AddressREPORTS TO
This position reports directly to the Principal.
The Executive Assistant is part of the Administration Team, whose responsibility is to work co-operatively as part of the team, ensuring a productive, efficient workplace.
TYPICAL FUNCTIONS
· Executive Administration
· Provide daily secretarial and administrative support to the school including the preparation of correspondence, reports, memoranda, notices, routine letters, and invitations on behalf of the school for their approval
· Assist in the preparation of reports and presentation including proofing and editing
· Prepare research and/or gather relevant data on specific directed topics to enable the Principal to respond to issues and/or write reports
· Compile agendas, assemble papers for meetings, and distribute to members
· Act as minute secretary for meetings as directed by the Principal
· Communicating directly, and on behalf of the school with the principal team members of the School Community as directed
· Use discretion and judgement in the absence of Principal members to manage or refer urgent matters to the appropriate senior staff
· Assist with the planning and organising of school events including the catering as directed by the principal team
· Act as first point of contact for staff and others wishing to see the Principal, having sensitivity to deal with difficult issues/people.
· Manage the Principals calendar of appointments, keeping them well informed of upcoming commitments and responsibilities and following up appropriately
· Receive visitors on behalf of the Principal and make them welcome until the Principal is available.
· Receive and make telephone calls on behalf of the Principal, take messages in their absence, and redirecting to another member of staff if necessary.
· Meet with the Principal on a weekly basis to plan the week ahead
Public Relations
· In conjunction with the schools ICT team maintain the schools website ensuring displayed information is accurate, engaging and all required documents are available on the website as per DET policy
· Liaising with principal team, ICT Team and other stakeholders on a regular basis to ensure all schools communication platforms (e.g. Compass/drives) are kept up to date and relevant, with all documentation regularly reviewed and updated where necessary
· Monitoring the school¿s email account on a daily basis.
· Source and create content for the schools social media platforms and monitor activity
· Photograph/video significant events and student activities
· Manage the branding of promotional and public display materials e.g., bags, cards, signatures, signage, presentation templates, portable banners, and lecterns.
· Manage advertising and promotion for events i.e. transition and information evenings.
· Manage the formatting and publishing of promotional material e.g. flyers, posters and handbooks.
· Coordinate external services e.g. catering (as required).
· Coordinate the Press/Media when required
· Arrange school photoshoots for marketing purposes
Human Resources
· Complete and monitor all administrative work in eduPay relating to salaries, leave, service history, time fraction changes, allowances, special payments, statement of service and other associated work.
· Ensure all changes to staff employment i.e. time fractions, salaries, allowances are documented in letter format and filed accordingly
· Manage schools local payroll, preparing and monitoring timesheets in conjunction with School Operations staff, ensuring all DET, ATO and superannuation requirements are adhered to.
· Liaise with other DET schools regarding shared staff i.e. Instrumental Music
· Ensure staff submit their leave requests in a timely manner and according to DET guidelines, supporting them to do so if necessary
· Monitor that all leave is entered on eduPay
· Coordinate the annual submission of long service leave/leave without pay requests and associated leave planner for approval
· Prepare employment contracts in accordance with DET guidelines and complete the hire process for all new staff on Edupay.
· Communicate & confirm new staff employment details to School Operations, Induction & ICT Teams
· Monitor staffing contracts and flagging termination dates with the Principal
· Maintain spreadsheets with staff workforce planning details and monitor critical dates i.e. contracts, long term leave, parental absences, time fraction changes.
· Maintain VIT and WWCC records for all staff and complete suitability for employment checks.
· Review, update and communicate all staff specific policies and processes regularly i.e., leave
· Maintain all HR forms and templates
· Provide advice regarding conditions of employment and employee relations, lodging calls to DET HR for support as required
· Review DET HR Newsletters and communicate matters to staff as required
· Stay abreast of changes to DET HR policy and the VGSA bringing matters to the principal attention as relevant
· Manage confidential storage and retrieval of personnel and payroll files.
· Liaise with Business Manager, Principal and School Operations team on a regular basis regarding HR matters.
Other Duties
· Provide administration support in the General Office as required
· Actively seek and participate in professional development (subject to schools P&D guidelines)
· Regularly review and update work processes ensuring efficiency and approved practices are upheld
· Maintain utmost confidentiality and professional rapport at all times
· At all times working to create a professional environment, which upholds and displays the Schools values of respect, achievement and responsibility.
· Undertake other duties relevant to the field of responsibility as requested by the Principal
· This position description describes in general terms the normal duties which the Executive Assistant is expected to undertake. However, the duties described may vary or be amended from time to time without changing the level of responsibility associated with the position.
