Executive Assistant

Advertised Vacancy Number: IPS/SS885395

This is a permanent full-time position commencing Term 2, 2024

John Forrest Secondary College (SC) are seeking a professional, motivated and adaptable Executive Assistant to join their friendly team.

The successful applicant will assist in providing administrative support to the College Executive team. You will be responsible for managing incoming calls, queries, appointments, emails and schedules for the Principal, Executive Team and College Board; preparing and distributing internal and external correspondence; and preparing documents such as reports and newsletters in accordance with the college's branding policy and Department of Education’s (DOE) guidelines. Under the direction of the relevant executive member, the successful candidate will administer the operation of internal and external databases and information systems, including booking systems for interviews, resources and equipment.

At John Forrest SC education is a shared vision and commitment to fostering exceptional learning experiences for students and staff. We offer a comprehensive range of educational pathways that cater to diverse student needs and aspirations which, with our co-curricular activities and clubs, provides staff and students with opportunities to pursue and lead in their areas of passion and interest.  Our college community values education and celebrates diversity, taking every opportunity to celebrate the unique strengths of each individual. This foundation of inclusivity creates a culture of achievement and success where every member is supported and encouraged to excel. 

The successful applicant should be calm and organised, exercise discretion and ensure confidentiality of communications and records. You will be required to understand and implement DOE’s policies and guidelines for the retention and disposal of records. You will ideally have experience in an executive support role and be proficient in the use of MS Office suite. The successful applicant will ideally have experience with programs such as Student Information System (SIS), Saron Education Quality Teachers Assistant (SEQTA), Professional Learning Information Systems (PLIS), Subject Selection Online (SSO), Parent Teacher Interviews Online (PTO) and Recruitment Advertising Management System (RAMS) or transferable computer skills in similar programs with a preparedness to train and upskill quickly.

This selection process will initially be used to fill the above vacancy. Applicants assessed as suitable during this selection process may be considered for other similar vacancies that occur throughout our school for up to 12 months following this initial appointment. This includes circumstances where this position becomes subsequently vacant should the successful applicant decline or vacate the advertised position. 

To be suitable for this role, you will need to demonstrate the following work related requirements (selection criteria):

• Well developed knowledge and experience in administrative and clerical functions.
• Effective written, verbal and interpersonal communication skills, including the ability to exercise confidentiality and liaise with individuals at all levels.
• Sound keyboarding and computer skills, including a working knowledge of word processing, databases, spreadsheets and information technology systems.
• Initiative and good organisational skills with the ability to prioritise and finalise tasks with minimal supervision, solve problems and work as part of a team.

Applications will be assessed against these work related (selection criteria) of the position. The business needs of the school may also be considered. It is therefore recommended that you consider all information contained in the advertisement and any other related information before applying for the vacancy.

The Department is an equal opportunity employer and encourages people with disability, Aboriginal and Torres Strait Islander people and persons from culturally diverse backgrounds to apply.

Additional information about Independent Public Schools is also available here

For further job related information:

Application Instructions

All applications are submitted online. Select “Apply for Job”, at either the top or bottom of this screen and follow the instructions on your screen.

Your application should include:

• A statement addressing the Work Related Requirements (selection criteria), in context of the role and business needs of the school
• A CV outlining your employment history and professional learning summary relevant to this position
• The contact details for two (2) work related referees who can attest to the claims made in your written application, preferably one being your current line manager.

It is recommended you have these documents completed and ready to attach before selecting “Apply for Job”.

You are asked to complete an online application form and attach your documentation, please allow enough time to complete this process as applications cannot be accepted after the closing date and time.

After you have submitted your application online, you will receive an email confirming lodgement. If you do not receive a confirmation email, please telephone (08) 9264 4***.

If you are having difficulty submitting your online application, please telephone (08) 9264 86***for assistance.

Eligibility and training requirements

Employees will be required to:

• provide evidence of eligibility to work in Australia for the term of the vacancy;
• consent to a Nationally Coordinated Criminal History Check and obtain a current Screening Clearance Number issued by the Department of Education’s Screening Unit prior to commencement of employment;
• obtain or hold a current Working with Children Check;
• complete the Department’s induction program within three months of commencement;
• complete the Department’s training in Accountable and Ethical Decision-Making within six months of appointment and every three years thereafter;
• complete the Department’s Aboriginal and Torres Strait Islander cultural awareness online course within 3 months of commencement;
• complete any training specific to this role required by Departmental policy.

The Department applies a four (4) day breach period to this selection process.

Applications must be submitted before 4.30pm (WST) on Thursday, 28 March 2024

APPLICATIONS MUST BE SUBMITTED ONLINE

PROFORMA, FAXED, HAND DELIVERED, POSTED, EMAILED AND LATE APPLICATIONS ARE NOT ACCEPTED.