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VET Administration/Careers support, Accounts Payable/Administration Officer

2 months ago

Melbourne, United States Schools (Government) Full time

Role

s and Responsibilities

The role encompasses VET Administration/Careers support, Accounts Payable and administrative support to the Arts Faculty.

VET/Careers (.4 EFT of the role two full days)

Maintaining Teams VET page and monitor Careers-VET email mailbox. Maintaining and developing databases including student enrolment details and finance details. Ensure VET contract details are correct, signed and returned to RTO and purchase orders are raised for all invoices. Access all RTO relevant portals and ensure all students are correctly enrolled ¿ update where/when needed. Manage student withdrawals within the RTO portals before deadlines. Contact with RTOs to ensure correct enrolment details and lists of Units of Competency (UoCs) for all offered courses. Update all student compass schedules with specific course times / dates, also extra ad hoc training days and liaise with students accordingly. VASS - input individual courses with the UoCs and enrol students to specific courses/UoCs. This includes liaising with RTOs around their courses and liaising with VASS - prior to deadline. VASS ¿ update scored plans for specific students. Liaise with RTO for a copy of the specific plan and update VASS prior to deadline. Update VASS with student mid-year results and final results ¿ liaise with RTOs for this information and update prior to specific deadlines. Subject selection process for the following year; Develop Microsoft form for expression of interest.Update information for information sessions.Collate information (flyers/brochures) for students/parents.Receive and compile a list of students and their VET preferences.Check all students forms for accuracy (DOB, VSN, USI etc)Update relevant RTO portals with new enrolment applications.Develop list of students of successful applicants - contact student/parents via VET email Mailbox. Attend relevant information sessions. Ensure enrolments, withdrawals, results, VET task scores are all updated and recorded prior to deadline.

Accounts Payable (.2 EFT of the role across two half days)

Processing invoices in Cases and reconcile to supplier statements. Processing of purchased orders in Cases and management of outstanding orders. Administration of procurement compliance documentation. Maintaining the asset register within Cases; adding assets from invoices, disposing of assets and assist in the administration of the bi-annual asset stocktake process. Add creditor details to Cases and Compass. Reconciliation of Compass event expenditure.

Arts Faculty (.2 EFT of the role across two half days)

Maintain art storerooms in terms of organisation of supplies, restocking supplies as needed, labelling equipment and ensure OH&S procedures are followed. Ensure storage and labelling of supplies meets OH&S compliance requirements. Placing and processing orders for new equipment and supplies as needed. Assisting with display of student work and displays for information nights and parent evenings. Preparation of materials for classes. Assist with administrative duties associated with the Arts and Technology Exhibition. Support with the communication from the Arts Faculty to parents and the community. General classroom maintenance as needed. Maintenance of the Eltham High School Art Collection.

Personal Qualities

Highly developed oral and written language skills. A strong capacity for high level organisation.  A high commitment to a professional work ethic. A strong ability to manage self across a range of situations. Empathy and understanding when dealing with concerns and queries from members of the school community. An ability to project manage small projects. High level skill in working as an effective team member, both with the Senior Executive Team and also with all members of staff.

Additional Information

Previous experience working in the VET/Careers area would be desirable. 

Sound knowledge of Department of Education administrative systems including Cases and Compass would be desirable. 

Who May Apply

Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

EEO AND OHS Commitment

The Department of Education and Training is committed to the principles of equal opportunity, and diversity and inclusion for all. We value diversity and inclusion in all forms – gender, religion, ethnicity, LGBTIQ+, 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 family friendly, supportive, safe and harassment free workplaces is essential to high performance and promotes flexible work, diversity and safety across all schools and Department workplaces.

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 DET’s Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. DET’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 DET values is available at

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

Location Profile

Eltham High School is a large secondary school on the urban rural fringe of north eastern Melbourne. The school’s
primary focus has always been to enhance student outcomes through the provision of high quality teaching and
learning strategies.


Eltham High School is highly regarded as an educational institution. Its reputation as an outstanding academic
school is well recognised within the community and education circles. The co-curricular opportunities offered to our
students across a range of areas including the performing and visual arts programs and the elite sports program are
outstanding. Engagement with student leadership initiatives is sustained across all areas and levels of the school.
Eltham High School has established a tradition through its strong commitment to the areas of:
• Inspiring through excellence
• Creativity
• Individuality
• Social Justice.