Sub-School Assistant & International Baccalaureate Diploma Programme Administrator

RoleGeneralAn education support class role at this range is distinguished by the introduction of:- management responsibility and accountability for the delivery of services.
At this level, an employee may direct and supervise the work of other staff members to achieve specific objectives in school administration, operations or educational programs; or- professional student support positions where standard professional services are delivered.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 of the Education and Training Reform Act 2006 (Vic) or its successor.
Supervision of students can be required where it is an integral part of the employee¿s position or in circumstances where supervision is required individually or in groups up to 4 in controlled circumstances and where the responsibility for students remains clearly with a teacher.This is the minimum range at which business manager or occupational health and safety manager functions can be performed.This is the minimum range for positions that carry a required qualification of AQF 7 level or equivalent (or in the case of Registered Nurses an equivalent qualification leading to registration).A role at this range may include: - Some degree of professional autonomy to determine how targets and goals are achieved within clearly established directions or framework Professional autonomy will generally be limited by standard procedures and school policy.
Deviation from standard procedures and school policy will require guidance and direction from a senior manager.- Management of the expected outcomes is a key responsibility in some areas such as school administration, operations, technical, or educational programs.
Senior management will be provided with 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.- Management of staff to achieve the expected outcomes is a key responsibility in some areas, such as school administration, operations, or educational programs.
Staff management issues will be resolved with minimal reference to a senior manager, although guidance will be required in more complex cases.- Professional support positions such as registered nurses (performing the role of Registered Nurse range 3 as described in schedule 3), speech pathologists, psychologists, occupational therapists, physiotherapists, and social workers.
Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from a manager or senior practitioner where relevant.Student/Teacher Support Provides instruction or coaching to students not including any duties of a teacher ( instrumental music instruction, sport coaching, dance instruction)Provides career advisory services to studentsUndertakes VASS coordinator role in the schoolUndertakes VET co-ordination role in the schoolAdministration/Operations Distinguished from ES Level 1 Range 2 by the level of management responsibility for the work area that will have a greater impact on school administration and operations, and features supervision of other ESObjectives and directions are clear, but there is a greater level of autonomy in determining the approachManage others to achieve the objectives of the work areaManage and direct the preparation of financial and budgeting documents and contribute to financial decision makingManages a range of functions, such as finance, human resources and other support areas that contributes significantly to the business management function within the schoolAdapt the way work is organised and modify existing practices within precedent and established methodsWith broad direction manage the delivery of administrative and/or operational servicesImplements the delivery of a particular service or function ( finance, library, human resources, facilities)Prepares and analyses reports from School databases to support decision makingTechnical Manages school science laboratory, library or information technology functions, including where they are the sole technicianManages the flow of information to staff and students to ensure appropriate awareness of technical operations and safetyAdvises school staff and students on aspects of information technologyConducts training and instruction to school colleagues within the technical fieldUndertakes small technical or specialist projects defined by othersImplements non-standard technical systems or equipment to a specificationExplains professional concepts and approaches to school stakeholders, colleagues, and staffApplies sound theoretical knowledge and practical expertiseProvides professional services independently within defined school proceduresInfluences operational leadership and strategic planning with respect to school service deliveryProvides reports for school staff or stakeholders, requiring in depth factual analysis, including assessments and recommendations for consideration by othersMay undertake low, medium and high-risk tasks as identified in Departmental Risk Matrix or its successorWho May ApplyIndividuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.EEO AND OHS CommitmentThe 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 ).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 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:DE ValuesThe 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: Location ProfileThe Mac.Robertson Girls' High School is one of four selective entry high schools for high ability learners in Victoria, catering for 1200 young people in Years 9-12.
Situated in a central city location adjacent to the Albert Park Lake, the school offers outstanding facilities for the delivery of its programs and is attended by students from metropolitan Melbourne and beyond.
The selective nature of entry results in a broad socio-economic and cultural mix of students with a strong commitment to academic excellence.
The school provides an educational experience that equips girls and gender diverse young people for tertiary study and leadership roles in a range of fields and industries, and develops interests and skills to enhance their personal lives.
The school changes the lives of young people by providing a learning community that fosters a strong sense of belonging, outstanding engagement and self regulation, and a love of challenge and enrichment.
There are two senior certificates available for students to choose from - the Victorian Certificate of Education (VCE) and the International Baccalaureate (IB).
Each year 100% of students head off to tertiary education in a course of choice.Our school vision: Honouring diversity.
Inspiring curiosity and creativity.
Transforming lives.
guides our direction and aspirations.
While the strong, positive culture is underpinned by our four core values:COMMUNITY We are an inclusive community built on positive relationships and a strong sense of belonging.
We value diversity and appreciate those around us for their similarities and differences.
We are internationally-minded and value our place in our local and global context.
GROWTHWe seek challenges in order to grow, and are resilient in the face of adversity.
We are curious, collaborative, and passionate about learning.
We celebrate success and aspire to be our best selves in all aspects of life.
RESPONSIBILITYWe are agents in our own learning, and we foster leadership through action.
We take responsibility for ourselves and each other, and we contribute to school life and our broader communities.COMPASSIONWe are interested in the lives and perspectives of others.
We value every member of our school and wider communities.
We treat people with respect and offer support to those who need it.The school's highly successful alumnae, The Palladians, continue to be strong supporters of the school offering a range of enrichment and leadership programmes for our students.We have an outstanding, collaborative and stable staffing profile who support a values driven culture.
Staff wellbeing (alongside student wellbeing) is a priority for the school.
The Principal Team conducts tours of the school and prospective applicants are encouraged to visit.
To enquire about upcoming tours, please visit our website.
ResponsibilitiesThe Sub-School Assistant component of the role is for 3 days per week, working in a job share arrangement with the existing highly effective and collaborative Sub-School Assistant, who works 2 days per week.
The IB Administrator role is for the remaining 2 days of the week.The successful applicant will have the opportunity to develop and use a range of skills and knowledge to support students and the Sub-School team in all pathwaysSub-School Assistant (3 days)Assist with management of Sub-School Administration Help to oversee the running of assessments including setting up and supporting students with special provisions (including supervising those with separate rooms) and rescheduled SACs;Assistance with administrative duties associated with students studying through, CHES, Virtual School Victoria and Victorian School of LanguageGeneral administrative duties including printing, creating Compass events, updating relevant documents in google driveHelping to oversee examination periods (including Middle School, Unit 1/2 VCE exams and Unit 3/4 VCE trial exams).
Tasks to include: printing and distribution of exam papers, supervision and organisation of special provisionsHelping to collate information from teachers for, CHES, tertiary applications and University Enhancement applicationsManagement of Unit 1/2 and Unit 3/4 Assessment CalendarLiaising with families to schedule parent meetings and Student Support Group Meetings VCE/VASS Administrator duties Work with the Senior School to provide support, advice and guidance to the coordinators and students on all VCAA matters regarding the VCE.
Manage VASS database for MacRob.
Ensure accurate student data and compliance with VCAA requirements;Set up subject / teacher data;Upload subject enrolment data, convert EdVal to VASS data;Ensure enrolment of VSL / outside language enrolments and eligibility and VET enrolments;Manage data collection related to SACs and SATs.Special Exam Arrangement (SEA) provisionsManage SEA and derived examination score applications Liaise with students and parents regarding provisions SEA eligibility for students;Administrative and organisational support of all Senior sub-school events:Supporting the Senior School Team with the organisation of significant events Eg.
VCE / IB information evenings, formal, graduation, year 11 camp, year 12 orientation, year 12 YearbookSet up and organisation of VCAA examinations - organising and liaising with supervisors, setting up exam venues, etc.Collecting Presentation Night award nominationsOrganisation of Guest Speakers & Special Guests End of year activities Support with the organisation of New Year 10/11 student orientation Administration assistance that might be required during IB/VCE orientation weekGeneral Administration support Responding to general student and parent enquiries.Extracting data from Compass and undertaking some analysis and providing feedback to Leaders of School.Creating summary data for awardsAssist with sick students or students requiring first aid.Administration of Past Students database including working closely with our alumniSupport with scholarship and interview processesSupport with attendance follow up as required including parent phone callInternational Baccalaureate Diploma Programme Administrator (2 days)The IB Administrator works closely with the DP Coordinator.
The Administrator is responsible Administering the programme standards and practice as directed by the DP coordinator.
Their chief responsibility is managing the administrative tasks associated with programme implementation under the supervision of the DP CoordinatorIB AdministrationCo-drafting of letters of communication to parents and students for key moments in the Diploma such as practice examinations, subject selectionFinancial management including invoice tracking, payment and archivingTraining register: review of qualifications and training, enrolment of staff in requisite training workshops, maintenance of training log and storage of training certificates Enrolment of students on IBIS, class list checks with teachers, review of student personal detailsEnrolment of students on VASS, registering students for the GATAdmissions: assisting the DP Coordinator with overseeing expressions of interest in the program and subject selection (Year 1)ManageBac: taking workshops and setting up/registration of the assessment tasks for EE, CAS, TOK and subject Internal Assessments in Managebac.
Liaise with IB teachers to set up assignments and upload them to IBO.Collating feedback collected by the DP Coordinator via individual interview form IB teachers and students in regular basisSchedules: co-creation of mock and official examination timetables including the invigilation scheduleExamination administration: checking of examination materials and stationery, ordering of examination materials not provided by the IBO, printing of examination posters and rules, setting up of examination venues, creation of examination seating plans, mailing of examination papers, examination receipt tracking, printing and collating all examination scripts and providing safe storage for theseAssessment Calendar: supporting the DP Coordinator with coursework collection (including archiving of assessed student work), management of the Assessment CalendarAssessment: maintenance of student result spreadsheet, downloading of student results from IBIS, coordinating student result receipteCoursework and component grades: uploading all student assessment work to the IBO¿s eCoursework system, entering and verifying student results (including predicted grades) via Managebac and .Pathways: collaborating with university counsellors in ensuring that student transcripts are arranged and sent to the right institutions on IBISData Analysis: Assisting in collation of assessment results and data analysisEvent management: Assist in organising IB related events such as information evenings, showcase events, exhibitionsAlumni: distribution of Diplomas to graduate students, maintenance of an alumni databaseAdministrators Network: attendance at and participant in the Victorian DP Administrators Network.Undertake compliance checks for CAS activities under the direction of the CAS coordinator.
Assisting with the setup of the IB Art Show, Core Exhibition and other IB eventsComplianceMaintain confidentiality at all times in accordance with the Privacy ActAdhere to relevant DET and school policies OtherAny other duties as directed by the Leader of Middle/Senior School, DP Coordinator, Business Manager, Assistant Principals or Principal.