Position Description - Ethical Jobs
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Position Description
Education Administration, Caulfield Campus
PD-F-179
MacKillop School and Education Programs
Full time
VCEMA – Education Support
Principal
Established in 1997, MacKillop Family Services (MacKillop) strives to ensure all families are
supported to provide children with a safe and permanent home, and the best possible start to
their lives.
Continuing the child and family welfare programs of our three founding agencies – the Sisters of
Mercy, the Sisters of St Joseph and the Christian Brothers – we provide early intervention
programs to support the most vulnerable families, and provide education, disability support,
home-based care and out of home care for vulnerable children and young people in Victoria, NSW
and WA.
MacKillop has almost 1,100 staff, operating out of more than 40 sites, and has forecast annual
revenue for the 2018/19 financial year of over $125 million.
Just like our founders, we are deeply committed to our work, and are driven by social justice. We
believe every child should be protected from abuse, neglect and exploitation, and are a child-safe
organisation that is committed to protecting and advocating for the best interests of children and
families across all our programs.
Our work is underpinned by our values, and by a deep understanding of the impact of trauma,
informed by the Sanctuary Model. Sanctuary is a blueprint for organisational change, which
supports organisations to provide a safe, non-violent environment for people affected by trauma.
It also supports staff and carers to form communities that are safe and caring, and to maintain a
culture that reflects these qualities at every level within the organisation. MacKillop is the only
licensed provider of training in the Sanctuary Model in Australia.
All children, young people and families are safe, thriving and connected to culture and
community. MacKillop Family Services will care compassionately, respond large-heartedly and
advocate courageously.We believe in the right of all people, regardless of belief or culture, to be treated justly
and fairly;
We commit to creating an atmosphere of hope where people find meaning in their
experiences and relationship;
We commit to working in a collaborative spirit through cooperation, coordination,
and partnership;
We commit to creating an attitude of openness to others and to their circumstances;
and
We seek to listen and learn from each other and to build relationships with respect.
The purpose of this position is to provide timely and efficient administrative support in relation
to program and support services processes, including office management and overseeing the
reception and staff area.
This position reports to the Principal and will be supported by the Human Resources
Administration Team.
• To provide administrative support to the Executive Principal/Principal, and others as
required
• To provide administrative support to the Leadership Team
• To provide administrative support to Program areas
• To provide a customer-focussed reception function
• To provide administrative support as per MacKillop Family Services documented systems,
practices and processes
• To work as part of a team and contribute as a positive team member to the Centralised
Administrative Team and MacKillop Family Services
The Position Title will:
• Oversee the Enrolment Register /Student Management System, including Attendance, VSN
Registration (Synergetic) Student Conveyance Allowance and Camps Sports / Excursion
Allowance
• Prepare and input information, as required, for Census (Catholic Education Office and
DEECD)
PD-F-179 Education Administration, Maidstone Version 1 Issued: February 2019
Authorisation: General Manager, Education Services Review Date: February 2021
Page of• Input and maintain data as required (MacKillop Family Services, Catholic Education Office,
DEECD, VRQA etc.)
• Co-ordinate the purchasing and transferral of general office / program requirements
• Co-ordinate catering and room bookings
• Oversee preparation and cleaning for large organisational functions / meetings as required
• Co-ordinate the purchasing of food requirements for programs throughout the school
• Scheduling and minute-taking at meetings as required
• Co-ordinate flight bookings / accommodation for staff as required
• Complete ongoing administration tasks e.g. correspondence, mail-merge, photocopying,
laminating, promotional material etc.
• Preparation and archiving of files
• Assist with special projects (Conferences etc.) and reviews or audits as required
• Contribute to the development and continuous improvement of Administration Manual,
Parent and Staff Handbooks, Staff Induction Referral and Enrolment Kits etc.
• Undertake other duties and responsibilities as required
• Operate telephone system; receiving calls efficiently and courteously, ensuring messages
are relayed to appropriate staff
• Open and close reception areas each day, including maintaining systems and registers
• Office management tasks and staffroom duties, including co-ordinating bins for collection
• Monitor brochures and general tidiness of reception area
• Attend to visitors and provide general information as required
• Oversee the internal and external mail system, including postage and allocation of mail
• Assist in managing staff enquiries / request including receiving deliveries, organising
couriers and taxis etc.
• Provide support to Administration Coordinator and Finance Team by ensuring adherence
to accurate and timely finance processes including:
• Management of purchase order books and online accounts system
• Management of petty cash
PD-F-179 Education Administration, Maidstone Version 1 Issued: February 2019
Authorisation: General Manager, Education Services Review Date: February 2021
Page of• Co-ordination of cab charges including reconciliation of cab charge statements
• Support Executive Principal/Principal in preparation of purchase orders and coding
invoices for approval
• Support Executive Principal/Principal with reconciliation of credit cards
• Entry and management of budget invoicing for programs – attend term budget meetings
• Undertake banking on a weekly basis (or as required), including cheque requisition and
completion of the banking summary
• Provide support to Executive Principal/Principal in preparation of paperwork, scheduling
of interviews, sending out unsuccessful letters and verification of paperwork in accordance
with procedures and guidelines
• Provide support to Executive Principal/Principal in regard to preparation for new staff and
the site orientation process
• Where necessary, assist Managers to ensure that timesheets are properly costed, completed
and received at Central Office in accordance with pre-determined time lines and processes
• Support the Property & Fleet Team with onsite support to staff in respect of Property &
Fleet core processes including though not limited to:
• Act as the local contact people for staff to report any property maintenance and fleet
issues for the site, including meeting with local contractors and suppliers as required
• To enter maintenance requests for relevant administration site directly into MORS system
and follow-up on site approval where appropriate as per Delegations Charts
• Oversee on-site storage of keys, including following up on keys that have been misplaced
or issued on a temporary basis and complete key allocation form when allocating keys to
staff and ensure relevant Declarations / booking forms are signed
• Maintain swipe cards, including activating and de-activating cards as necessary
• Manage equipment register as required
• Setting-up and training staff in vehicle booking system
• Advise Fleet Co-Ordinator about the unsatisfactory cleanliness/ condition of vehicle and
organise for cleaning (as required)
• Liaise with and provide support to Property & Fleet Team including following up on vehicle
damage, fleet infringements and/or insurance claims documentation
• Assist the Fleet Co-Ordinator with end of year FBT process by retrieving log books and
returning to the Fleet Co-Ordinator and distributing new log books
PD-F-179 Education Administration, Maidstone Version 1 Issued: February 2019
Authorisation: General Manager, Education Services Review Date: February 2021
Page of• In consultation with the Fleet Co-Ordinator ensure trade-in vehicle is ready for collection
including recording final odometer reading, retrieving log-book/first-aid kits, have both
sets of keys ready to go with vehicle
• Ensure new vehicles are set-up appropriately including allocating pool car number (if
appropriate), keys are labelled, fuel card available, log-book and e-tag in vehicle and spare
set of keys recorded in key register and stored appropriately
• In consultation with the Fleet Co-Ordinator assist with the hire and return of rental cars as
required, including ensuring car is returned without damage and a full tank of fuel
• Report on condition of bus on a monthly basis (if required)
• Escalate issues to Property and Fleet team as required e.g. concerns with supplier
• Oversee Sick Bay and communication with parents/carers as required
• Monitor and update First Aid Kits for the programs and fleet
• Provide Administration support to other offices as required
• Undertake other duties and responsibilities as required
The incumbent will have:
• Minimum of three years working in an administrative capacity, preferably in a school or
education setting
• Strong interpersonal and communication skills (verbal and written) with a proven capacity
to develop networks
• A commitment to a high level of customer service, including the ability to remain calm and
think clearly under pressure
• Strong organisational and planning skills including the ability to prioritise, produce work
of a high quality and consistently meet deadlines
• Willingness to contribute in a manner that is collaborative, proactive and demonstrates
initiative within a team environment
• Demonstrated ability to work effectively with minimal supervision and willingness to seek
guidance where required
• Outcome focused with a positive, can-do attitude assuming full-responsibility for tasks
undertaken
• High proficiency in Microsoft Office
PD-F-179 Education Administration, Maidstone Version 1 Issued: February 2019
Authorisation: General Manager, Education Services Review Date: February 2021
Page of• An understanding of the work of MacKillop Family Services and a commitment to values,
confidentiality and the principles of Sanctuary ReLATE
• Ability to participate collaboratively and constructively within teams of peers, staff and
other stakeholders, as well as demonstrate initiative and effective personal judgement
when working alone.
• A knowledge and understanding of Aboriginal culture and values and an awareness of the
current issues faced by Aboriginal children, young people and their families
• Previous experience working in a school or educational setting
• Previous experience in working with Synergetic or similar Student Management Systems
• First Aid Certified or preparedness to undertake training
The incumbent is required to:
• Sign and actively abide by MacKillop’s Code of Conduct.
• Observe and actively support MacKillop’s OH&S policy and strategy.
• Attend mandatory and other training as required.
• Participate in and promote continuous quality improvement processes.
• Promote an environment that is culturally safe and strengths focussed.
• Abide by principles and commitments of the Sanctuary and ReLATE Frameworks.
The incumbent must possess a:
• Valid and current Victorian Driver’s Licence.
• Valid and current Victorian Working with Children Card.
• Satisfactory criminal history check conducted by MacKillop Family Services.
•
Anne Henderson January 2020
Executive Principal
PD-F-179 Education Administration, Maidstone Version 1 Issued: February 2019
Authorisation: General Manager, Education Services Review Date: February 2021
Page ofPD-F-179 Education Administration, Maidstone Version 1 Issued: February 2019 Authorisation: General Manager, Education Services Review Date: February 2021 Page of
You can also read
