Finance and School Administration Officer

The ongoing administrative position is key to the school’s operational level and supports students, parents, and staff. Duties include front reception, processing student records, orders, banking, personnel records, office coordination, and administrative services. Experience in school or administrative systems (Efficient Resource Planning (ERP), Technology One, and Synergetic are advantageous. 

Position Description/Salary and Benefits

This administrative position is key to the school’s operational level and to supporting students, parents, and staff at St Raphael’s Primary School. St. Raphael’s is an integral part of the faith community of West Preston. It is governed under the authority of Melbourne Archdiocese Catholic Schools Limited (MACS) and is the employer of employees at St. Raphael’s.

The role is vital to the school's efficient and smooth daily running. The position reports to the Principal. Duties include processing student records, purchase orders, banking, personnel records, office coordination, administrative services, and a component of front reception and first aid duties in a comprehensive computerised administrative system.

This position is classified under the Catholic Education Multi Enterprise Agreement 2022 as Education Support Salaries - Category B. Salary ranges from $65,000 to $75,000 per annum, commensurate with relevant skills and experience. Superannuation contribution in accordance with Superannuation Guarantee Legislation is in addition to this salary payment. Annual leave and professional working hours apply to this position and other conditions as per the Catholic Education Multi Enterprise Agreement 2022 (CEMEA).

We seek candidates with strong teamwork abilities, effective organisational skills, and a dedicated commitment to the values of the Catholic ethos. St Raphael’s promotes the safety, wellbeing, and inclusion of all children; therefore, the successful applicant must demonstrate an understanding of and commitment to providing a safe environment for children.

Key Selection Criteria

1. Previous experience in administration, Finance and client service, ideally in a school setting.
2. Well-developed organising, planning and coordination skills, including prioritising tasks and handling multiple demands effectively and efficiently.
3. High proficiency in Microsoft Office, including Word, Excel, and PowerPoint; sound knowledge of general IT systems and applications, spreadsheets, and databases; competence in Intranet and Internet.
4. Excellent communication skills, including: the capacity to communicate effectively at all levels with the teachers, principals, parish priests, families, schools and government departments.
5. Demonstrated ability to work as part of a team with excellent telephone manners.
6. High attention to detail and the ability to multitask, set timelines and meet deadlines.
7. Demonstrated ability to maintain the confidentiality of sensitive, confidential information.
8. A commitment to the ethos, values and mission of Catholic education.
9. Work with ICON MACS Shared Services Centre daily to complete all tasks.
10. Ability to participate in ongoing professional development.

Qualifications, Skills & Experience

Experience in school or administrative systems is advantageous.

Knowledge of Efficient Resource Planning (ERP) systems such as Technology One and Synergetic is advantageous.

Current First Aid Certificate and Working with Children's check.

Appropriate certificates or diplomas in business or accounting.

Duties/Accountabilities:

Finance

1. Preparation and input of purchase orders in school-based computer software, including ensuring quotes were obtained where required.
2. Collate, complete, and organise information relating to staff, payroll, suppliers, bank accounts, invoices and census data for processing by the Shared Service Centre (SSC).
3. Assist the Shared Service Centre with any requests for information or clarification.
4. Uploading payments to the school bank account(s) and processing BPAY payments (where applicable).
5. Receipting and banking of cash/other receipts of monies.
6. Collating and liaising with the Parents and Friends Association (PFA) for documentation to be processed in SSC's accounting system.
7. Understand and keep abreast of updates of the Melbourne Archdiocese Catholic Schools (MACS) Finance Procedures Manual and ensure procedures are followed throughout the year to ensure an efficient annual audit process.
8. Process and reconcile any WorkCover claims.
9. Lodge the monthly BAS and IAS via the Australian Taxation Office online portal.
10. Liaise with the MACS School Business Manager as required.

Debt Management

1. Undertake billing for all student fees and curriculum fee accounts (where applicable). Arrange for Statement of Accounts to be sent out on a quarterly basis at a minimum.
2. Set up direct debits (credit cards and bank accounts).
3. Compile/input all relevant information into the student data system at the start of the school year, ensuring its accuracy for the annual fee billing. Update the student management system on an ongoing basis as changes occur.
4. Review relevant debtor reports every month and resolve any variances in a timely manner.
5. Undertake dealings with families on all fee queries and payment terms. Manage outstanding debtors and the school debt collection agency as necessary in liaison with the Principal.

Administration

1. Welcome visitors, answer phones, emails and other reception duties. Manage visitor online system, VPASS. Create new forms and update them when necessary.
2. Maintain OH&S Policies with the Principal.
3. Administer Sick Bay and First Aid for students. Contact parents if medical assistance is necessary.
4. Assist in children’s enrolment by taking enquiries on new enrolments, arranging and booking school tours, collecting enrolment documentation as required and entering it into the financial system.
5. Assist with new student interview bookings and orientation days as requested.
6. Compiling and submission of data for regulatory purposes such as student census.
7. Manage and order general office supplies.
8. Attend to any other duties as directed by the Principal or Deputy Principal.

Join our passionate staff at St.Raphael’s Primary School, West Preston and contribute to the care and nurturing of our young people in a supportive and inspiring educational community.

Applications Close: 4:00 pm Friday 28th June 2024.

The successful applicant will commence on Monday, July 15th, 2024, or on a mutually agreed-upon start date in Term 3.

Apply to *********@srprestonwest.catholic.edu.au