Junior Sub School Administration Assistant

Camberwell High School Junior Sub School Administration Officer

This is a permanent full time ongoing role commencing Monday 15/07/2024.

Camberwell High School opened in 1941 with an enrolment of 350 girls and boys. Today we have 1000 students who continue to thrive in a school community which promotes contemporary learning and takes pride in its long history and rich traditions.

About the Role:

The purpose of the role of Junior School Administrative Assistant is the provision of administrative support to the Junior Sub School Team to ensure the Junior Sub School Office operates in an effective and accountable manner.   The person in this role reports directly to the Junior Sub School Leader (JS SSL), but also provides administrative support to the Junior School Student Learning Leaders (SLL) for Year 7, 8 and 9 and Launch and LEEP Select Entry Programs.

Duties:  

Junior Sub School Reception

• Ensuring Junior School office environment is well presented and welcoming as the entry point to the school
• Maintaining a constant presence in the Junior School office at all times to attend to student and parent queries as a core part of role
• Courteously responding to parents, staff and student queries, promptly directing queries as necessary to appropriate Sub School staff
• Answering and forwarding all phone calls appropriate
• Attend to voicemails and Junior School emails each morning and promptly forwarding all messages daily as required
• Welcoming all new students to the Sub School, ensuring their smooth induction by providing all necessary information

Junior School Office Duties

• Referring to and using the planner/Compass for all upcoming activities/events/camps
• Notifying parents/students weekly by newsfeed, of upcoming important dates/events as directed by Junior Sub School Leader
• Junior School filing, photocopying and distributing information as directed by SLL
• Maintaining & archiving all student files in Junior School
• Preparing newsletter articles
• Typing all letters and documentation, preparing lists and following various details up with parents as required in preparation for all Junior School camps and events
• Maintaining register and preparation of all documentation of students sent to office from class detentions and suspensions, forwarding to parents as directed
• Gathering all information for the Junior School Handbook
• Crosschecking information weekly with Administrative Office for all events to maintain data integrity of CASES 21 and Compass
• Preparing all Junior School documentation for Open night and other events
• Attending Junior School meetings and after school meetings where relevant

Lockers

• Prepare, maintain and update Junior School locker lists using on-track and communicate information to students

Student Administration

• Knowledge of CASES 21 Student Administration
• Ensure student enrolments are completed prior to students commencing at the school
• Enter student exits promptly, liaising with Administration Office on financials prior to exit
• Notify all staff of all new enrolments
• Track all exited student's destination data
• Preparing accurate student data for census
• Complete all suspension paperwork and filing, ensuring relevant information is forwarded to parents
• NAPLAN clerical support
• Distribution and collection of student surveys under the supervision of the Junior School Learning Leader

Attendance

• Prepare & email three weekly attendance reports for mentors, term reports for SLL's & Principal highlighting issues
• Following up all unapproved absences regularly highlighting issues with SLL's, mentors, Student Welfare Coordinators, International Student Coordinators as required
• Preparing & emailing of term summary of attendance for the Principal using required format
• Prepare and email yearly summary of attendance to Principal by the last day of term 4 each year or earlier
• Upload COMPASS data to CASES 21 at the end of each month in conjunction with Senior School Assistant

Transition

• Preparing all transition publications and folders as directed and communicating to Primary Schools and families
• Booking transition tours for Primary Schools
• Notifying Principal Team on a regular basis of current and future year 7 intake status

Achievement / Events

• Preparing, printing and laminating documents for special events
• Preparing a list of awards
• Clearly communicating Parent Event details to families
• Clearly communicating with students regarding testing details
• Other duties as directed by Principal, Assistant Principals, and Junior Sub School Leader
• Liaise with Canteen on catering for Junior School Achievement events

Compass

• Ensuring accuracy of student details
• Contacting parents regarding absences in consultation with Year Level coordinators regularly
• Assisting staff with queries regarding use and providing relevant reports
• Assisting parents with the use of Compass
• Assisting parents with booking Parent Teacher Interviews and Student Led Conferences as required
• Assisting parents with accessing Reports

Parent Network

• Compiling information received on Parent Network evenings for use by Junior School.

Launch & LEEP Select Entry Programs

Ongoing reporting to Learning Specialist (STEAM)

• Ongoing regular communication with industry and tertiary partners including, setting termly Steering Committee meetings, taking minutes of meetings, sending agenda items and meeting invitations, a term planner with activities and events identified
• Ensure that all Child Safe procedures are in place for visiting partners and for students visiting workplaces
• Provide updates each term for the school community, School Council and for industry and tertiary partners on forthcoming events and celebrations of successes
• Provide administrative support for student selection, information evenings and parent communications
• Produce an annual report with a summary of successful activities and outcomes for students relating to STEAM specifically as it relates to opportunities for students with our partners in tertiary and industry
• Support Launch and LEEP classes with excursions, incursions, events and active engagement with partners and at other times to provide information on individual and whole group careers and pathways advice to students
• Ensure that our partners attend Tertiary Expo and parent information evenings as appropriate and play a key role in promoting the partnership

Key Selection Criteria:

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 and collaborate with others in a team environment.

SC3  Demonstrated capacity to communicate effectively in a team environment, including high level oral and written communication skills.

SC4  Possess the technical knowledge and expertise relevant to the position.

SC5  Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area.

SC6  A commitment to professional learning and growth for both self and others.

• 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

Other benefits include on site parking. 

Please contact Terumi Sathananthan on 9836 0555 if you have any further questions.