The position is classified as School Services Officer Level 2 by virtue of the requirement to:

Transcription

1 Page 1 of 8 SCHOOL SERVICES OFFICER POSITION INFORMATION DOCUMENT CLASSIFICATION: POSITION TITLE: DISCIPLINE: SSO-2 STUDENT SERVICES OFFICER ADMINISTRATION LEVEL CHARACTERISTICS The position is classified as School Services Officer Level 2 by virtue of the requirement to: work under general direction and receive general instruction for each work assignment; exercise initiative, discretion and judgement in achieving clearly defined outcomes in respect of a school based administrative program; accept personal responsibility for a discrete component of the school administrative function, exercise acquired administrative skills and techniques and apply knowledge of relevant principles and practices. POSITION SUMMARY The Student Services Officer is accountable to the School Administration Officer for the efficient administration of the Student Services Office by providing a range of administrative and secretarial related services which contributes to the effective operation of the school and achievement of educational outcomes to students. POSITION CHARACTERISTICS The school is a large secondary school located in the southern metropolitan area, providing education to students from CPC to Year 13. The school operates across three adjacent campuses: a Secondary School; a Primary School; and a Junior Primary School. Attached

2 Page 2 of 8 to the Junior Primary School is a Child Parent Centre and attached to the Primary School is an Out of School Hours Care facility. The school has a Student Services Office which provides support, assistance and guidance to secondary students over problems, issues or concerns associated with student performance, behaviour, medical conditions, vocational education, work experience and students at risk. The Student Services Office receives leadership from an Assistant Principal supported by 2 Student Counsellors, a VET/Work Education Coordinator, 2 Youth Workers, an Aboriginal Education Worker and the incumbent. Primarily, the incumbent is responsible for providing: a comprehensive secretarial service to the Assistant Principal; an administrative service for the Student Services Office; a clerical and word processing service to other Student Services Office staff; and a reception service for students attending the Student Service Office. The incumbent has high level interpersonal skills, a sound knowledge/understanding of the administrative and curriculum activities operating within the school and advanced training in desk top publishing software programmes and associated techniques. The incumbent is skilled in the Education Department School Administrative System (EDSAS) modules and allied software programmes feeding DATEX, SACE and SSABSA data bases. The Student Services Office is located away from the main Administrative Office and operates independently, receiving assistance through the School Administration Officer (SAO) when requested. The SAO provides little direction to the incumbent but is available if required. The incumbent has a close collaborative working relationship with the Assistant Principal and is viewed by the Student Services Office staff as the office manager. Secretarial The incumbent provides a comprehensive confidential secretarial service to the Assistant Principal and is used as a confidant for discussing matters of a highly confidential and sensitive nature. Calls/Visitors:- All telephone calls and visitors for the Assistant Principal are directed to the incumbent, who screens/vets the calls and visitors within prescribed guidelines/limits. The incumbent ascertains the nature and determines the urgency of the matter, assists directly where appropriate/possible, arranges an appointment or exercises judgement to determine the most appropriate staff member to take the call/deal with the issue. The incumbent makes calls on behalf of the Assistant Principal to provide or relay information and liaises with staff, parents and students according to direct instructions. Appointments/Meetings:- The incumbent is responsible for the coordination of all appointments for the Assistant Principal. The incumbent directly makes, cancels and rearranges appointments in the computerised diary system without prior consent, approval or discussion. The incumbent briefs the Assistant Principal on matters relating to appointments as necessary. The incumbent coordinates the appointments of the other Student Services Office staff by maintaining their computerised appointment booking sheets, requiring the prioritising, arranging, changing and cancelling of appointments without prior reference to the respective staff member.

3 Page 3 of 8 Correspondence/Word Processing:- The incumbent provides a word processing service for the Assistant Principal and other Student Services Office staff, preparing: correspondence; minutes of meetings; graphs; tables; spreadsheets; macros; etc. The incumbent drafts responses to routine correspondence and under specific delegation signs the completed document. The majority of the work performed by the incumbent is of a highly confidential and sensitive nature as it relates to students personal, educational and medical problems, concerns and issues. Administration The incumbent performs the administrative and clerical activities associated with the effective operation of the Student Services Office. The incumbent contributes ideas and information on providing a more effective and efficient service delivery at both Student Services Office staff meetings and School Services Officer staff meetings. The incumbent is the designated contact person for external enquiries relating to student related information and is required to exercises discretion and judgement in determining whether to release information or refer the matter to the Assistant Principal or other Student Services Office staff. Reception:- The incumbent is located at a reception desk and answers student enquiries of a general nature such as the process for making subject changes, school rules and requirements, timetable information and details of particular courses. The incumbent ascertains reasons why students wish to make appointments with Student Services Office staff members and, in the first instance, solves the problem or provides the information if possible/appropriate. The incumbent has extensive knowledge of school activities, policy, requirements, practice and procedures and is conversant with school curriculum requirements. Data Entry:- The incumbent is responsible for maintaining the Student Services Office component of the computerised administrative records/data bases. The incumbent establishes, records and amends student records/data on EDSAS and allied software programmes feeding DATEX, SACE and SSABSA data bases from information provided by the Student Services Office staff. The incumbent is responsible for: managing the software associated with student assessment and achievement; performing the electronic transfer of student and associated data; checking reports; and rectifying errors. The incumbent is required to download and manipulate EDSAS and other data for presentation in a requested format and prepare required administrative forms/reports associated with School Services Office responsibilities. These reports are forwarded to the Principal, the SAO, DECS Central Office and/or DECS District Office Absentees:- The incumbent is the contact person for secondary students to notify on non attendance at school. The incumbent records the information and informs the appropriate teaching staff. In instances where it is probable that the student will be absent for an extended period of time, the incumbent initiates the preparation of appropriate work from the subject teachers, advises the student and arranges for the collection of work. The calls taken by the incumbent are cross checked with the classroom daily absence data sheets and variances/irregularities are referred to the Assistant Principal. Under instruction

4 Page 4 of 8 from the Assistant Principal, the incumbent identifies the reason for the absence where possible and reports back to the Assistant Principal to follow up. Projects/Research:- The incumbent provides project officer support to Student Services Office staff requiring research and preparation of formal written reports with recommendations. The incumbent is required to identify, collect and collate specific information about particular matters/concerns through accessing EDSAS and other data bases and liaising with DECS Central and District Office staff and/or school staff. Clerical:- The incumbent performs a variety of clerical activities associated with the responsibilities of Student Services Office. The incumbent maintains secure and confidential manual and automated filing systems, assigning access only to essential users. The incumbent: orders and issues stationery and equipment; coordinates the administrative aspects of the immunisation program; designs forms; facilitates processes for information gathering; disseminates information to students; and organises work/meetings for the Student Services Office staff. SACE Enrolments:- The incumbent, in conjunction with the SACE Coordinator, manages the records of all SACE enrolments within the school. The incumbent utilises the DATEX programme which is linked to records at the Senior Secondary Assessment Board of South Australia (SSABSA). The incumbent is responsible for ensuring subject and personal data is recorded and current, that established timelines are met and that required reports are produced. The incumbent is the designated contact person for all SACE related enquiries from within the school and from external sources. The incumbent provides assistance to the SACE Coordinator with the collection of information by contacting teaching staff to remind them of the deadlines that have to be met and reporting delays in receiving required data, to the SACE Coordinator to follow up. Newsletter The incumbent is responsible for the coordination, collation, formatting, printing and distribution of the weekly School Newsletter. The incumbent uses various desk top publishing software and digital photographic equipment for this purpose. The incumbent liaises with the Principal, Deputy Principals, Assistant Principals, SAO, teaching and non-teaching staff and students to prepare articles. The incumbent has established procedures and deadlines associated with articles for inclusion and is responsible for reading/editing articles, ensuring school diary dates of forthcoming events are included/updated in each newsletter and vetting articles to ensure appropriateness and suitability for inclusion. The incumbent has the delegated authority from the Principal to withhold articles if considered unsuitable and refer these to the Principal for a determination. ORGANISATION

5 Page 5 of 8 Supervisor Reports To: Supervisor s Position: Subject Position: Principal School Administration Officer Student Services Officer Other Positions Reporting to the Supervisor: 43 School Services Officer 5 Government Services Officer 3 School Governing Council Employee STATISTICS RELEVANT TO THE POSITION Student Enrolment: 1020 (Secondary) 580 (Primary/Junior Primary) 48 (Child Parent Centre) Teaching Staff: 86 School Card: 24% (396) SCHOOL SERVICES OFFICERS (GOVERNMENT SCHOOLS) AWARD

6 Page 6 of 8 JOB AND PERSON SPECIFICATIONS Title of Position STUDENT SERVICES OFFICER Classification Code SSO-2 Type of Appointment (Please indicate) Permanent Temporary Other Reference Number Area METROPOLITAN School CPC-YEAR13 Career Group ADMINISTRATION Position Number Position Created Occupant DECS / / Job and Person Specification Approval / / Chief Executive Officer/Delegate JOB SPECIFICATION 1. Summary of the broad purpose of the position and its responsibilities/duties The Student Services Officer is accountable to the School Administration Officer for the efficient administration of the Student Services Office by providing a range of administrative and secretarial related services which contributes to the effective operation of the school and achievement of educational outcomes to students. 2. Reporting/Working Relationships

7 Page 7 of 8 The incumbent reports to the School Administrative Officer (SAO) and is accountable to the Assistant Principal for all work associated with the Student Services Office. The incumbent works in conjunction with the SACE Coordinator in regard to the SACE requirements of the school. All performance management, training and development, counselling, conflict resolution and other personnel related matters pertaining to the incumbent are the responsibility of the SAO. 3. Special Conditions 4. Statement of Key Responsibilities/Duties Enable the Assistant Principal to devote maximum time to student support related responsibilities by providing a comprehensive confidential secretarial service, including: discussing matters of a highly confidential and sensitive nature; screening/vetting telephone calls and visitors, ascertaining the nature and urgency of calls and arranging appointments; answering enquiries and assisting callers and visitors where possible; redirecting calls as required; making calls on behalf of the Assistant Principal; maintaining the Assistant Principal s diary; coordinating the appointments of Student Services Office staff; performing word processing work of a highly confidential and sensitive nature; and preparing correspondence, minutes of meetings, graphs, tables, spreadsheets and macros. Contribute to the effective administration of the school by undertaking the administrative and clerical activities associated with the efficient operation of the Student Services Office, including: contributing ideas and information at staff meetings; providing a Student Services Office reception service and answering enquiries; making appointments with Student Services Office staff; maintaining the Student Services Office component of the computerised administrative records/data bases; downloading and manipulating data for presentation in requested formats; preparing required administrative forms and reports;

8 Page 8 of 8 performing the administrative requirements associated with managing student attendance; providing project officer support to Student Services Office staff requiring research and the preparation of formal written reports with recommendations; identifying, collecting and collating information through accessing data bases and liaising with DECS and/or school staff; maintaining secure and confidential manual and automated filing systems; ordering and issuing stationery and equipment; coordinating the administrative aspects of the immunisation program; designing forms; facilitating processes for information gathering; disseminating information to students; organising work and meetings for the Student Services Office staff; and maintaining records, answering enquiries and producing reports associated with SACE enrolments. Enable the school students and community to maintain current and accurate information on school activities, programs, rules, requirements and policy by producing the weekly school newsletter, including: using desk top publishing software and digital photographic equipment; liaising with staff and students to prepare articles; contributing information regarding events; gathering, collating, formatting and editing of articles; ensuring the currency, relevance and accuracy of information; vetting articles to ensure appropriateness and suitability; updating, changing and deleting information; and arranging printing and distribution. Contribute to the care, general well being and safety of all students by monitoring student behaviour and taking appropriate action in accordance with child protection requirements as described in DECS policies and procedures. Acknowledged by Occupant Certified by Branch Manager / / / /