Admin Assistant - General

Derrimut Primary School commenced operations in February 2010 and is one of 11 schools in the Public, Private Partnerships (PPP) program.  Derrimut Primary is a government school opened to serve the educational needs of the growing suburb of Derrimut, which is a diverse cultural and socio-economic community.  The school has a current enrolment of 608 students.

Derrimut Primary School has the motto of "A Place to Grow and Thrive" and we have the core set of school values of Excellence, Respect, Responsibility.

Our Mission statement is that "We are a community of learners who strive for excellence to be the very best that we can be", and this is enacted every day at our school.  Derrimut Primary provides the school community with an educational facility that is unique in its innovative programs delivered by our dedicated staff, enjoyed by enthusiastic students and supported by families in striving for excellence in learning and achievement.

Derrimut Primary School has extremely talented and professional staff, who work collaboratively to meet the educational and engagement needs of all students.  The school community is committed to high expectations for all students through the Victorian Curriculum and the school guaranteed and viable curriculum that are delivered in every learning community for every student with fidelity and consistency.  The school is organised into year level learning communities with one teacher responsible for one grade of students.  We have high expectations in literacy and numeracy and provide a strong professional learning architecture to ensure consistency across the school so that every child is supported to grow in their learning. 

We provide a safe, nurturing environment where teachers, students, parents and the community strive for excellence in an effective partnership to improve student learning.  Students explore the areas of Humanities, Science, Technology and Health through an inquiry scope that supports students to deepen their learning in seven years of schooling.  The School has a range of technology with our students sharing trolleys of iPads in the F-2 area and a 1:1 iPad program in the 3-6 area.  Our students and teachers participate in a range of mentoring, coaching and leadership programs across the school.  Student agency is valued at Derrimut and is reflected in student led goal setting, conferences and participation is in decision-making activities for the school and the community.

Our school prides itself on the excellent facilities, both indoor and outdoor to support high expectations and student learning.  The main building is centred on the Resource Centre, where children have access to state of the art research and literacy facilities.  Curriculum Support programs operate in Physical Education, The Arts and Languages, and Health and Sustainability.  Our Design Centre caters for our Kitchen Garden, The Arts and other STEAM programs.  Learning spaces and opportunities are extended to a full sized oval, large gym and our own wetlands, native gardens, sensory garden and a play pod.  The school has a full sized indoor basketball court, two outdoor courts and a lovely play area for children; most of which has extensive shade structures in place.  The YMCA is a valued partner of Derrimut Primary School and run a Long Day Care centre and Before & After School program in an adjacent community hub.

SC1  Demonstrated capacity to perform duties consistent with established guidelines and frameworks, including coordinating and supporting others in respect to specific work functions relevant to the role.

SC2  Demonstrated capacity to work, collaborate and communicate effectively in a team environment, including high level oral and written communication skills.

SC3  Possess the technical knowledge and expertise relevant to the position.

SC4  Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area.

SC5  A commitment to professional learning and growth for both self and others.

This position is a 0.8 time fraction, and will be required to attend for work Monday to Thursday.  Some school holiday attendance may be required and if so, a Leave Purchase Allowance will be paid for these days (if applicable).

Range 3 is distinguished by the introduction of management responsibility and accountability for the delivery of professional support services. The role will usually impact beyond the work area or professional field. It seeks to gain cooperation of other staff members or members of the school community to achieve specific objectives, such as in school administration, operations or educational programs.

Direction on targets and goals is provided but the position will have some degree of latitude in determining how they are achieved. This latitude will generally be limited by standard procedures and school policy.  Deviation from standard procedures and school policy will require guidance and direction from senior management.

The provision of business management responsibilities becomes a feature at range 3.  Management of staff to achieve the expected outcomes is a key responsibility.  Staff management issues will be resolved with minimal reference to senior management, although guidance will be required in more complex cases.  Senior management will be provided with timely 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.

This is the minimum range for positions that carry a mandatory qualification requirement of not less than four years.  Professional student support positions become a feature at range 3 (e.g. therapists, psychologists) where standard professional services are delivered.  Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from senior management.

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.

Attendance

Attendance Messages (enter in compass & delete from message bank) 

Unmarked rolls (email teachers & follow up)

Compass absence notes (send home to families)

Absent notes (update & file)

Enrolments

Prepare enrolment packs

State School Relief applications

Enrolment data entry, confirmation emails, update spreadsheets, book enrolment meetings, assign classes, notify staff, maintain/update & file records

Email change of Family Details (update & file)

Student exits

Complete SDT, exit forms, update spreadsheets, notify staff, maintain/update & file records

Maintain confidential family matters information 

International student enrolments

liaise with the international division and complete steps via VISIT, liaise with confirmed enrolled student families, obtain an enrolment form & complete enrolment process, monitor student visa¿s, follow international division exit procedures (maintain/update & file records)

Refer language school enrolments 

AccountsReceivable 

Load on family invoices, process receipting, CSEF, credit notes, refunds, complete banking

Create events on compass, process BPay Receipts, monitor payments & follow up with families

Manage budgets assigned to administration and complete purchase requisitions 

Office/General

Reception ¿ Counter and Telephone

Manage CASES21 administration tasks throughout the year eg: Designing quicklists and worksheets etc

Manage compass administration tasks 

Parent correspondence (compass logins/compass posts/ distribute notes 

Monitor school email

Pouches from classrooms

Assist with late arrival/early leaver

Messages for students (from family or OSHC)

Mail sorted & passed onto relevant staff

Newsletter (update and send to families via compass)

Maintain/ordering supplies 

Update school website

Admin logins document (update)

Key register

WWCC register (update & file)

Complete relevant professional learning

Develop/maintain/update admin documentation and follow Retention & Disposal Authority guidelines

Order and receive  breakfast club supplies weekly

Organise staff uniform processes and payments

Catering for professional development, curriculum days, special events

Organising fundraising events 

Weekly meetings with PCO 

Managing school LED signage

Updating foyer slide show 

Create graphics and advertisement for school events 

Management of school bell

Assist in emergency procedures eg: Lock in/Lock out

Back Up Support

First Aid/Emergency Lunches

OH&S

Second-hand uniform (wash/dry/restock)

Enter CSEF applications, liaise with families & file

Transfer CSEF to schools when students exit & follow department guidelines for unused CSEF

BM Support 

Printing/filing/ordering supplies

Enter purchase requisitions

School council 

HR

Review/maintain staff leave

Approve School Local Payroll timesheets

Policies

Download department policy table

Develop, review & update required polices, send to school council for ratification, save to google drive, upload to school website

Census

Start of school year enrolment collection

February Census

August Census 

review documentation to ensure staff correctly understand how to count students for the enrolment census

ensure SFO and SFE details are updated and complete in CASES21 for all students

ensure student enrolment, attendance, family background, transfer & exit details are updated in CASES21

State School Relief 

Enter SSR applications & file

Run foundation CSEF uniform package application process & file

School Photos

Book in school photo dates, provide requested information to the company

File teachers copy of received photo checklists in VFC

Download photos and upload on CASES21 & provide file to Nooraini/Andrew

Year 7 Transition 

Follow statewide year 6- year 7 placement timeline

Foundation transition 

Follow statewide foundation enrolment timeline 

Prin/AP Support General

Printing/filing/ordering supplies 

Organisation of school events

Organisation of calendar

Create agenda for admin meeting

Create & distribute notes/compass posts

Add suspension reports on Cases21

Administration End of Year 

Complete EOY CASES21 Admin training if required

Follow the EOY CASES21 Guide

Create welcome letters 

Create telephone list 

Update pigeon holes 

Import student achievement data (twice yearly Term 2, Term 4)

Buildings and Grounds 

Liaising with C+W to rectify issues

Log maintenance jobs for Cushman & Wakefield

Organising quotes and managing upgrades of buildings and grounds eg: Library cabinetry, school blinds, staff room furniture, breakfast dishwasher, LED sign etc 

Ordering furniture and managing location of existing furniture 

Other responsibilities as directed by the Principal or Business Manager

Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.

The 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 Workplace adjustment guidelines).

Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islanders from the Koorie Outcomes Division (KOD) via *******@education.vic.gov.au

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:

 https://www2.education.vic.gov.au/pal/child-safe-standards/policy

The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department'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 department values is available at:

 https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview

If you have any questions about the role, please call the school on 8361 1000 and ask to speak to Jade Seddon - Principal.

Work hours are Monday - Thursday from 7:54am - 4pm.

• All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
• 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.
• Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at http://www.education.vic.gov.au/hrweb/Pages/default.aspx