Organiser / administrative officer support

Job Description

Location: Melbourne | Northern Metropolitan

Job type: Full time / From 06/05/2024

Organisation: Schools (Government)

Salary: Salary not specified

Occupation: Administration/Secretarial

Reference: 1410992

Selection Criteria

KSC 1 ¿ Significant understanding and experience of school office management practices and processes including an ability to co-ordinate completion of administrative priorities and reporting arrangements

KSC 2 ¿ Demonstrated high level administrative experience in DE and other systems including CASES21 accounts receivable , student administration, Compass and Edval.

KSC 3 ¿ Demonstrated high levels of professional integrity, sensitivity and an ability to engage with leadership, staff and FHS¿s diverse school community.

KSC 4 ¿ Demonstrated ability to show initiative, work independently and in teams, work creatively and proactively to enhance work systems and practices to ensure efficient and responsive operation of the work environment.

KSC 5 ¿ Demonstrated ability to manage a busy work environment, contribute towards strategic decision making within the school including the provision of advice to the Principal, Business Manager, staff and the wider community.

Role

Range 3 is distinguished by the introduction of management responsibility and accountability for the delivery of professional support services. The role will usually impact beyond the work area or professional field. It seeks to gain cooperation of other staff members or members of the school community to achieve specific objectives, such as in school administration, operations or educational programs.

Direction on targets and goals is provided but the position will have some degree of latitude in determining how they are achieved. This latitude will generally be limited by standard procedures and school policy. Deviation from standard procedures and school policy will require guidance and direction from senior management.

The provision of business management responsibilities becomes a feature at range 3. Management of staff to achieve the expected outcomes is a key responsibility. Staff management issues will be resolved with minimal reference to senior management, although guidance will be required in more complex cases. Senior management will be provided with timely reports and advice, although this will generally be confined to matters relating to the immediate work area, service provision or educational program and is unlikely to impact substantially on whole of school operations.

This is the minimum range for positions that carry a mandatory qualification requirement of not less than four years. Professional student support positions become a feature at range 3 (e.g. therapists, psychologists) where standard professional services are delivered. Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from senior management.

An education support class position supports the educational services being provided to students, but must not include duties of teaching as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students cannot be required except where it is an integral part of the employee¿s position or involves supervision of students individually or in small groups, in controlled circumstances, where the responsibility for students remains clearly with a teacher.

Responsibilities

The role of the Daily Organiser/ Administrative Officer includes liaising closely with the Principal, Assistant Principals as well as Business Manager regarding management of daily organisation, ensuring complying with regulatory and legislative requirements and department policies and procedures; ensure that internal and external stakeholders are provided with up-to-date information relating to management of daily organisation.

The Daily Organiser/ Administrative Officer reports directly to the Business Manager and the Principal.

The role has a major emphasis on:

• Sound knowledge of DET guidelines and processes, adhering to best practice.

¿ Developing and maintaining relationships with key internal and external stakeholders.

¿ Personal Development, through accessing appropriate professional learning to enhance performance.

¿ Ensuring best practices in the role.

¿ Ensuring school level accountability so resources are used effectively and efficiently to optimise student outcomes.

¿ The continual review, development and improvement of all processes and practices relating to daily organisation across all campuses

Responsibilities

Daily Organisation :

• Responsibility for the whole school staffing on a daily basis.
• Liaison with the Principal/Assistant Principals across the campuses to schedule all events occurring in the school.
• Responsibility for Casual Relief Teacher budget across school.
• Coordination of induction and support for Casual Relief Teachers.
• Provide advice and work with Executive Team regarding staffing needs.
• Provide regular reports to Principal and Business Manager regarding staffing including CRT budget expenditure.
• Ensuring a consistent system is documented to ensure work is available for replacement staff and expectations of staff communicated to them.
• Contribute to the whole school accountability process, as per DET guidelines.

Administrative Role:

• Sound knowledge of all school systems including Compass, Edval Daily and Edval Timetable with the willingness to have further training.
• Working closely with the Timetabler and updating data in Edval Timetable as required
• Advanced Planning and Organisational skills.
• Under the direction of the Business Manager processing of Schools Local Payroll and staff leave on Edupay.
• Ability to develop positive working relationships with Internal and External stakeholders.
• Ability to take initiative and understand the importance of Accountability requirements.
• Provide administrative support for the school.
• Work on reception, answering phones and other duties as required.

Undertake other duties as required by the Principal and Business Manager.

Who May Apply

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

EEO AND OHS Commitment

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

Child Safe Standards

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:

DE Values

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:

Other 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

Conditions of Employment

• 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

Location Profile

Fitzroy High School, is a vibrant, progressive, medium-sized government secondary school, located in the inner city suburb of Fitzroy North. The school delivers a year 7-12 curriculum to over 600 students.

The school is surrounded by residential housing, local shopping precincts and extensive parklands. It primarily serves students from the local area and nearby suburbs. Many students ride their bikes and walk to school. There are extensive public transport network close to the school that provide easy access for the school community and for excursions.

The school's physical environment consists of the original buildings and recent additions; there are various room configurations providing some flexibility of use. The grounds are quite small but are augmented by using local facilities such as Edinburgh Gardens. The grounds have had significant student input in design and construction and include a kitchen garden, school-wide and community composting system and indigenous gardens.

Vision

Fitzroy High School values children as individual learners who are full of potential and capable of excellence. Our students will be lifelong learners, reflective and creative thinkers, responsible and active citizens, and resilient and adaptable problem solvers able to navigate through an uncertain and constantly changing future.

Fitzroy is a learning community where students and teams of teachers work together to:

achieve high standards so that all students fulfil their capabilities in academic, intellectual, social, emotional and physical development;
celebrate diversity and embrace individual differences, including class, culture, race, gender, sexuality and ethnicity;
build a cohesive, compassionate and proud school community with a productive legacy for the future;
develop beyond our current capacity through continuous change and review; and
participate in and contribute to our wider community.
Philosophy

Fitzroy High School embraces a bold and ambitious dream: striving for excellence and equity. We aim to be a humane learning community in which teachers use relationships to deepen their knowledge of students.

This is in order to engage all of them in an intellectually challenging education based on powerful ideas, help them toward social maturity, and prepare them for a life of meaningful possibilities and active participation as Australian and global citizens.

The school places students at the centre of their learning and the structure of the school is organised around meeting the educational needs of our students.

With involvement of parents and carers, teachers support student to make choices about their learning and development, maximising their performance across a broad range of subjects and life skills.

Senior Programs Partnership

Fitzroy High School offers a comprehensive Senior Program including VCE, VCAL and VET certificates, and has been partnering with Collingwood College for over 10 years to co-deliver the VCE curriculum. The partnership allows both schools to be responsive to the needs and interests of students and provides the capacity to offer a greater range of subjects, compared to what would be possible stand alone. The two schools offered 95 classes this year across Years 11 and 12.

The Senior Programs Partnership is a significant priority for both Fitzroy High School and Collingwood College and the opening of the new shared campus - Wurun Senior Campus in 2022 has provided an exciting state of the art senior learning environment to accommodate the senior students of both schools.

The combined leadership teams of the two schools believe optimal senior student outcomes can best be achieved from well-integrated collaboration, while also maintaining the identities of two separate schools. The Partnership is designed to complement each school¿s strengths.

Wurun Senior Secondary Campus is a new vertical campus jointly run by Collingwood College and Fitzroy High School that offers a comprehensive Senior Program including VCE, Applied Learning, and VET certificates. The partnership allows both schools to be responsive to the needs and interests of the students and provide a wide range of Senior Secondary options. This partnership has been co-delivering the VCE and Applied Learning programs for a number of years. The combined leadership teams of the two schools believe optimal senior student outcomes can best be achieved from well-integrated collaboration while also maintaining the identities of two separate schools.

Other Information

Advice to Applicants

Prospective applicants are invited to refer to the school website for general information regarding Fitzroy High School

Written Applications

Applicants are free to structure applications in any manner they choose, but must ensure that the following are included:

A specific response to all of the Key Selection Criteria and position details. It is suggested that applicants limit their responses to no more than 1 to 1 1/2 pages (size 11) per criterion.
A Cover Letter providing contact information including home address, email and phone number as well as the phone number of the work address at which the applicant can be contacted.
A CV with a summary of experience and qualifications.
The names, email addresses and contact details of three referees who can provide information regarding the applicant in relation to the Key Selection Criteria.
For ease of handling by the school, all documents (cover letter, cv and key selection criteria responses) can be combined and saved as one pdf and uploaded to Recruitment on Line attached to the selection criteria portal. Please ensure that your name is included in the header of each document if you choose to upload separate documents.

Please note: The selection panel may contact referees other than those listed.

The Selection Process will involve at least the following steps:
¿Receipt of application by closing date
¿Shortlisting of applications
¿Interview process (applicants may be invited back for a second interview)
¿Referee checks (these may occur prior and/or after the interviews)

Note: the panel reserves the right to contact others outside of the list of referees provided by the applicant.