Sub-School Administration Officer in Ballarat

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

Role

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, specialised student/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.

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.

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.