AddressRole Purpose
The purpose of the role of House Administration Assistant is the provision of administrative support to the House Team to ensure the House Office operates in an effective and accountable manner.
As the initial representative for the House Office, the person in this role must at all times be pleasant and professional in working with parents/caregivers, students, staff and the wider community. Absence reporting and monitoring becomes a major priority along with the maintenance of current student data, files and documentation.
Hampton Park Secondary College School Council and Staff are committed to and promote the safety, inclusion and wellbeing of all young people. There is an expectation that the person in this position undertakes their role with the same commitment.
1. House School Reception
- Welcoming all new students to the House, ensuring smooth induction. In the event that House SLL’s are unavailable, conduct the induction for new students / enrolments.
- Ensure House Office reception environment is well presented and welcoming.
- Maintain a constant presence in the House Office, providing a courteous service to students, staff and parents/caregivers and referral of all issues to the relevant staff.
- Answering and forwarding all phone calls, emails and messages appropriately.
- Collection of students from classes for early pickup.
2. House Office Responsibilities
- Management and co-ordination of daily laptop loans to students.
- Provide administrative support to the House Office.
- Use the College calendar / Compass / Teams to record and monitor all upcoming activities / events.
- Maintain student files.
- Maintain a daily record of detentions.
- Preparation of suspension documentation.
- Updating House Handbook, House filing, photocopying and distribution of information as directed.
- Preparation of State Schools Relief vouchers.
- Prepare letters, lists and other documentation for all Open Nights, house camps and events / excursions.
- Cross check information with the Main Office when requested / required.
- Prepare and maintain House locker lists, including master lock combination list.
- Signing in students who are late to school.
- Printing and distribution of student timetables, locks, and diaries at the beginning of each year.
- Support regular audits on lockers / allocations to ensure the students are using the correct lockers and the lockers are being maintained appropriately.
3. Student Administration
- Maintain student records and notify House staff accordingly.
- Advise the Front Office of any exits that arise to ensure accurate Census data.
- Provide NAPLAN and ACER testing logistics support and liaising with Maintenance staff to assist with room setups and furniture requirements.
- Provide administrative support for the College Photo Day to the relevant leadership team member.
- Provide administrative support for Student Led Conferences including, where possible participating in the event by providing a reception / contact point to welcome families and students.
- Contacting families regarding participation and completion of parent surveys.
- Arrange distribution of school photos, uniform passes, ID cards and SSR uniforms.
4. Student Attendance / Events
- Undertake administrative duties, ensuring the smooth operation of the House Office.
- Prepare and email daily attendance reports to Student Learning Leaders, including regular follow up. Update Student Learning Leaders on attendance trends, weekly absence letters and any other significant emerging issues.
- Follow up with Parents / Caregivers on unapproved student non-attendance via daily phone calls, texts and / or emails.
- Assist Parents / Caregivers in the use of Compass, booking Student Led Conferences and accessing student reports as required.
- Prepare documents for special events and communicate event details to families.
- Assist with the booking of buses etc when required.
- Collection of money during free dress days from students who arrive late to school.
- Physically confirm students’ attendance / absence within a specific class when a roll discrepancy or error occurs.
- Complete the attendance spreadsheet daily and send to SLL’s / HOH / AP weekly.
- Complete the redemption of hours spreadsheet daily for all senior students Years 10 to 12.
5. Other Duties
- Attend and participate in team meetings.
- Fire evacuation responsibilities – take emergency cart from the House Office, hand out emergency rolls to Mentor teachers, as well as Mentor Group signs, collect emergency rolls and return these to the Admin / Command desk area and assist the House Leader / Assistant Principal to oversee the House area.
- Undertake other duties related to the role as directed.
- Participate in professional development and training to maintain the expected level of knowledge of current and best practice in the major areas of responsibility associated with the role.
