House Administration Assistant

Location: Melbourne | Southern Metropolitan
Job type: Full time / From 29/07/2024
Organisation: Schools (Government)
Salary: Salary not specified
Occupation: Administration/Secretarial
Reference: 1421398
Job posted: 20/06/2024
Closes: 03/07/2024
Occupation: Administration/Secretarial
Job duration: From 29/07/2024
Contact: Wayne Haworth | 03 8795 9400
Reference: 1421398
Occupation: Administration/Secretarial
Salary Range: Salary not specified
Work location: Melbourne | Southern Metropolitan
Selection Criteria SC1   Demonstrated capacity to perform duties consistent with established guidelines and frameworks, including coordinating and supporting others in respect to specific work functions relevant to the role.
SC2 Demonstrated capacity to work and collaborate with others in a team environment.
SC3  Demonstrated capacity to communicate effectively in a team environment, including high level oral and written communication skills.
SC4 Possess the technical knowledge and expertise relevant to the position.
SC5 Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area.
SC6 A commitment to professional learning and growth for both self and others.
Role A full-time employee is entitled to 152 hours (20 days) annual leave in respect of each twelve months of service and accrues progressively during a year of service according to the employee's ordinary hours of work. Part-time employees receive annual leave entitlements on a pro rata basis calculated according to the time fraction worked.
Additional paid leave - education support class A full-time education support class employee is entitled to 228 hours (30 days) additional paid leave in respect of each calendar year. Part-time employees receive additional paid leave entitlements on a pro rata basis calculated according to the time fraction worked.
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 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 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, (e.g. 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 (e.g. 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 Role Purpose The purpose of the role of House Administration Assistant is the provision of administrative support to the House Team to ensure the House Office operates in an effective and accountable manner. 
As the initial representative for the House Office, the person in this role must at all times be pleasant and professional in working with parents/caregivers, students, staff and the wider community. Absence reporting and monitoring becomes a major priority along with the maintenance of current student data, files and documentation.
Hampton Park Secondary College School Council and Staff are committed to and promote the safety, inclusion and wellbeing of all young people. There is an expectation that the person in this position undertakes their role with the same commitment.
1. House School Reception Welcoming all new students to the House, ensuring smooth induction. In the event that House SLL's are unavailable, conduct the induction for new students / enrolments. Ensure House Office reception environment is well presented and welcoming. Maintain a constant presence in the House Office, providing a courteous service to students, staff and parents/caregivers and referral of all issues to the relevant staff. Answering and forwarding all phone calls, emails and messages appropriately. Collection of students from classes for early pickup. 2. House Office Responsibilities Management and co-ordination of daily laptop loans to students. Provide administrative support to the House Office. Use the College calendar / Compass / Teams to record and monitor all upcoming activities / events. Maintain student files. Maintain a daily record of detentions. Preparation of suspension documentation. Updating House Handbook, House filing, photocopying and distribution of information as directed. Preparation of State Schools Relief vouchers. Prepare letters, lists and other documentation for all Open Nights, house camps and events / excursions. Cross check information with the Main Office when requested / required. Prepare and maintain House locker lists, including master lock combination list. Signing in students who are late to school. Printing and distribution of student timetables, locks, and diaries at the beginning of each year. Support regular audits on lockers / allocations to ensure the students are using the correct lockers and the lockers are being maintained appropriately. 3. Student Administration Maintain student records and notify House staff accordingly. Advise the Front Office of any exits that arise to ensure accurate Census data. Provide NAPLAN and ACER testing logistics support and liaising with Maintenance staff to assist with room setups and furniture requirements. Provide administrative support for the College Photo Day to the relevant leadership team member. Provide administrative support for Student Led Conferences including, where possible participating in the event by providing a reception / contact point to welcome families and students. Contacting families regarding participation and completion of parent surveys. Arrange distribution of school photos, uniform passes, ID cards and SSR uniforms. Undertake administrative duties, ensuring the smooth operation of the House Office. Prepare and email daily attendance reports to Student Learning Leaders, including regular follow up. Update Student Learning Leaders on attendance trends, weekly absence letters and any other significant emerging issues. Follow up with Parents / Caregivers on unapproved student non-attendance via daily phone calls, texts and / or emails. Assist Parents / Caregivers in the use of Compass, booking Student Led Conferences and accessing student reports as required. Prepare documents for special events and communicate event details to families. Assist with the booking of buses etc when required. Collection of money during free dress days from students who arrive late to school. Physically confirm students' attendance / absence within a specific class when a roll discrepancy or error occurs. Complete the attendance spreadsheet daily and send to SLL's / HOH / AP weekly. Complete the redemption of hours spreadsheet daily for all senior students Years 10 to 12. 5. Other Duties Attend and participate in team meetings. Fire evacuation responsibilities – take emergency cart from the House Office, hand out emergency rolls to Mentor teachers, as well as Mentor Group signs, collect emergency rolls and return these to the Admin / Command desk area and assist the House Leader / Assistant Principal to oversee the House area. Undertake other duties related to the role as directed. Participate in professional development and training to maintain the expected level of knowledge of current and best practice in the major areas of responsibility associated with the role. Who May Apply Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.
EEO AND OHS Commitment 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 Workplace adjustment guidelines ).
Aboriginal and/or Torres Strait Islander applicants can contact Brett West, Yamatji man, in the Koorie Outcomes Division to talk about the recruitment process, the Department and supports for Aboriginal and/or Torres Strait Islander people in the Department. Mobile: 0477 726 801 or email on:
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:
The Department's employees commit to upholding DE's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. DE'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 DE values is available at:
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 Location Profile At Hampton Park Secondary College (HPSC) our vision of learning excellence is underpinned by the HPSC values of Respect , Learning , and Working Together . Our values inform our daily interactions and decisions, these values are embedded in our whole school practice and they are supported by the high expectations that embody our School-wide Positive Behaviour Support Program.
Since 2020, we have transformed our approach to learning by enabling students to be more empowered to take control of their learning. We are committed to embedding an education model that is more student¿centred and focused on personalised learning pathways. We have redesigned our learning programme to enable students to excel through this research-based future-focused model, ensuring all of our students benefit from deepened learning and improved educational outcomes. In line with this approach is our recognition that all students are unique, and that each student brings their own distinct and individual passions, interests, skills, and knowledge into our learning ecosystem.
Our world is rapidly changing and so must our approach to learning. Sir Ken Robinson reminds us that Schools Kill Creativity . Professor Yong Zhao suggests that education requires a 'Paradigm shift '. In 2019, HPSC joined Future Schools and commenced redesigning our curriculum and our approach to learning to enhance student engagement and learning outcomes. Learning is categorised into three stages or 'programmes': Explore, Enhance, and Excel. These programmes recognise the unique needs of each student as they engage in their secondary education and allow learning to be transformative, dynamic, and focussed upon growth. Our programmes allow students to 'move through' their secondary schooling experience in a way that better reflects their passions and abilities rather than their nominal 'year level'. Hence, whilst many students merely survive their time at high school, students at HPSC instead thrive in an exceptional learning environment where they are empowered and supported to create an educational pathway that is as individual and unique as they are.
At HPSC, we strive to create a culture of learning that enables learning to be done with students, rather than to students . Our innovative, tailor made approach to learning assists students so that no student is held back, and no student is left behind. Learning is an organic process. By creating optimal conditions for learning, students thrive.
HPSC is a large, culturally diverse learning community situated in the City of Casey growth corridor. The current student enrolment stands at 1144 students with approximately 52 nationalities represented and 67 languages other than English spoken. Sixty percent of students speak a language other than English at home, 27% of students are enrolled in English as an Additional Language (EAL) and 66% of students receive additional equity funding. There are 5 Principal Class, 116 Teacher Class and 70 Educational Support Staff.
We are seeking exceptional educators and support staff to join our highly professional and dedicated team to transform learning. If you believe that an innovative approach is needed to engage students and improve outcomes, while better preparing them for a rapidly changing world, then I encourage you to apply to join our dynamic team. To find out more about our College, we invite you to peruse our website ( Hampton Park Secondary College (hpsc.vic.edu.au) ) to access our 2022 Subject Handbook located under the Curriculum Tab.
Other Information · Valid Working with Children Check Card (WWCC)
· National Police Record Check
· Comply with the College Child Safety Code
· Relevant administrative skills, qualifications and/or experience would be highly regarded
To apply for this role, you will be redirected to the Schools (Government) job application system.
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