Yirramboi Administrative Assistant

The Yirramboi Administrative Assistant will provide high quality administrative support in our Senior School and Middle School, located at our Yirramboi Campus in Keillor. 

It is essential that the incumbent presents a professional image and a welcoming and positive impression to all College community members and visitors.  The successful applicant will be an active member of the College Administrative team who enjoys working in a busy, friendly environment.

This role is fulltime, ongoing and reports to the Deputy Principal Head of Yirramboi Campus, Head of Senior School and Head of Middle School, relevant to the tasks undertaken in the position. 

Commencement date will be discussed at interview. 

Position Relationships

• Principal
• Deputy Principal/Head of Yirramboi Campus
• Head of Senior School, Head of Middle School
• VCE Coordinator
• Vocational Major Coordinator
• Personal Assistant to the Deputy Principal Head of Yirramboi Campus
• Personal Assistants to the Head of Senior School and Head of Middle School
• Victorian Assessment Software System (VASS) Coordinator 
• Yirramboi Campus Academic Staff
• Yirramboi Campus Administration Staff
• Yirramboi Campus Students 
• College parents/guardians

Key Responsibilities

The Yirramboi Administrative Assistant is responsible for:

Yirramboi Campus Administrative tasks

• Co-ordinate the set up and implementation of Parent Teacher Student interviews for the Campus, liaising with the PA’s to the Heads of Schools and Deputy Principal/Head of Campus;
• Co-ordinate the SSG process 3 times a year for the Campus, liaising with the College Head of LDS regarding timeframes. This role may be further expanded to cover the College SSG process in due course;
• Undertake Reception relief in both schools – roster to be discussed and decided upon;
• Administration of arrangements for students with special provisions across the Campus, including NAPLAN provisions for Middle School;
• Administration of ICAS assessments across the Campus;
• Under the direction of the PA to the Deputy Principal/Head of Yirramboi Campus, assist with SAS database maintenance and updates;
• Assist with maintaining documentation for school-based admin Standard Operating Procedures.

At the direction of the Head of Senior School

• Assist the VCE Coordinator and VCE-VM Coordinator and the Victorian Assessment Software System (VASS) Coordinator with a range of responsibilities including, but not limited to:
  • enrolment of students on VASS and amendment of student records;
  • data entry of student results;
  • assisting with staffing of VCE examination supervision, including the General Achievement Test (GAT) and Units 3/4 practice examinations;
  • classroom set-up for assessment and examinations, including special provisions;
  • preparation for parent teacher interviews;
  • administration of end-of-year VCE results.
• Assist the PA to the Head of Senior School in carrying out administrative tasks required by the Head of Senior School;
• Undertake other administrative responsibilities as required by the Senior Studies Coordinator and/or Head of Senior School.

At the direction of the Head of Middle School

• Assist the PA to the Head of Middle School in carrying out administrative tasks required by the Head of Middle School;
• Provide relief and/or assistance to the MS Administration Assistant during scheduled Wellbeing meetings;
• Undertake other administrative responsibilities as required by the Head of Middle School.

Key Selection Criteria

• A polite and helpful approach to dealing with members of the College community and visitors.
• Professional presentation and a courteous, friendly demeanor at all times, including a demonstrated understanding about matters of confidentiality.
• Excellent telephone and personal communication skills.
• High-level organisation and attention to detail.
• Capacity to work autonomously, flexibly and with discretion.
• Ability to review College processes and make recommendations for improvements.
• Ability to use initiative and judgement in a range of situations.
• Commitment to the Overnewton College Values. 

Relevant Skills, Knowledge and Experience 

• Previous experience as an Administrative Assistant or equivalent position essential.
• High degree of computer literacy across platforms and devices including Apple and Windows. Excellent word-processing, spreadsheet and Office 365 skills and knowledge, and a proven ability to acquire new technology skills. 
• Proficiency with process mapping software such as Visio would be an advantage.
• Experience and knowledge of school administration packages such as Compass and SAS, with database management an advantage.
• Excellent organisational and time management skills. 
• High standard verbal and written communication skills.
• Experience in Victorian Assessment Software System (VASS) administration or other administrative experience in schools is an advantage but not essential.
• A sound knowledge of, or experience in a comparable independent school setting will be highly regarded.

Conditions of Employment 

• All teachers will hold current registration with the Victorian Institute of Teaching (VIT).
• All education support staff will have a current Working with Children’s Card (Employee).
• It is expected that all staff will support the Christian ethos of the College.
• Overnewton is an equal opportunity employer and enforces nondiscrimination and safe working policies. All staff must be aware of and able to work within Occupational Health and Safety and Equal Employment Opportunity Legislation. The College’s campuses are smoke free.

Application and Selection Process 

Application Process

Written applications should be emailed to **************@overnewton.vic.edu.au and should include: 

• A brief cover letter of no more than one page outlining your interest in the role;
• A CV, of no more than five pages, documenting all qualifications plus key responsibilities and achievements in previous roles;
• A candidate statement, of no more than two pages, which summarises your educational and wellbeing philosophy and significant experience relevant to the key responsibilities;
• The contact details of three referees, one of whom should be your current, or most recent, line manager. 

Note that referees will not be contacted without your prior consent.

Selection Process

A preliminary short list of applicants will be prepared, and first and subsequent rounds of interviews will be conducted by a panel. Final appointments are made by the Principal or delegate. 

Details of employment conditions, including salary, will be negotiated with the preferred candidate.

Applications will be processed as received.

Final date for applications: 11 March 2024