Entry General Staff Level 4.2 at $50, per annum plus Superannuation.

Transcription

1 Job Description JOB No: JOB TITLE: JOB TYPE: ALE005 School Administration Assistant Full Time DATE REVISED: 4 th March 2016 JOB LOCATION: JOB PURPOSE: REPORTS TO: Dubbo To assist in the administration of Western College Alesco, ranging from processing enrolments, school administration, attendances, customer service and data entry to providing assistance to other Western College departments as required. Administration Manager AND TO: AND IN CONJUNCTION WITH: Principal Administration Assistant SUPERVISES: N/A HOURS PER WEEK: 38 REMUNERATION: Entry General Staff Level 4.2 at $50, per annum plus Superannuation. Position Summary The School Administration Assistant is accountable to the Administration Manager and Principal for ensuring the most effective and efficient use of resources to support the school s educational objectives by: managing the administrative functions, physical resources and assets; providing timely reports for strategic reviews and making census submissions; maintaining all BOSTES administrative requirements managing all students interview schedules and maintaining student marketing register providing customer service to all potential clients Selection criteria Qualifications as per Job Specification: o Certificate III or higher in Business Administration, or o 6 months experience or training within the high school sector, and/or o A combination of both Demonstrated ability to communicate with a range of individuals Demonstrated ability to work as part of a team Ability to multi-task and manage jobs efficiently Ability to work with multi-line telephone system Ability to adapt to company specific software applications and have intermediate Microsoft Office skills Hold a current drivers licence and First Aid Certificate Demonstrated experience client management systems and school administration Page 1 of 5

2 Job Description Specific Accountability Summary Key Result Area Accountabilities Compliance Participate as a member of Western College (1) Reception Maintain reception area and provide reception duties (2) Administration Complete student data entry, record keeping and administration (3) Housekeeping Assist with general house keeping duties (4) *Refer to the Job Specification for details of Duties and Responsibilities. Organisational Structure Principal Administration Manager School Administration Assistant General Administrative Assistant Probationary Period and Performance Review An employee may be engaged for a probationary period of up to six months and will be reviewed after three months duration. The probationary period shall be specified in the letter of appointment. All Western College employees are expected to participate in an annual performance appraisal. Note: Employment is conditional upon the successful clearance of a NSW Working with Children Check. Under the Child Protection (Working with Children) Act 2012, a worker must not engage in child-related work unless the worker holds a Working with Children Check clearance. A National Criminal History Record Check may also be a pre-requisite for employment at Western College. Relevant criminal history, apprehended violence orders and prior employment checks, including relevant disciplinary proceedings, will be conducted on recommended applications. Page 2 of 5

3 Qualifications To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Certificate III or higher in Business Administration, or 6 months experience or training within the high school sector, and/or A combination of both Current Drivers Licence NSW Working with Children Check clearance First Aid Certificate Risk free Police Check Experience and Training Previous administration experience Previous experience working with a multi-line telephone system Previous reception experience Previous administration experience within a school environment Personal Skills and Characteristics Oral communication: to speak clearly and persuasively in positive or negative situations, listens and gets clarification Written communication: to read and interpret written information Mathematical skills: to add, subtract and multiply; receive payment for training course/s and services. Punctual and dependable to ensure consistency to arrive on time, follow instructions, take responsibility for own actions, keeps commitments, and complete tasks on time or notify the appropriate person with an alternative plan. Ethics to treat people with respect and uphold organisational policies and values Ability to follow direction and complete tasks with care and accuracy Handle information in confidence Duties and Responsibilities 1 Participate as a member of Western College Commit to following the general staff practices of Western College, including, but not limited to o Confidentiality o Child Care and Protection Legislation o Work Health and Safety Attend meetings and professional development training as required Actively promote the Western College policies and values Maintain privacy and confidentiality in practice Support management initiatives Support the development and implementation of organisational policies and practices Adhere to company WHS policy, procedures and rules, and adopt safe work practices Undertake other duties as requested by management Maintain a current Working with Children clearance Page 3 of 5

4 Advise the College of any change in circumstances that my affect your ability to fulfil your duties Maintain a professional manner at all times 2 Maintain reception area and provide reception duties Ensure the ongoing tidy and professional appearance of the reception and waiting areas Provide friendly and efficient customer service to all participants and clients of the College Receive and direct incoming calls on a multiline phone system, take messages and distribute all messages using the Collage Diary program Turn on/off night switch, listen to messages and forward to appropriate staff as above Communicate with other Administration personnel when the reception area is going to be unmanned and ensure that a back-up person has taken responsibility for the area during the College Receptionist s absence. Receive incoming mail, courier packages and other deliveries and checking the post office box on a daily basis. 3. Complete student data entry, record keeping and administration Set up and maintain efficient office systems within the school s admin office, including manual and computerized information retrieval systems. Draft and type correspondence, reports and other documents Deal diplomatically with telephone enquiries and visitors to the school Effective management and co-ordination of the School Interview diaries Photocopy, distribute and filing of documents as appropriate. Take notes of meetings in staff meetings and parental meetings when required Identify information in school prospectus that is out of date, get approval from Management for proposed changes and get changes printed. Order stationery supplies for school by completing order forms and send to supplier, receive stationery and distribute. Administer work experience by ensuring forms are completed for work experience, write to work experience person and meet and greet work experience person on their first day. Administer examinations by ensuring right number of exam papers are available and prepare a list of students taking each exam. Administer school s admissions procedures for the creche/school, by giving advice to parents and members of the public on admission criteria, collate applications for admission and monitor criteria being applied consistently. Communicate with parents regarding student attendance Administer procedures relating to students transferring or leaving the school. Keep record of student absences, write to parents of the students about the absences and complete required student absence forms. Keep record of student exclusions and reasons and provide information to relevant parties Be responsible for all statutory data returns such census data, rolls, absence returns and ensure statutory forms completed and returned by deadline. Enter student data on CMS system. Page 4 of 5

5 Manage student data by ensuring that all required student data is up to date and accurate i.e. maintaining daily rolls. Maintain expressions of interest database Maintaining student records 4. Assist with general house keeping duties Opening and closing the College building when required Ensure that classrooms are clean, tidy and ready for classes on a daily basis report any rooms that are overly untidy and messy to the Administration Manager Set training room ambience in regard to heating/cooling, light etc. Ensure amenity supplies are kept at a constant level Order catering as directed by Management Maintain staff & student kitchen in a presentable and clean manner. Stocking and unpacking the staff kitchen dishwasher when required Assist in other general house keeping duties as directed by the Administration Manager Incumbent Declaration I have read and understood this Job Description and in signing this document agree that I am capable of fulfilling all of the requirements of the position described in this document. Additionally I agree to notify Western College Management immediately of any change in my capacity to meet the requirements outlined in this Job description, such as: - Drivers licence status (where applicable to role) - Police Check status - Capacity to fulfil inherent requirements of the role Name: Signature: Date: Page 5 of 5