Purpose of Position
The Personal Assistant will provide comprehensive personal assistance to the Principal, administrative support to staff and coordinate general administrative activities which support the day to day operational effectiveness of the school. He/she will work closely with the Principal to ensure delivery of high quality customer service to staff, children and parents.
Position Requirements & Responsibilities
Coordinate and accurately diarise the commitments of the Principal to maximise time and output in a demanding and dynamic work schedule
Provide confidential secretarial support through the preparation of documentation including, but not limited to, reports for presentation, briefing papers, minutes and agenda papers and general correspondence as requested by the Principal and individual team members.
Arrange and coordinate travel, conference and training attendance including accommodation and flights for Principal and staff (where required) in accordance with the Travel Procedure
Maintain staff files, register and timesheets.
Arrange, monitor and maintain records of all relevant recruitment, induction and training for staff
Assist with preparation and collation of staff related information and submission, including staff probity, contracts etc within required timeframes
Undertake other activities as requested by the Principal
Create and maintain Student & Family database, attendance and other records in the SchoolPRO System, student files and enrolment register in a timely manner
Provide general administrative support as necessary for the effective functioning of the school including, but not limited to, arranging meetings, coordinating the content, publishing and distribution of reports and school plans and organising informal local events as requested and required
Collating and providing all compliance requirements for school registration
Management and reconciliation of Petty Cash
Coordinate and accurately diarise the school commitments of staff
Preparation of communication/correspondence to HRSS internal staff and external customers / key stakeholders as required using Microsoft Office, GSuite, Dropbox and more.
Establish and maintain efficient business practices within the office, including but not limited to records management and handling of correspondence (copying, scanning and filing, including e-filing), office supplies, stationary orders and matters relating to the physical resources and maintenance requirements of the school
Develop and maintain relevant spreadsheets and assist with the streamlining of systems, policies, procedures and processes and the dissemination and implementation of same to staff members
Act as the first point of contact for general enquires and correspondence for the school and coordinate the reception of visitors, contractors, volunteers, families and guests in a professional and friendly manner
Administer communication and correspondence effectively; respond to telephone enquiries, mail and email correspondence and distribute information in a professional and friendly manner
Liaise with key stakeholders as required to ensure that specific work is completed as necessary
Essential Knowledge & Skills:
Demonstrated effectiveness in both oral and written communication with a well-developed cross-cultural sensitivity and diplomacy and a friendly manner
Proven experience in a similar role
High level of computer literacy using a range of programs
Proven ability to coordinate and manage a complex array of commitments, maximising time management to achieve optimal output, using an electronic diary system
Demonstrated ability to maintain confidentiality and integrity across all functions
Demonstrated problem-solving skills, with the ability to use discretion, initiative and knowledge to determine appropriate actions
Demonstrated ability to work independently and effectively as part of a team
Current drivers’ licence
Desirable Knowledge and Skills:
Completed studies in Office/Business Administration would be favourable
Experience using SchoolPRO or similar database software
Experience within the education sector
An awareness of occupational health and safety hazards and complaince
National Police Clearance (within last 6 months)
Current and valid Working with Children Card
Confirmation of Right to Work within Australia
Comply with all Helena River Steiner School Policies and Procedures
Display an understanding of and commitment to all policies and procedures of the School
Take reasonable care for own health and safety. Do not endanger own or others’ safety and health through actions or failure to act
Follow all reasonable directions given by Principal
Immediately report any work-related injuries which have led to, or might lead to, an injury or illness
Immediately report all safety hazards identified in the workplace
Conduct yourself and your work in line with all HRSS WHS policies and procedures as notified
Contribute positively to the work of Helena River Steiner School
Promote the work and profile of HRSS in the community
Contribute to consultations regarding policy and procedure development and operational aspects of staff support
Uphold the sentiments of HRSS Mission and Vision Statements
Provide reports as required by management
Applications close 31st May.
To apply, send a cover letter and CV addressed to:
Tanami Magnus at
(do NOT apply through Seek)
Applications without cover letters will not be considered.
Only those shortlisted will be contacted.
If a suitable candidate is found earlier, the vacancy will be removed.
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