Assistant Business Manager and Executive Assistant

Assistant Business Manager and Executive Assistant (Ed Support Level 1-Range 3) Department of Education Victoria – Mickleham VIC Gaayip-Yagila Primary School is located in the Merrifield Estate, Mickleham and is a dynamic and thriving education setting dedicated to providing high-quality education. Our school is recognised for its inclusive and supportive learning environment, where academic excellence is fostered alongside personal growth and wellbeing. Our purpose-built, state-of-the-art educational facility is designed to meet the needs of modern learners. The campus features flexible and adaptive learning spaces, as well as specialist facilities for Auslan, food technology, library, science and visual arts. The Sports and Arts Centre boasts a full-size competition court and performing arts space, providing outstanding opportunities for student learning and engagement. Our recent capital works program was completed, delivering 12 additional classrooms and specialist learning areas. The school now has a permanent capacity for 850 students, with relocatable classrooms currently supporting enrolments beyond this. Teaching and Learning At Gaayip-Yagila Primary School, our teaching and learning model is grounded in explicit instruction, supported by the Victorian Teaching and Learning Model (VTLM 2.0) and high-impact teaching strategies. We deliver a structured, evidence-based approach that ensures clarity, consistency and strong student engagement. In Mathematics, we have embedded explicit teaching to strengthen student learning outcomes, while in Reading we implement Little Learners Love Literacy (LLLL) in the early years and build comprehension and critical thinking skills in Years 3–6. Our school is achieving strong academic growth, with six learning areas now at or above state level. Attitudes to School Survey (AtoSS) data also reflects high levels of student engagement, safety and connectedness. We are proud of our diverse community, including a high proportion of EAL learners, and we work closely with families to ensure every student feels safe, valued and successful. Inclusive programs, including our Koorie group, celebrate culture and strengthen community connections. Vision Gaayip-Yagila Primary School’s commitment to excellence will empower students to become connected, engaged and collaborative learners. Students will participate in high quality teaching throughout every lesson, taking an active role in identifying their learning needs and co-constructing experiences aimed at their point of need. They will thrive academically, socially and emotionally and value diversity through showing respect for self, others and the community (locally and globally). School Expectations We strive for excellence – we exhibit personal, team and school pride, believe in ourselves and others and always do our personal best. We collaborate – we share ideas, listen with open minds and work together to help each other succeed. We are respectful – we value and celebrate diversity and respect the safety and learning of everyone in our community. We are kind – we are kind to ourselves, others and the environment. Selection Criteria Demonstrated capacity to perform duties in accordance with established policies, procedures and frameworks, including the ability to coordinate and support others in work functions relevant to the role. Demonstrated capacity to work autonomously and with discretion to provide high-level executive and administrative support to the Principal, with strong written and verbal communication skills and the ability to interact professionally and sensitively with a range of stakeholders. Demonstrated ability to manage multiple priorities and meet deadlines in a dynamic environment, with flexibility and adaptability in response to changing demands. Well-developed organisational and planning skills, including the ability to prioritise tasks, establish and maintain efficient systems and procedures, and ensure accuracy and attention to detail in all work areas. Demonstrated commitment to ongoing professional learning and development, and to supporting a culture of continuous improvement within the school. Role No attendance requirement for this position. The Assistant BM and Executive Assistant to the Principal provides high-level administrative, organisational and executive support to the Principal and leadership team, contributing to the efficient management of school operations and communication. The position requires initiative, sound judgment, attention to detail and the ability to manage multiple priorities in a fast-paced environment. Working collaboratively with the Principal, Business Manager, staff and the wider community, the role contributes to maintaining a well-organised, responsive and positive school environment. Range 3 is distinguished by the introduction of management responsibility and accountability for the delivery of professional support services. The role will usually impact beyond the work area or professional field, seeking cooperation of other staff members or members of the school community to achieve specific objectives, such as in school administration, operations or educational programs. Direction on targets and goals is provided but the position will have some degree of latitude in determining how they are achieved. This latitude will generally be limited by standard procedures and school policy. Deviation from standard procedures and school policy will require guidance and direction from senior management. The provision of business management responsibilities becomes a feature at range 3. Management of staff to achieve the expected outcomes is a key responsibility. Staff management issues will be resolved with minimal reference to senior management, although guidance will be required in more complex cases. Senior management will be provided with timely reports and advice, although this will generally be confined to matters relating to the immediate work area, service provision or educational programme. Responsibilities Provide confidential executive and administrative support to the Principal, including diary management, correspondence, meeting coordination, agenda preparation, minute taking and stakeholder liaison. Represent the Principal and school professionally in all communications, ensuring discretion, accuracy and alignment with Department and school standards. Coordinate staffing and HR processes, including leave management, recruitment administration, employment contracts and staff induction in accordance with Department of Education procedures. Support financial and operational processes by assisting with accounts payable/receivable, purchase orders, credit card reconciliations and oversight of hirer and supplier contracts. Manage communication and documentation systems, ensuring accurate record-keeping, timely responses and compliance with school and Department requirements. Coordinate logistics and administration for school events, meetings and functions, including School Council, Sub-Committees and community engagement activities. Liaise with external providers and contractors, including the school’s uniform supplier and service providers, to maintain positive working relationships and service standards. Contribute to office and administrative operations, supporting the general office team and ensuring effective communication and workflow across the school. Monitor and maintain compliance and policy documentation in collaboration with the Principal and Business Manager. Demonstrate initiative and adaptability in managing multiple priorities in a fast-paced environment while meeting deadlines and maintaining attention to detail. Participate in professional learning and continuous improvement, contributing ideas to enhance administrative efficiency and school operations. Undertake other duties as directed by the Principal consistent with the scope and classification of the position. 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 serve. 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). 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 When submitting your application please ensure you upload it as one document (preferably PDF) that includes your cover letter (optional), response to selection criteria (SC) and resume/CV. Please ensure your response to each SC is no more than one page per criteria. Please save this file with your first and last name at the beginning of the file name you choose. 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 #J-18808-Ljbffr