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Executive Assistant + HR

4 months ago

Melbourne, United States Schools (Government) Full time

Role

The requirement of the role may require attendance during school vacation periods, up to a maximum of 6 days.

PRIMARY PURPOSE AND OBJECTIVE OF THE POSITION

The Executive Assistant has overall responsibility for professional and confidential administration support to the Principal Team. It is expected that they will provide a high level of customer service to the student body, staff and visitors to the school and be competent in the provision of up to date and relevant information. Accurate data recording is important as it reflects in the provision of information and reports to families, staff, school council and the community. A professional image is the impact Broadmeadows Primary School is aiming to achieve at all times. It is important the Executive Assistant operates in a consistent, professional, courteous, efficient manner at all times.

The Executive Assistant will provide administration and logistical support in the preparation of all materials and documentation needed by the principal ensuring DET guidelines and policy are referenced and adhered to in all operations.

ORGANISATIONAL RELATIONSHIPS AND IMPACT

The Executive Assistant provides professional and confidential administration support to thePrincipal team being the Principal, 1 Assistant Principal. The Executive Assistant act as one of the first points of contact for enquiries received at the school pertaining to the Principal. Confidentiality and consistency is vital in all aspects of this role as the dissemination of consistent, accurate information is essential.

CLASSIFICATION CONTEXT AND TASK LEVEL

A position at this level 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. It seeks to gain 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.

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 program and is unlikely to impact substantially on whole of school operations.

Distinguished from ES Level 1 Range 2 by the level of management responsibility for the work area that will have a greater impact on school administration and operations

·Objectives and directions are clear, but there is a greater level of autonomy in determining the approach

·Manage others to achieve the objectives of the work area

·Coordinate a range of functions, such as finance, human resources and other support areas that contributes significantly to the business management function within the school

·Adapt the way work is organised and modify existing practices within precedent and established methods

·With broad direction manage the delivery of administrative and/or operational services

·Manage the delivery of a particular service or function ( finance, library, human resources, facilities)

Responsibilities

REPORTS TO

This position reports directly to the Principal.

The Executive Assistant is part of the Administration Team, whose responsibility is to work co-operatively as part of the team, ensuring a productive, efficient workplace.

TYPICAL FUNCTIONS

·Executive Administration

·Provide daily secretarial and administrative support to the school including the preparation of correspondence, reports, memoranda, notices, routine letters, and invitations on behalf of the school for their approval

·Assist in the preparation of reports and presentation including proofing and editing

·Prepare research and/or gather relevant data on specific directed topics to enable the Principal to respond to issues and/or write reports

·Compile agendas, assemble papers for meetings, and distribute to members

·Act as minute secretary for meetings as directed by the Principal

·Communicating directly, and on behalf of the school with the principal team members of the School Community as directed

·Use discretion and judgement in the absence of Principal members to manage or refer urgent matters to the appropriate senior staff

·Assist with the planning and organising of school events including the catering as directed by the principal team

·Act as first point of contact for staff and others wishing to see the Principal, having sensitivity to deal with difficult issues/people.

·Manage the Principals calendar of appointments, keeping them well informed of upcoming commitments and responsibilities and following up appropriately

·Receive visitors on behalf of the Principal and make them welcome until the Principal is available.

·Receive and make telephone calls on behalf of the Principal, take messages in their absence, and redirecting to another member of staff if necessary.

·Meet with the Principal on a weekly basis to plan the week ahead

Public Relations

·In conjunction with the schools ICT team maintain the schools website ensuring displayed information is accurate, engaging and all required documents are available on the website as per DET policy

·Liaising with principal team, ICT Team and other stakeholders on a regular basis to ensure all schools communication platforms ( Compass/drives) are kept up to date and relevant, with all documentation regularly reviewed and updated where necessary

·Monitoring the school¿s email account on a daily basis.

·Source and create content for the schools social media platforms and monitor activity

·Photograph/video significant events and student activities

·Manage the branding of promotional and public display materials , bags, cards, signatures, signage, presentation templates, portable banners, and lecterns.

·Manage advertising and promotion for events transition and information evenings.

·Manage the formatting and publishing of promotional material flyers, posters and handbooks.

·Coordinate external services catering (as required).

·Coordinate the Press/Media when required

·Arrange school photoshoots for marketing purposes

Human Resources

·Complete and monitor all administrative work in eduPay relating to salaries, leave, service history, time fraction changes, allowances, special payments, statement of service and other associated work.

·Ensure all changes to staff employment time fractions, salaries, allowances are documented in letter format and filed accordingly 

·Manage schools local payroll, preparing and monitoring timesheets in conjunction with School Operations staff, ensuring all DET, ATO and superannuation requirements are adhered to.

·Liaise with other DET schools regarding shared staff Instrumental Music

·Ensure staff submit their leave requests in a timely manner and according to DET guidelines, supporting them to do so if necessary

·Monitor that all leave is entered on eduPay

·Coordinate the annual submission of long service leave/leave without pay requests and associated leave planner for approval

·Prepare employment contracts in accordance with DET guidelines and complete the hire process for all new staff on Edupay.

·Communicate & confirm new staff employment details to School Operations, Induction & ICT Teams

·Monitor staffing contracts and flagging termination dates with the Principal

·Maintain spreadsheets with staff workforce planning details and monitor critical dates contracts, long term leave, parental absences, time fraction changes.

·Maintain VIT and WWCC records for all staff and complete suitability for employment checks.

·Review, update and communicate all staff specific policies and processes regularly , leave

·Maintain all HR forms and templates

·Provide advice regarding conditions of employment and employee relations, lodging calls to DET HR for support as required

·Review DET HR Newsletters and communicate matters to staff as required

·Stay abreast of changes to DET HR policy and the VGSA bringing matters to the principal attention as relevant

·Manage confidential storage and retrieval of personnel and payroll files.

·Liaise with Business Manager, Principal and School Operations team on a regular basis regarding HR matters.

Other Duties

·Provide administration support in the General Office as required

·Actively seek and participate in professional development (subject to schools P&D guidelines)

·Regularly review and update work processes ensuring efficiency and approved practices are upheld

·Maintain utmost confidentiality and professional rapport at all times

·At all times working to create a professional environment, which upholds and displays the Schools values of respect, achievement and responsibility.

·Undertake other duties relevant to the field of responsibility as requested by the Principal

·This position description describes in general terms the normal duties which the Executive Assistant is expected to undertake. However, the duties described may vary or be amended from time to time without changing the level of responsibility associated with the position.

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:

Location Profile

Broadmeadows Primary School offers a unique educational environment where the underlying belief that every student can learn is at the heart of everything we do. We have an enrolment of 260 students and a staff of 21 teachers, 11 Education Support staff and 2 Principal Class members.

Children are guaranteed a smooth transition into primary school with our on site kindergarten. Foundation teachers work closely with the kindergarten to provide an engaging and welcoming transition program into school.

Our students are encouraged to `Aim High¿ and to do their best. Our values; Kindness, Respect and Learning Together, demonstrate how we provide a caring environment in which children can thrive. Our Learning Behaviours are front and centre of everything we do, and children are taught the strategies to take control of their learning and regulate their behaviour. Our calm and engaging environment ensures students are nurtured and their wellbeing is always monitored and evaluated.

Broadmeadows Primary School has an increasing number of EAL students. New arrivals attend the Collingwood English Language Centre and are supported by an EAL teacher when they transition to mainstream. Our school speech pathologist works with teacher aides to implement a Speech Therapy Assistance Program in Foundation, Year 1 and 2. We have a Language Discovery Program in Foundation to strategically introduce new vocabulary and build language skills. There is a Literacy Learning Intervention Program in Years 1 - 4.