Administration Assistant

4 weeks ago

Melbourne, United States Schools (Government) Full time

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 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, ( 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 ( 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

Administration Assistant for school programs (specifically, administration support for the Instrumental Music, Performing Arts & Musical Production Programs).

Administration Assistant should be able to work effectively in teams, but also with a high level of independence. They will demonstrate excellent time management, written and verbal communication skills.

The Administration Assistant will work closely with the three teachers in charge of Instrumental Music, Performing Arts & Musical Production. 

The Administration Assistant tasks are to:

Provide administrative support using Microsoft Office Suite, Compass, Google Suite and Music Monitor Produce and process documents for students, staff and/or parents Communicate information to students, staff and parents via email or Compass as appropriate Respond to student, staff and parent communication via telephone and/or email Liaise with external providers or agencies, and members of the school community  Assist with photocopying, scanning and printing Assist with organisation of physical and digital resources including cataloguing, filing, and/or archiving, utilising the domain database: Music Monitor, as appropriate Assist with asset management including safe storage and cataloguing of equipment and resources, maintaining and updating assets register and organising maintenance as required Oversee borrowing of equipment & student instrument hire Assist in maintaining domain notice boards and signage Assist with administrative tasks involved in purchase ordering, including pre-purchase checklists, OHS documentation, and liaising with suppliers  Assist with enrolment and re-enrolment applications for the Instrumental Music program Update student enrolment in ensembles, instrumental lessons and report cycles on Compass Timetable instrumental lessons, assessments and ensemble rehearsals, and musical rehearsals on Compass Support daily organisation for Instrumental Music teachers, including updating lessons on Compass due to staff absences Assist the physical set up of ensemble classroom spaces prior to regular rehearsals Monitor student attendance to ensemble rehearsals and follow up attendance with emails to students and parents, as well as the Instrumental Music Co-ordinator, Instrumental Teacher(s), Sub-school and Attendance Officer as appropriate Support the organisation of Performing Arts, Instrumental Music and Musical Production events, including liaising with Daily Org and the Events Team, creating events on Compass, completing relevant paperwork and communicating with staff, students and families Assist with the design, publishing and displaying of advertising materials such as posters and programs for events Provide logistical support before, during and/or after events, such as moving, setting up and preparing equipment in collaboration with the Theatre Technical Co-ordinator  May be requested to attend performances out of normal hours of operation (time given in lieu) Other duties as required by the Instrumental Music Co-ordinator, Head of Performing Arts & Musical Production Manager, in line with role classification

Other Duties

Maintain and update basic written records Select and use equipment in accordance with school procedures and manufacturer's instructions Maintain confidentiality and follow the Staff Code of Conduct at all times. Other duties as required by Principal & Business Manager in line with role classification.

Who May Apply

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

EEO AND OHS Commitment

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.

The Department of Education 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. It is our policy to provide reasonable adjustments for persons with a disability (see ).

Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islanders from the Koorie Outcomes Division (KOD) via

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

A written response to each selection criteria (no more than one A4 page per criteria) should be submitted, along with a cover letter, resume and the names and contact details of at least three referees. Please note that the school will want to contact your current or former Principal and/or immediate past employer: please arrange for them to be available as a referee. A resume including relevant experience as well as personal details (name, address, email address and contact number)

·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

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

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