Reception And Administration Officer

Reception and Administration Officer

• Leading R-12 co-educational College in Springfield 
• Part-time contract until the end of the Term 4 - Friday 13th December 2024
• Commencing as soon as possible

Mercedes College is an International Baccalaureate, Reception to Year 12 Catholic College located in leafy Springfield, SA. Driven by our vision to be a sustainable, internationally-minded, world class school, we proudly support each student to develop academically, socially and personally so that each can confidently take their place in the world. 

About the role

We are seeking to appoint an experienced and passionate Reception and Administration Officer for 30 hours per week, to provide administrative support services. 

The Reception and Administration Officer plays a pivotal role in the delivery of exceptional ‘front of house’ services, across all reception areas of the College, to students, Parents/Caregivers/Guardians, Visitors and other members of the Community, enabling positive, and engaging interactions with the College that support student learning and wellbeing.

The Reception and Administration Officer also provides comprehensive clerical and administrative support for internal College stakeholders, under the direction of the Administration Team Leader, including Teachers, ESOs and leadership. Assuming significant initiative and responsibility, the Reception and Administration Officer provides a critical support service to ensure smooth and timely delivery of key business outcomes.

The role requires a collaborative professional who can work as a member of a broader administrative function to:

Clerical/administrative duties:

• Provide clerical support services, as part of the broader administration team
• Provide secretarial meeting support, including making diary bookings, room bookings, preparing and distributing agenda and papers, minute taking and following up matters identified for action
• Undertake daily student absenteeism as requested, including:
• Provide administrative support to teaching and leadership staff, including but not limited to such clerical/administrative tasks as:
• Provide administration support in the onboarding or new students or students transitioning between year levels and levels of school, as required
• Assist in managing emergencies by providing student lists and undertaking any other clerical/administrative task as directed by the Administration Team Leader, the Emergency Wardens or Senior Leadership
• Maintain routine office equipment and ensure adequate stocks of supplies for the office
• Mail management, including opening, dating and distributing mail to staff as required
• Contribute to the development of operational policies and procedures
• Assist with the preparation of internal and external publications as requested and under the direction of the Administration Team Leader, Heads of School or Communications and Engagement 
• Ensure efficient communication of messages to staff and students
• Collate and organise data, including inputting of relevant data to create and maintain student records, files of source documents, outputs and registers, ensuring data is accurate and maintained 
• Provision of any other clerical and administrative duties reasonable at the level of this role, as directed by the Administration Team Leader or Senior Leadership, including support on special projects or initiatives. 

Reception duties:

• Provide ‘Front of House’ reception duties across all key College offices as required
• Greeting in-person visitors to the College, including Parents/Caregivers/Guardians and other members of the Community, managing their enquiry or directing them to appointments
• Telephone and switchboard management
• Delivery management, including receipting deliveries, advising recipients of delivery arrival and appropriate storage of delivered items 
• Assisting students, staff, visitors and contractors with sign in/out procedures
• Managing enquiries (including phone, email, face to face and through various College communication applications) from staff, students, parents, visitors and contractors in person, via phone or email, adopting a friendly approach, making appropriate notes and communicating messages in an efficient and timely manner
• Support in the administration of student medication where required and appropriately trained, including administration of the medication to the student, relevant recording and storage of student medication
• Provide a first aid service to students and staff

About you

The Reception and Administration Officer will possess:

• Excellent interpersonal skills with an ability to listen effectively and quickly develop rapport with a broad range of stakeholders
• Strong communication skills, both verbal and written, with the ability to tailor communication style to a broad range of stakeholders
• A willingness to uphold and contribute to the culture and ethos of our Catholic College
• A ‘customer service’ mindset and a drive to resolve a broad range of problems whilst creating a warm and positive experience for all stakeholders
• Excellent phone manner and impeccable grooming and presentation 
• Appropriate level of intercultural awareness
• Patience and flexibility when dealing with a range of situations and stakeholders
• Excellent organisational and time management skills, along with an ability to effectively prioritise tasks, and operate with agility to respond to critical needs as they arise
• Self-motivated, with the capacity and interest to plan and undertake work with minimal supervision, exercising judgement and using initiative to prioritise and resolve issues.
• Commitment to engage in ongoing professional development
• High degree of integrity and confidentiality, and a capacity to act with sensitivity and discretion
• Demonstrated ability and willingness to work collaboratively and cooperatively as a member of a team, including across the administration team and more broadly across the College
• Knowledge of current Child Protection requirements and legislation

How to apply

Email your application to ***********@mercedes.catholic.edu.au comprising:

1. Cover letter outlining the following (no more than 2 A4 pages).
   • Experience and skills in a range of administrative support functions
   • Experience managing competing demands and organising work to achieve outcomes
   • Experience operating effectively as a member of a team
2. Current resume including the names and contact details of three current referees (referees will not be contacted without your prior permission)
3. A completed Mercedes College Applicant Declaration Form via the Mercedes College Website - https://www.mercedes.catholic.edu.au/uploads/files/2020_ApplicantDeclaration.pdf 

Appointment will be subject to Working with Children and Catholic screening clearances. 

Applications close: 9am Monday 19th February 2024

Mercedes College reserves the right to interview and appoint a suitable applicant prior to the application close date.