possible.

Qualifications:

• Diploma in Business Administration, Education Support or similar.

Training or experience with VASS (essential, or willingness to undertake training).

About the role:

Pay Level:YG 3 ($88,640 - $95,897 p.a. + super and salary sacrifice).

Interested?

The successful applicant will be required to undertake a National Police Check and maintain a valid employment Working with Children Check whilst employed in this position.

Prior to being appointed to this position it is required that there is a full disclosure of any pre-existing injuries or disease that might be affected by employment in this position.

Requirements

Experience

• Significant experience in administrative, customer-facing or community engagement role/s, preferably in an educational or youth-focused settings
• Experience managing learner records and compliance data in accordance with privacy and confidentiality requirements.

Knowledge & Skills

• Excellent knowledge of administrative processes and school operations.
• Familiarity with VASS, VCAA compliance, and VRQA requirements (preferred).
• Excellent organisational and time-management skills with attention to detail.
• Welcoming and supportive approach, with strong interpersonal and communication skills with young people and community.
• Proficiency in Microsoft Office Suite and learner management systems.
• Experience managing confidential information with discretion and integrity.
• Knowledge of Y Ballarat's mission, programs and strong knowledge, understanding and experience of child safety and safeguarding young people.

Summary

The Administrator is a key part of the Y School Ballarat team.

At Y School Ballarat, our staff work collaboratively to create a safe, supportive, and engaging learning environment. The principal provides leadership and ensures high standards of governance, compliance, and educational quality. Our teachers deliver the VCE Vocational Major curriculum using flexible, hands-on approaches tailored to each learner, while also supporting wellbeing in partnership with youth workers. Youth Workers play a central role in building strong relationships with learners, delivering wellbeing programs, providing case management, and ensuring that wellbeing and learning are equally prioritised.

Selection Criteria

About The Organisation

Y Ballarat, including our Board of Directors are committed to the safety and wellbeing of children and young people in accordance with our Safeguarding Children and Young People frameworks.

Y Ballarat requires all applicants to undergo checks prior to commencement including, police checks, international police checks, WWCC and reference checks as a minimum.