Administrative Assistant

Administrative Assistant - Daily Organiser - F/T Ongoing 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. Responsibilities ADMINISTRATION Provide routine clerical or other administrative support responsibilities including general telephone, front office enquiries, mail deliveries, assisting with stock control, supporting organisation of meetings, receiving and initial processing of standard paperwork Maintain, enter and retrieve data from the schools IT systems, such as the school's records system, including computerised student, staff and school records Maintain and update office records, enrolment data, diary records, and basic written records Support or 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. Coordinate the delivery of administrative services within the school In consultation with the principal, determine and manage work priorities within the school office Develop and implement strategies to ensure effective administration procedures Coordinate the implementation of requisitioning, purchasing and issuing procedures Manage client reception and office operations Liaise with school staff in regard to support requirements Coordinate staff timetabling Undertakes VASS and/or VET administration support Supports the first aid facilities and assists in delivering first aid to students DAILY ORGANISATION On a daily basis, ensure that all short-term absences of staff are covered by the allocation of extras, in lieu s, and where necessary employment of CRTs in a manner that recognises equity and fairness and recognises individual teacher skills and qualifications along with class needs. Keep an up-to-date list of the extras allocated to each staff member as part of their load and the cumulative total of extras taken. Daily publish covered classes and room changes in the College Management System. Daily ensure notices are correct on the College Management System. To be competent in the use of the computer program, having access to a College computer and be available for contact during and out of school hours. Coordinating the employment of CRTs and their effective integration into the College with the assistance of the College Ops Team. To provide all replacement staff with the necessary documentation regarding the College’s routines and the current Policies, with resources required to complete their assignment. To provide appropriate documentation to all staff regarding all daily organisation and related issues including adjustments to the calendar via College Management System, email and staff meetings. To liaise with the College Ops Team for the coverage of teachers on extended periods of absence such as Long Service Leave and Leave without Pay. Raise with the Assistant Principal - Staff & Strategy any absence from class concerns that you may have with respect to individual teachers. Report regularly and in a timely manner to the Finance Manager details of staff who have worked as CRT, or performed additional hours for the coordination of payroll purposes. Remind staff who have taken personal leave to submit the appropriate leave through Edupay. Develop, implement and review procedures of employing Casual Relief Teachers. Induct casual relief teachers to ensure that they have an awareness of all College policies and monitor their performance to ensure that they fulfil the requirements of teachers at the College. Who May Apply Individuals with the aptitude, experience and/or qualifications to fulfil 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: 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: Other Information 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 programmes provided. Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at Please ensure that your application includes: A resume including relevant experience as well as personal details (name, address and contact numbers, business and home) A section addressing the selection criteria and the requirements for application under the Who May Apply section Names and contact numbers (telephone and email if possible) of two referees who are able to attest to the claims made in your application. Please note that the selection panel may seek additional referees beyond those you name. Consistent with policy, we shall advise you if we will take this action. 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 programmes provided. Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at Location Profile Beechworth Secondary College is a single campus school of approximately 300 students in Beechworth in rural North East Victoria. Students are drawn from 11 schools in the surrounding area of Yackandandah and the wider Indigo Valley. Our school has approximately 40 EFT staff, 2.0 Principal class and 7.00 EFT Education Support Staff. Our numbers are increasing, and we need more staff. Future focused: A new Beechworth Secondary College leadership team has been in place since 2020, and the team is working cohesively to develop and implement a consistent whole school instructional approach to teaching and learning as well as strategies for improving student literacy and numeracy outcomes. Our teachers are focused on working collaboratively to improve classroom practice by implementing High Impact Teaching Strategies and using formative and diagnostic assessment to identify students at their point of need and plan for teaching. Our school prides itself on “Connecting Communities, Widening Worlds” and living our values of Aspire, Respect and Contribute. At Beechworth Secondary College we have embedded SWPBS, as part of our Creating Positive Classrooms and positive acknowledgement initiative and we work daily with students and our community to emphasise the positive behaviours that support learning and inclusion. The school is completing the Berry Street Model training as a whole school approach to supporting student engagement. Capital works: The second stage of the capital works building program is now complete, with new Science laboratories, IT facilities, Library Resource Centre and upgraded sporting grounds providing comfortable effective learning spaces. Our extensive grounds include a Trade Training facility and we offer VET Engineering, VET Furniture Making and VET music onsite. Teaching and Learning Program: At Year 7 - 10, our college offers a core program in line with the Victorian Curriculum, with Year 10 students having the option to undertake a VCE subject as extension. Students are able to access learning supports through MYLNS-Middle Years Literacy & Numeracy Support, TLI-Tutor Learning Initiative and extension through the High Ability and Excellence programs. At Senior School level, we offer students' access to VCE, VM, SBA and VETiS programmes. Our onsite subject offerings are complemented by access to Virtual School Victorian and Victorian School of Languages and is linked directly to our pathways program to ensure all students have access to the subjects and experiences they require to move on to a fulfilling post-school pathway. Students also access the recent VCE extension University programmes through CHES-Centre for Higher Education Studies. Please visit our school website for a virtual tour or recent activities on our Facebook page. #J-18808-Ljbffr