Junior Sub School Administration Assistant - (Es 1-2)

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.

The school's motto Disco Consulere Aliis (Learning to be considerate of others) underpins all that we do. Combined with our school values of achievement, creativity, respect and responsibility we focus on developing learners who excel, have high expectations of themselves in all they do and are ready to make an impact within the global community as active and engaged citizens.

A key document that outlines the school¿s educational vision is the Camberwell High School vision for learning. As a school community we value learning that is transformative, focused on growth, dynamic and built on positive relationships and respect.

Teachers work collaboratively to ensure that they provide opportunities for students as individuals to explore ideas in depth, learn in different ways and at different levels. Students are encouraged to take responsibility for their own learning and track their own growth and through collaboration and negotiation with teachers and their peers explore ideas, build understanding and develop skills.

To be a successful learner at school and to flourish in today¿s fast paced world our learners need to be equipped with skills which enable them to be responsive and adaptable. The school has developed a school wide approach to doing this which we refer to as the learning dispositions. Teachers work with students on building these learning behaviours and approaches and they provide regular feedback to students and parents about their development.

We are a diverse community with varied perspectives and work as a community of staff, students and parents to develop agreement about the key attributes we believe our learners should have. The CHS Learner (read more below) captures the essence of what we are striving for in successfully educating each individual graduate of Camberwell High School.

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.

An education support class position at this range will perform tasks that are carried out in accordance with guidelines, accepted practice, and school policy under supervision and direction. This may include coordination of other education support class staff within the work area or educational program.

An education support class position supports the educational services being provided to students but must not include duties of a teacher as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students can be required individually or in groups up to 4 in controlled circumstances and where the responsibility for students remains clearly with a teacher.

Certification and/or qualifications of up to three years can be required at this level (noting that Registered Nurse is not included at this level, the first level for which is Level 1 range 3).

A role at this range may include:

• Specific support tasks to achieve outcomes. Typically, this will involve accountability for a single function, (e.g. ensuring data is properly maintained) or the co-ordination of a work area under the direction of the principal or a manager.
• Assisting teachers, within an educational program, by undertaking specific support tasks or the coordination of the support function.
• Supervised health and wellbeing support tasks, medical intervention support tasks, or other specialised student/teacher support roles (e.g. enrolled nurses performing the role as described in schedule 3). These roles require specific qualifications and/or training, including roles where further training must be undertaken from time to time. The role is for a specific purpose, for which there will be direct accountability as opposed to support roles that are carried out by a range of staff performing routine tasks under direction.
• Technical tasks that require a sound knowledge of basic technical and/or scientific principles that are used to develop and adapt work methods and make judgements where there are clear guidelines and limited options. Routine technical support in libraries, science, and information technology would be typical examples.

An education support class position at this range commencing at the base will initially be limited to undertaking routine tasks that are carried out under close supervision and direction. Work that carries some degree of independence will generally involve a limited number of tasks performed on a regular basis where priorities are clear, procedures are well established, and direction is readily available. Subject to any specific qualification and/or training requirement, an education support class employee employed in this range may be progressively required to undertake coordination, specialised student/teacher support tasks, or technical tasks as experience in the role is gained.

• Provide routine clerical or other administrative support responsibilities including general telephone, front office enquiries, mail deliveries, assisting with stock control, supporting organisation of meetings, receiving and initial processing of standard paperwork
• Maintain, enter and retrieve data from the schools IT systems, such as the school's records system, including computerised student, staff and school records
• Maintain and update office records, enrolment data, diary records, and basic written records
• Support or coordinate the preparation of standard routine internal and external communication according to school procedures (e.g. form letters, newsletters)
• Source basic data or factual information from given sources to support school administrative functions, e.g. books, reports, manuals, catalogues, tables, forms, etc.
• Coordinate the delivery of administrative services within the school
• In consultation with the principal, determine and manage work priorities within the school office
• Develop and implement strategies to ensure effective administration procedures
• Coordinate the implementation of requisitioning, purchasing and issuing procedures
• Manage client reception and office operations
• Liaise with school staff in regard to support requirements
• Coordinate staff timetabling
• Undertakes VASS and/or VET administration support
• Supports the first aid facilities and assists in delivering first aid to students

Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.

The Department of Education is committed to the principles of equal opportunity, and diversity and inclusion for all. We value diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department. The Department recognises that the provision of family friendly, supportive, safe and harassment free workplaces is essential to high performance and promotes flexible work, diversity and safety across all schools and Department workplaces. It is our policy to provide reasonable adjustments for persons with a disability (see Workplace adjustment guidelines).

Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islanders from the Koorie Outcomes Division (KOD) via *******@education.vic.gov.au

Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the department's exemplar available at:

 https://www2.education.vic.gov.au/pal/child-safe-standards/policy

The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees, including those who work in Victorian Government Schools. Information on the department values is available at:

 https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview

POSITION STATEMENT & DUTIES
 
Role Purpose
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. 
 
As the initial representative for the Junior Sub School the person in this role must at all times be pleasant and professional in working with parents, students, staff and the wider community.  Absence reporting and monitoring becomes a major priority along with the maintenance of current student data and files and documentation.
 
This position works closely with the Junior Sub School Leader and the Administration Office to ensure our school Census data is accurate and our Student Audit is successful, ensuring the best possible funding outcomes.
 
Camberwell High School Council and Staff are committed to and promote the safety, inclusion and wellbeing of all children.  There is an expectation that the person in this position undertakes their role with the same commitment.
 
Accountabilities

• To abide by the Schools Code of Conduct which expect and require staff and visitors to ensure the protection of students.
• To fully support the school¿s Child Safe Policy for the prevention of student abuse by identifying risks early, taking all allegations and concerns seriously, reporting to appropriate staff who have specific responsibilities regarding Child Safety to remove and reduce risks to all students at Camberwell High School.
• Being consistently available to parents, students, and staff in the Junior School Office
• Under the direction of the Junior Sub School Leader, provide support to the Junior School team.
• Ensure quality, accuracy and timely completion of tasks.
• Ensure accurate and timely enrolment data entry on CASES at all times, including the maintenance of full documentation for attendance and Census purposes and end of year roll over
• Manage the Department of Education year 6 to 7 Transition under the direction with the Junior School Sub School Leader

• 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

• 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

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

• 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

• 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

• 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

• 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

• 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.

1. High quality, consistency and accuracy of all documentation
2. Ensuring effective support to parents, staff and students, always using the office priorities and protocols
3. Ensuring the initial contact with the school is prompt, polite and professional
4. High quality, consistency and accuracy of support documentation

·         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

Please contact Terumi Sathananthan (Acting Business Manager) on 9836 0555 for further information.

• 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