AddressThe Sub-School Assistant component of the role is for 3 days per week, working in a job share arrangement with the existing highly effective and collaborative Sub-School Assistant, who works 2 days per week. The IB Administrator role is for the remaining 2 days of the week.
The successful applicant will have the opportunity to develop and use a range of skills and knowledge to support students and the Sub-School team in all pathways
Sub-School Assistant (3 days)
Assist with management of Sub-School Administration
- Help to oversee the running of assessments including setting up and supporting students with special provisions (including supervising those with separate rooms) and rescheduled SACs;
- Assistance with administrative duties associated with students studying through, CHES, Virtual School Victoria and Victorian School of Language
- General administrative duties including printing, creating Compass events, updating relevant documents in google drive
- Helping to oversee examination periods (including Middle School, Unit 1/2 VCE exams and Unit 3/4 VCE trial exams). Tasks to include: printing and distribution of exam papers, supervision and organisation of special provisions
- Helping to collate information from teachers for, CHES, tertiary applications and University Enhancement applications
- Management of Unit 1/2 and Unit 3/4 Assessment Calendar
- Liaising with families to schedule parent meetings and Student Support Group Meetings
VCE/VASS Administrator duties
- Work with the Senior School to provide support, advice and guidance to the coordinators and students on all VCAA matters regarding the VCE.
- Manage VASS database for MacRob. Ensure accurate student data and compliance with VCAA requirements;
- Set up subject / teacher data;
- Upload subject enrolment data, convert EdVal to VASS data;
- Ensure enrolment of VSL / outside language enrolments and eligibility and VET enrolments;
- Manage data collection related to SACs and SATs.
Special Exam Arrangement (SEA) provisions
- Manage SEA and derived examination score applications
- Liaise with students and parents regarding provisions SEA eligibility for students;
Administrative and organisational support of all Senior sub-school events:
- Supporting the Senior School Team with the organisation of significant events Eg. VCE / IB information evenings, formal, graduation, year 11 camp, year 12 orientation, year 12 Yearbook
- Set up and organisation of VCAA examinations - organising and liaising with supervisors, setting up exam venues, etc.
- Collecting Presentation Night award nominations
- Organisation of Guest Speakers & Special Guests
- End of year activities
- Support with the organisation of New Year 10/11 student orientation
- Administration assistance that might be required during IB/VCE orientation week
General Administration support
- Responding to general student and parent enquiries.
- Extracting data from Compass and undertaking some analysis and providing feedback to Leaders of School.
- Creating summary data for awards
- Assist with sick students or students requiring first aid.
- Administration of Past Students database including working closely with our alumni
- Support with scholarship and interview processes
- Support with attendance follow up as required including parent phone call
International Baccalaureate Diploma Programme Administrator (2 days)
The IB Administrator works closely with the DP Coordinator. The Administrator is responsible Administering the programme standards and practice as directed by the DP coordinator. Their chief responsibility is managing the administrative tasks associated with programme implementation under the supervision of the DP Coordinator
IB Administration
- Co-drafting of letters of communication to parents and students for key moments in the Diploma such as practice examinations, subject selection
- Financial management including invoice tracking, payment and archiving
- Training register: review of qualifications and training, enrolment of staff in requisite training workshops, maintenance of training log and storage of training certificates
- Enrolment of students on IBIS, class list checks with teachers, review of student personal details
- Enrolment of students on VASS, registering students for the GAT
- Admissions: assisting the DP Coordinator with overseeing expressions of interest in the program and subject selection (Year 1)
- ManageBac: taking workshops and setting up/registration of the assessment tasks for EE, CAS, TOK and subject Internal Assessments in Managebac. Liaise with IB teachers to set up assignments and upload them to IBO.
- Collating feedback collected by the DP Coordinator via individual interview form IB teachers and students in regular basis
- Schedules: co-creation of mock and official examination timetables including the invigilation schedule
- Examination administration: checking of examination materials and stationery, ordering of examination materials not provided by the IBO, printing of examination posters and rules, setting up of examination venues, creation of examination seating plans, mailing of examination papers, examination receipt tracking, printing and collating all examination scripts and providing safe storage for these
- Assessment Calendar: supporting the DP Coordinator with coursework collection (including archiving of assessed student work), management of the Assessment Calendar
- Assessment: maintenance of student result spreadsheet, downloading of student results from IBIS, coordinating student result receipt
- eCoursework and component grades: uploading all student assessment work to the IBO¿s eCoursework system, entering and verifying student results (including predicted grades) via Managebac and IBIS.
- Pathways: collaborating with university counsellors in ensuring that student transcripts are arranged and sent to the right institutions on IBIS
- Data Analysis: Assisting in collation of assessment results and data analysis
- Event management: Assist in organising IB related events such as information evenings, showcase events, exhibitions
- Alumni: distribution of Diplomas to graduate students, maintenance of an alumni database
- Administrators Network: attendance at and participant in the Victorian DP Administrators Network.
- Undertake compliance checks for CAS activities under the direction of the CAS coordinator.
- Assisting with the setup of the IB Art Show, Core Exhibition and other IB events
Compliance
- Maintain confidentiality at all times in accordance with the Privacy Act
- Adhere to relevant DET and school policies
Other
- Any other duties as directed by the Leader of Middle/Senior School, DP Coordinator, Business Manager, Assistant Principals or Principal.
