Senior Administrative Officer

Allegra School Coffs Harbour - Coffs Coast Education and Training Organisation – Coffs Harbour NSW
This role has a start date of 23 January 2025. Applications with a cover letter addressing the selection criteria are to be sent to: Erin Caceda (Principal)****** Applications close Monday 25 November at 8am sharp.
The Senior Administrative Officer at Allegra School is responsible for overseeing the daily operations of the school office, ensuring efficient administrative processes, and coordinating financial and compliance tasks.
As the face of the school, this role demands exceptional customer service skills and effective communication with parents, staff, and stakeholders. The ideal candidate will be proficient in a financial software application (Xero or equivalent), have experience with student management systems such as Sentral, and demonstrate exceptional record-keeping skills. Additionally, the Senior Administrative Officer will perform a variety of duties as a personal assistant to the Principal.
It is imperative that the applicant abides by Allegra School's vision, mission, and values, and complies with school policies, including Work Health and Safety (WHS), Privacy, Confidentiality, Child Protection and following Child Safe Guidelines.
Key Responsibilities:
Oversee the school's financial operations using Xero. Within delegated authority, process payroll for school staff, ensuring accuracy and timely distribution. Process invoices and keep accounts payable and receivable up to date. Act as an authorised signatory on bank accounts. Contribute to the creation of and compliance with financial policies and procedures. Compliance and Reporting:
Prepare and submit data and reports to demonstrate compliance with State and Federal requirements. Monitor and ensure adherence to regulatory and accreditation standards. Maintain up-to-date knowledge of relevant legislation and regulations affecting school operations. Student Management Systems:
Utilise Sentral to manage student data, including enrolment, attendance, and academic records. Generate reports and assist in data analysis to support student and school performance. Liaise with service providers to obtain supporting documentation for student files. Administrative Support:
Provide executive assistance to the Principal, including coordinating schedules, organising meetings, and handling correspondence. Coordinate and facilitate communication between the Principal, staff, students, and parents. Assist with organising school events and meetings. Customer Service and Communication:
Serve as the primary point of contact and face of the school, ensuring a welcoming and professional environment for all visitors. Provide exceptional customer service to parents, students, staff, and other stakeholders. Address inquiries and resolve issues promptly and effectively. Communicate clearly and professionally with all stakeholders, handling sensitive and confidential information with discretion. Record Keeping and Filing Systems:
Maintain exceptional and up-to-date record-keeping practices for both electronic and physical filing systems. Organise and manage documentation and records in a systematic and accessible manner. Ensure the security and confidentiality of all records and files. Regularly update and audit filing systems to ensure accuracy and compliance. Compliance with School Policies:
Adhere to all school policies, including Work Health and Safety (WHS), Privacy, Confidentiality, and Child Protection. Follow Child Safe Guidelines to ensure a safe environment for all students and staff. Alignment with Vision, Mission, and Values:
Abide by and actively promote Allegra School's vision, mission, and values in all aspects of work. Contribute to a positive and cohesive school culture that reflects the school's goals and values. Office Management:
Oversee daily office operations, including procurement and stock levels of office supplies, equipment, and resources. Supervise office staff and provide training and support as needed. Ensure the office environment remains efficient, organised, and professional. Experience and Skills:
Education:
Qualifications in Finance, Business Administration, or a related field is preferred. Experience:
Proven experience in financial skills and administration, preferably with the Xero application. Experience with student management systems, preferably Sentral. Demonstrated expertise in record-keeping and maintenance of both electronic and physical filing systems. Previous experience in a high school or educational environment is advantageous. Skills:
Exceptional customer service skills with the ability to create a positive first impression. Strong organisational and multitasking skills with exceptional attention to detail. Excellent written and verbal communication skills. Ability to work independently and as part of a team. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). High level of discretion and professionalism in handling confidential information. Working Conditions:
This position is based at Allegra School, Coffs Harbour, and involves working in an office environment full-time. Occasional extended hours may be required to meet deadlines or support special events. This position will be classified as a Level 3 – Level 4 Administrator under the current Support and Operational MEA dependent on skills and experience. Salary to be negotiated based on experience $78,000 - $95,000. There will be a requirement to work during non-term time. Allegra School is an equal-opportunity employer and encourages applications from all qualified individuals regardless of race, colour, religion, gender, sexual orientation, gender identity, national origin, disability, or age.
The successful applicant must provide a valid Working With Children Clearance and obtain a police clearance prior to appointment.
Applications:
Applications are to be sent to: Erin Caceda (Principal)******
Applications close Monday 25 November at 8am sharp.
Applications must include:
Current CV Details of 3 current references, phone number and email address. Cover Letter of no more than 2 pages addressing the following criteria: Criteria to be addressed in Cover Letter:
Compliance with Child Protection Requirements: This role requires adherence to strict Child Protection guidelines and the ability to obtain a valid Working with Children Check clearance, as well as pass a police check. Can you confirm your eligibility to meet these requirements and explain any previous experience you have working in roles where compliance with child protection policies and safeguarding measures was a key responsibility?
Office Management and Team Coordination: You will be overseeing office operations, including managing supplies, equipment, and staff. How do you ensure that office operations run smoothly and efficiently? Can you describe a time when you successfully led a team or helped improve office processes?
Customer Service and Communication: As the first point of contact for the school, you will need to handle inquiries from parents, students, and staff. Can you share an example of how you've delivered exceptional customer service and maintained professionalism when dealing with challenging or sensitive situations?
Experience with Financial Systems: Can you describe your experience using financial software such as Xero (or an equivalent) to manage school or business finances? Please provide an example of how you have ensured accuracy and compliance in processing payroll, invoices, and accounts.
Confidentiality and Record-Keeping: This role involves managing sensitive information. How do you ensure the confidentiality and security of both electronic and physical records? Can you provide an example of a time when you had to handle confidential information with discretion?
Incomplete applications will not be accepted.
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