Admin Assistant - General

This job offer is not available in your country.Location: North East Region Albury / WodongaJob type: Full time / From 28 / 01 / 2025Organisation: Schools (Government)Salary: Salary not specifiedOccupation: Education and TrainingReference: 1451439Selection CriteriaYour application for this position should specifically address each of the selection criteria below. Short listing and selection will be based upon responses to these selection criteria and key responsibility areas.SC1: Capacity to undertake routine support tasks across a range of functions in one or more work areas within a school environment.SC2: Demonstrated high level interpersonal skills, customer service and ability to maintain strict confidentiality.SC3: Demonstrated proficiency in the use of office systems, software and technical equipment, as relevant to the position (i.e. CASES21, D2L, SIMs, PASSTAB, Microsoft Office & Edval).SC4: Demonstrated capacity to communicate effectively with members of the school community including students and the capacity to provide support and/or attendant care to students and staff where necessary.SC5: Demonstrated capacity to provide excellent written and verbal communications skills, be well presented, highly organised, punctual and proactive.SC6: Demonstrated capacity and ability to work as an effective member of a team.SC7: Demonstrated commitment to professional learning and growth for both self and others.RoleThe Administration Assistant fulfils an important public relations and customer service function by being one of the first points of contact that the public may have with the College. It is expected that they will provide a high level of customer service and be competent in the provision of up to date and relevant information, operating in a consistent, professional, courteous and efficient manner at all times. The provision of accurate information is important as it projects a professional image which is the aim of Wodonga Middle Years College at all times.Confidentiality is a vital component of this position.The Administration Assistant will work closely with the Business Manager and/or the Human Resource Manager with the planning and implementation of administrative services and is responsible for the efficient functioning of the office and reception area. The work will involve interactions with staff, students, parents, service providers and the public, maintenance of the CASES21 system - involving responsibilities for the maintenance and retrieval of school records, including student and staff records, management of word processing requirements, records archiving, and general assistance to the College Executive team. The Administration Assistant will also provide a wide range of support services to other College staff members, as instructed by the College Principal. This work may also involve giving basic technical and procedural advice to other staff, students and parents. It will require knowledge and application of specific procedures, instructions, regulations and other requirements relating to general administration and/or specific school programs or activities, including PASSTAB, Records Management, Event Planning and First Aid.The Administration Assistant is part of the College Administrative Team, whose responsibility is to work co-operatively as part of the team, ensuring a productive, efficient workplace, across three campuses.ResponsibilitiesUndertake clerical and keyboard duties in support of the school administration function.Maintain strict confidentiality in all dealings with staff, parents, students and the wider College community.Maintain, enter and retrieve data from the College's computer systems i.e. CASES21 Admin & Finance, PASSTAB, SIMs, Edval, D2L.Provision of First Aid to students and staff, when required.Perform reception duties, including the screening of visitors to the College, setting up new staff/College Contractor inductions on PASSTAB and arrange interviews, as required.Provide support to students, staff and visitors to the College and provide assistance with the liaison and communication between parents, teachers, other staff and members of the wider College community.Prepare straightforward correspondence according to school procedures (i.e. consistent standard for all correspondence).Maintain and update basic written records.Undertake clerical/keyboard tasks in support of school administration functions, including checking for inaccuracies in forms and correspondence, such as spelling, punctuation and set out.Make appointments and maintain diary/calendar records, where required.Prepare mail for external postage.Enter new student enrolment data promptly and accurately, advise the relevant staff to ensure charges are entered in a timely manner.Record the exit of students in a timely manner, no more than 7 days after exit. Also amend student attendance records as required.Follow up any anomalies in data e.g.: students exited promptly, siblings linked, data changes recorded etc.Complete End of Year Administration Procedures, as required.Prepare letters for students and Centrelink, as requested.Student/Staff file management and strong knowledge of archiving of student, staff and College documentation in line with DET process.Responsible for the efficient answering of incoming calls, and delivery of telephone messages to all staff.Maintain the photocopier supplies.Ensure office area is always tidy.Provide administrative and reception support when required, across campus.Provide administrative assistance and planning to support school events i.e. school assemblies, end of semester/year awards, College Sport Days, year level immunisations etc.Receive, distribute and dispatch documents according to verbal and written instructions.Process EFTPOS transactions, when required.Comply with the College's policies and procedures.Demonstrate the College's organisational values on a daily basis by ensuring the Office Core Values of professionalism, efficiency, cheerfulness, reliability, politeness and teamwork are implemented, followed and supported at all times.Commit to access and equity principles in carrying out work functions.Maintain a healthy and safe working environment.Liaise with Human Resource Manager to undertake relevant staff professional development and training.Undertake other duties relevant to the field of responsibility as requested by the Human Resource Manager, Business Manager or Principal.The above responsibilities set out the major duties and tasks associated within the stated job description. Other duties of a similar nature and/or level undertaken within the College are not excluded, simply because they are not itemised. These duties could vary from time to time resulting from new legislation, changes to technology or policy and procedure, and in the context of any changes, appropriate training may be given, if required, to undertake the new/varied role.This position description describes in general terms the normal duties which the Administration 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 ApplyIndividuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.
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