Admin Assistant – General Job at Schools (Government) in Melbourne VIC

Reference: 1198354

Location Profile

This is a once-in-a-lifetime opportunity to work with our Principal and community to create Preston High School and to collaboratively lead the development of an inspiring new school for our community.

Preston High School is a new co-educational secondary school that opened its doors to the first intake of Year 7s in 2019 and will grow rapidly until 2024 at which time the school will be Yr7-12.

Housed in a newly refurbished 1920s 2-storey red-brick school building, Preston High School is located in the heart of Preston and adjacent to the Preston Town Hall, Library, Market, High St and all Public Transport. The school’s designated neighbourhood boundary encompasses parts of Preston, Thornbury, Reservoir.

The school’s mission is: Empowering Tomorrow’s Leaders.

The school’s motto is: Lead, Explore, Inspire.

The school’s values are: Excellence, Inclusion, Community.

These statements exemplify the school’s commitment to the highest aspirations for our learners, staff and school. The curriculum will prepare learners for a life of success and positive community engagement in the mid-21stC by providing excellent teaching and learning in foundational disciplines alongside deep engagement in meaningful and extending projects that deliver cross-disciplinary learning opportunities. The Year 7 and 8 program includes the explicit teaching of Philosophy and of Engineering/Design Thinking as two key elements for learners’ future success. All students will learn to lead, will explore areas of passion and interest and will undertake work that inspires them and their community.

Selection Criteria

SC 1 Demonstrated high level of oral, written communication and interpersonal skills with an ability to relate effectively and sensitively with the school community, DET staff and other stakeholders and service providers.

SC 2 Demonstrated ability to work independently as well as to work constructively and flexibly in a team in a manner which ensures the continuous and efficient operation of the work environment.

SC 3 Demonstrated excellent working knowledge of DET financial management systems including CASES21 Finance and Administration.

SC 4 Demonstrated understanding of how third party school management systems (e.g. Compass,) are used to manage school operations such as attendance and events and how these systems integrate with local procedures and CASES21.

SC 5 Demonstrated highly developed organisational and time management skills with the ability to establish priorities.

SC 6 Demonstrated commitment to professional learning and growth for both self and others.

SC 7 Demonstrated capacity to contribute to the successful establishment of a new secondary school with the knowledge, skills, attitude and professionalism relevant to the position.


Performs and/or supervises tasks that are carried out in accordance with guidelines, accepted practice and school policy. This may include the supervision and coordination of other education support class staff within the work area or educational program. Supervision and coordination would be limited to ensuring routine tasks are performed to required standards. Input into identifying training needs and development of education support class staff within the work area or educational program becomes an important feature at range 2.

Specialised support to achieve specific outcomes is a feature of range 2. Typically this will involve accountability for a single function, (e.g. ensuring data is properly maintained) or the operation of a work area (e.g. managing the day to day operation of a school office) under the direction of the principal or another senior manager.

Provides support to teachers and students that is beyond the routine support provided at education support class Level 1, range 1. Within an educational program assists teachers with the coordination of the support function, such as directing/organising the work of other support staff or providing a specialist support role.

Undertakes medical intervention support tasks or other specialised student/teacher support roles that require specific training that must be updated 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.

Performs 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 laboratories would be typical examples.

An education support class position supports the educational services being provided to students, but must not include duties of teaching as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students cannot be required except where it is an integral part of the employee’s position or involves supervision of students individually or in small groups, in controlled circumstances, where the responsibility for students remains clearly with a teacher.


The General Office is a team environment where the nature of work comprises a mix of routine and scheduled tasks and like most schools, the level of activity and demand for services at reception and by telephone can fluctuate throughout the day in response to ad hoc and scheduled events and the broader school calendar. This requires a positive attitude, a flexible approach and shared effort to meet demand and to provide a high level of service to the school community.

The Receptionist / Administration / Finance / First Aid position exists to provide the first point of contact for reception and telephone enquiries as well as providing important general administrative, first aid administration and financial support services. The scope of support provided extends to the school, its community and all visitors. A high level of customer service will be delivered in a timely manner with respect, and confidentiality will be extended to all people at all times. This position works under the direction of the Business Manager and Principal team.

Reception and General Duties

As the first point of contact to the school, provide a welcoming and professional environment for all parents, students, staff and visitors

Answer telephone calls promptly, courteously and efficiently and forward messages in a timely manner

Attend to counter enquiries and acknowledge people waiting for assistance

Ensure excellent foyer presentation

Ensure correct screening of visitors and sign in using COMPASS Kiosk

Ensure students arriving late at school report in via COMPASS Kiosk

Daily attendance check utilising COMPASS and making follow-up phone calls for unexplained absences

Navigate Compass and CASES21 modules to respond to queries, attend to school office tasks and to support students, staff, families and other visitors

Maintain relevant registers (key , equipment and MYKI Loan Registers)

Create and maintain electronic and hard copy files that are specific to this role or for shared use

Promptly and accurately file records as needed

Use Microsoft Office and other systems to produce letters, spreadsheets and presentations in accordance with the school’s templates and guidelines

As directed by the Business Manager, support with the delivery of administrative requests and tasks from management and teaching staff, ensuring that a high standard of service is provided at all times

Any other general duties as directed by the Business Manager

First Aid

Attend to student first aid needs as required

Record details of sick bay attendance and report incidents on relevant systems including Compass and Cases21

Have knowledge of those students with Complex Medical Needs, asthma and anaphylaxis and help to create, file, communicate and update student plans

Ensure that a summary of students with health and medical needs is distributed for excursions, camps and to all casual relief teaching staff working in the school

Ensure all medications supplied by the student are within their use by date, including medication used for emergencies

Monitor the number of First Aid Kits, the signing in and out of the kits and ensure that all items are replenished and up to date

With the OHS Workplace nominee, monitor the hygiene and arrangement of the First Aid Room including stock levels of first aid supplies

Work with other administration staff to develop processes and protocols regarding student and staff first aid

Student Administration and Finance

Process and directly enter all receipts including cash/cheque/EFTPOS, direct deposit, Bpay and Compass parent payments via CompassPay to CASES21 in a timely manner and in accordance with DET and Treasury policy

Assist in the follow up of failed instalments in COMPASS for families with payment plans

Ensure that all money is receipted promptly and accurately, prepare daily banking, reconcile Compass and CASES21 in real time or as soon as is practical to do so

Proficiently use all aspects CASES21 families module to establish fee codes, process invoicing and receipt funds from families

Produce, interpret and analyse financial reports, including family transaction history and matching transaction reports and be able to problem solve to address queries

Extract data from Cases 21 using the worksheet function to provide accurate reports

Competently use Compass to update records and manage event data, liaise with event managers to ensure that consent and payments are received in a timely manner and assist in reconciling event attendance and payments

Liaise with event managers regarding the application of CSEF and other credits for students attending events and ensure that Compass events and family statements reflect the application of those credits

Assist in the reconciliation of attendance and financial aspects of events, camps and excursions by maintaining records and liaising with staff, students and families

Update student records, assist in processing enrolments, transfers and exits and ensure that records are up to date on both CASES21 and Compass as per school’s procedures, ensuring completion of all relevant paperwork as per Checklists and file

Process supplier invoices using CASES21 Creditor Module as directed by the Business Manager

Process purchasing card supplier invoices using CASES21 Purchasing Card Module as directed by the Business Manager

Process CSEF applications using DET system

Process State School’s Relief Year 7 Uniform & ad-hoc applications as required

The responsibilities, tasks and duties described above set out the major duties and other tasks associated with the stated purpose of the job. Other duties of a similar nature and/or level undertaken within the School are not excluded simply because they are not listed. The duties could vary from time to time resulting from new legislation, change in technology or policy changes and in this case appropriate training may be given to enable you to undertake this new/varied 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 values diversity and is committed to workforce diversity and equal opportunity in schools and all education workplaces. 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.

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 http://www.education.vic.gov.au/about/programs/health/protect/Pages/childsafestandards.aspx

DET Values

The Department’s employees commit to upholding DET’s Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. DET’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 DET values is available at http://www.education.vic.gov.au/hrweb/workm/Pages/Public-Sector-Values.aspx

Other Information

Applications must include:
A specific response to the key selection criteria and position details. Preferably no more than one criterion per page, size 11 Arial (or equivalent) font where possible.

Please attach applications including:
1. A cover sheet providing contact information including home address, email and phone number as well as the phone number of the work address at which the applicant can be contacted.

2. A CV with a summary of experience and qualifications.

3. Specific Key Selection Criteria response

4. The names, email addresses and contact details for three referees who can provide information regarding the applicant in relation to the key selection criteria.

For ease of handling by the school, all documents (cover letter, cv and key selection criteria responses) can be saved as one pdf and uploaded to Recruitment on Line. Please also ensure that your name is included in the header of each document .

All applicants should ensure that their personal profile on Recruitment Online is up to date.

Conditions of Employment

All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.

Successful applicants must have a current Working with Children Card (employee).

Successful applicants must have a Level 2 first aid certificate or be prepared to complete the course once appointed to the position.

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.

About the Company

Company: Schools (Government)

Company Location:  Melbourne VIC

Estimated Salary:

About Schools (Government)