Executive Assistant/ Hr Assistant

Location Profile Gladstone Park is a single campus, co-educational Year 7 to 12 College of almost 1550 students that serves a large residential community in the North Western suburbs of Melbourne. We have a culturally diverse enrolment.
The school operates using a Sub-School model with Junior School years 7 - 8; Middle School years 9 - 10 and Senior School years 11 - 12. Currently more than 30 primary schools provide students for entry at Year 7.
The school provides a core program in the Years 7-9. The Year 10 blocks are aligned with the Victorian Certificate of Education (VCE) blocks. Vocational Education and Training (VET) is also offered to students. A considerable proportion of Year 10 students undertake a VCE subject or pursue additional pathway options within the conventional curriculum program.
The school has a Select Entry Acceleration (SEAL) Program and is part of The Academy of Accredited SEAL Schools.
Gladstone Park offers a unique Language Immersion program using the CLIL (Content Learning in Language methodology), where students are taught Maths, History and Geography in Italian by CLIL trained teachers.
The school provides a significant extra-curricular and enrichment program including a large instrumental program, school bands, debating, drama and musical productions, and a large House competition program.
Facilities include: a 300 seat Performing Arts Centre with a dance studio, dedicated VCE student study centre, community library, modern administration block, one full size and one three quarter size gym, an outdoor soccer/hockey court, outdoor table-tennis tables, separate year 7 area and extensive gardens.
A Bring Your Own Device program is in place for Year 10 - 12 students with a staged move toward a whole school program by 2024. A large number of our classrooms are equipped with state-of-the-art computing equipment for student use.
The College has a warm and friendly atmosphere, embodying traditional values, with respect being the key value.
Selection Criteria SC 1: Demonstrated ability and experience in a school environment to implement procedures and programs that ensure efficient administrative and professional support to the Principal class and the Business Manager in the operations of the community.
SC 2: Demonstrated excellent written and oral communication skills in order to communicate effectively with all members of a school community and maintain strict confidentiality.
SC 3: Demonstrated excellent interpersonal skills and ability to maintain the highest standard of professional interaction with students, staff, parents, School Council, the wider community and DE.
SC 4: Demonstrated excellent organisational skills including effective time management, establishing priorities, procedures and guidelines relating to the work area; and display initiative and creativity.
SC 5: Be skilled to a high level in Microsoft Office and DE packages (Outlook, Word, Publisher, PowerPoint, Teams, Compass and CASES21 Administration).
SC 6: Demonstrated knowledge of DE human resources policy and guidelines including proficiency in using EduPay and Recruitment Online, or demonstrated experience in a Human Resources role.
Role The Executive Assistant/HR Assistant role at Gladstone Park Secondary College will provide support with the daily work and planning for the College Principal and three Assistant Principals, to enable them to serve the school community.
The Executive Assistant/HR Assistant roles and responsibilities will be extremely diverse and constantly evolving.
The Executive Assistant/HR Assistant provides administrative support to the HR manager, Business Manager, and administrative support to the front office team.
Attendance requirement for this position is full time (38 hours per week) Monday - Friday 8:00am - 4:06pm. Any attendance required at meetings outside these hours will be subject to the college's Time In Lieu policy.
An education support class position at this range will perform tasks 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 2.6.1 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 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 involving accountability for a single function, or coordination 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 requiring specific qualifications and/or training. Technical tasks that require a sound knowledge of basic technical and/or scientific principles used to develop and adapt work methods and make judgements where there are clear guidelines and limited options. An education support class position at this range commencing at the base will initially be limited to undertaking routine tasks 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.
Responsibilities To provide administrative and logistical support in the preparation of all materials and documentation needed by the College Principal in addressing his/her responsibilities. In addition to this, the role involves completing a broad variety of Human Resource tasks for the school and College Principal including (but not limited to):
Executive Assistant duties:
Carry out executive assistant duties for the College Principal and Sub-school Principals as requested. Coordinate Principal Team calendars, including prioritising requests and scheduling meetings, appointments, conferences, and professional learning events as required. Screen College Principal phone calls and manage requests and enquiries as appropriate. Oversee the triage process for parent complaints. Maintain and update written records and Principal Team filing. Perform a high and timely standard of administrative duties to support the College Principal and Executive team. Provide high quality document preparation support, using several different software programs within a timely manner, including preparation of written correspondence whilst maintaining the confidentiality of information. Proofreading of school documents for the community including school newsletter, school yearbook, parent information material, etc. Maintain and publish the school calendar and communicate changes to the school receptionist and other relevant staff. Prepare agenda and take minutes at meetings for Local Consultative Committee and other meetings as requested by the College Principal. Coordinate the hosting of internal and external meetings and professional development events involving Principal team members. Coordinate and assist with the organisation of catering for special events. Assistance with public relations and general communication to the school community. Organise gifts/acknowledgement for significant milestones for staff. Advise staff of the process of making appointments with the College Principal. Support and attend after hours college events as requested by the College Principal. Provide required level of administrative support for school events, functions, and projects. Maintain professional representation of the College. All duties must be held with the utmost professionalism and confidentiality. Participate in team meetings. HR Assistant Responsibilities:
Assist with the recruitment of job vacancies and timelines and provide support to the HR and Business Manager during busy recruitment periods. Assist with the interview panels with downloading of applications, coordinate the interview bookings and written references. Complete other tasks in support of selection panels including room setup, organising refreshments etc. Ensure the DE HR policies are adhered to. Support in processing general leave requests in Edupay, with guidance from HR Manager and Daily Organiser. Assist the HR Manager in development and maintenance of staff induction guides. Possess an understanding of DE HR policies, and the VSBA 2022. General Responsibilities:
Support other administration staff with answering phones and front desk queries when directed. Attend to first aid when additional coverage is required. Support sub-schools in the Administration role when required. Any other duties as directed by the Business Manager and Principal. All duties must be carried out with the utmost professionalism. 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.
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.
DE Values The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights.
Other Information Experience as an Executive Assistant and/or HR administrator or similar role is highly desirable. Commitment to personal excellence as demonstrated by the completion of diverse work tasks. Strong organisation time management and communication skills and attention to detail are essential. Ability to work autonomously and as part of a team. High proficiency with MS Office (Outlook, Word, Publisher & PowerPoint) as well as Microsoft Teams. 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. #J-18808-Ljbffr