Daily Organiser/Administration

Location: Melbourne | Northern MetropolitanJob type: Full time / From 20/01/2025 - 19/01/2026Organisation: Schools (Government)Salary: Salary not specifiedOccupation: Administration/SecretarialReference: 1443638Selection CriteriaDemonstrate high level of experience you have that aligns with the role's responsibilities, including managing daily operations, scheduling, or liaising with casual relief staff.Provide examples of how you have effectively worked within a team to achieve operational goals. Specifically, highlight your experience coordinating with various stakeholders, such as teaching staff, administrative teams, and external agencies, to ensure smooth daily operations and staff coverage.Explain how your communication skills, both written and verbal, will enable you to efficiently manage tasks like daily bulletins, coordinating schedules, and informing staff of their responsibilities. Provide examples where you've used communication to maintain accuracy and clarity in your work.Demonstrate your ability to manage multiple tasks simultaneously, ensuring accuracy and efficiency, particularly when handling CRT management and school operations. Provide examples of how you've developed processes or solved problems to ensure the smooth operation of a work environment.RoleRange 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. 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.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 program and is unlikely to impact substantially on whole of school operations.This is the minimum range for positions that carry a mandatory qualification requirement of not less than four years. Professional student support positions become a feature at range 3 (e.g. therapists, psychologists) where standard professional services are delivered. Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from senior management.An education support class position supports the educational services being provided to students, but must not include duties of teaching as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students cannot be required except where it is an integral part of the employee's position or involves supervision of students individually or in small groups, in controlled circumstances, where the responsibility for students remains clearly with a teacher.ResponsibilitiesHours of attendance: 7am - 3:06pm (1.0)Daily OrganisationEnsure the smooth operation of the school day by managing the absentee phone line and providing casual relief teacher (CRT) replacement for absent teaching staff, notifying appropriate room and scheduling changes, and appointing relief staff as required.Provide Daily Bulletin report to all staff daily by 7:45am.Develop effective and efficient processes and procedures for informing teachers daily of their responsibilities regarding additional scheduled duties e.g. yard duty.CRTsMaintaining a flexible pool of CRTs who are available to meet the short-term staffing needs of the school.Liaise with employment agencies for CRTs.Complete purchase orders for invoices received from agencies.Induct CRTs and SLP staff to ensure that they have an awareness of all school policies, EduPay timesheet entries (if local payroll) and monitoring their performance to ensure they fulfil teaching requirements and standards.Maintaining stock/supplies for CRTs, including laptops and ensuring the CRT handbook is up to date, and they are inducted into the school's environment, OHS and Child Safe and follow safe operating procedures.Co-ordinate the employment of CRTs via SLP within the parameters of the CRT budget and DE guidelines.Advise HR Manager of SLP working hours and provide timesheets.Plan for staff cover for camps, excursions, events, and professional development days.Ensuring CRTs have a valid VIT or WWCC card and upload into EduPay.Working with Leading Teachers and Year Level Leaders in creating schedules for special events to minimise disruptions, room changes and class coverage.AdminProvide routine clerical or other administrative support responsibilities including general telephone, front office enquiries, mail deliveries, assisting with stock control, supporting organisation of meetings, receiving and initial processing of standard paperwork.Maintain, enter and retrieve data from the school's IT systems, such as the school's records system, including computerised student, staff and school records.Maintain and update office records, CASES21 enrolment data, diary records, and basic written records.Support or coordinate the preparation of standard routine internal and external communication according to school procedures (e.g. form letters, newsletters).Source basic data or information from given sources to support school administrative functions, e.g. books, reports, manuals, catalogues, forms, etc.Coordinate the delivery of administrative services within the school.In consultation with the principal, determine and manage work priorities within the school office.Develop and implement strategies to ensure effective administration procedures.Coordinate the implementation of requisitioning, purchasing and issuing procedures.Manage client reception and office operations.Liaise with school staff regarding support requirements.Supports the first aid facilities and assists in delivering first aid to students.Who May ApplyIndividuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.EEO AND OHS CommitmentApplicants 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.Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islanders from the Koorie Outcomes Division (KOD) via ****** Safe StandardsVictorian 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: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.
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