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Seeking – Administration Officer

Posted May 27, 2024

Prace College is seeking an experienced and enthusiastic Administration Officer to provide administrative support across our campuses, Reservoir and Mernda.

Prace College provides the supportive, flexible and inclusive education to meet the needs of young people within the community, and to support them to participate in learning, community and work activities. We are a not-for-profit organisation. 

In this role you will undertake a wide range of administrative duties to facilitate student learning,
school routines and classroom functions, including word processing, managing emails and other
correspondence, and maintaining school and computerised records. You will also be responsible for communicating with parents, following up student absences, and assist with enquiries from students, parents, staff and the community.

View the Position Description

Qualifications and experience

  • Completion of a Certificate III or IV in Administration or equivalent
  • Extensive relevant administrative experience, preferably in a school setting
  • Extensive knowledge and prior experience in database systems, Google Suite and Microsoft Office

Selection criteria

  • Extensive administrative experience, preferably in a school or youth/welfare setting
  • Ability to work independently in a timely and accurate manner to meet given deadlines
  • High level digital skills, particularly in Microsoft Office and Google Suite and data bases
  • Excellent communication skills and telephone manner, particularly in communicating with parents
    and students
  • Team player

Responsibilities and duties duties will be across two campuses

Student administration

  • Administrative duties to facilitate student learning, school routines and classroom activities,  including word processing, managing emails and other correspondence
  • Processing enrolment paperwork
  • Maintaining student computerised records
  • Following up and record student absences
  • Respond to and assist with enquiries from students, parents, staff and the community.
  • Data entry
  • Collating and updating student files and reports 
  • Scanning student documents 

General Administration

  • Updating school records and data bases and spreadsheets 
  • Word-processing including general letters, forms and parent communications 
  • Assist staff with the preparation of school documents, internal and external publications and  learning materials using computer applications and other office equipment
  • Answer incoming calls, screening and redirecting as required 
  • Arrange appointments, meetings and venues; take and distribute minutes; as well as draf confidential and general correspondence. 
  • Maintaining inventories, ordering and stocktaking. 
  • Filing, scanning and photocopying

General 

  • Undertake the provision of first aid and administration of medications for students as required
  • Support Prace safe work practices and assist in promoting safety as a requirement of day-to-day  operations
  • Ensure continued familiarity with Prace policies, procedures and Strategic Plan as relevant to position
  • Work in concert with all Prace staff to realise Prace’s values, mission, vision and Prace College’s school philosophy

Equity and Diversity
Prace College understands the importance of diversity and inclusion. We recognise that
everyone has the right to an equitable, safe and productive environment and to be treated
with dignity and respect.  We welcome applications from all people regardless of age, gender,
ethnicity, cultural background, disability or sexual orientation. Aboriginal and Torres Strait
Islander people are encouraged to apply.

Child Safety – Statement of Commitment

Prace prides itself on being a child safe organisation with zero tolerance for child abuse. We recognise our legal and moral responsibilities to keep children and young people safe from harm.

This will be achieved by:

  • having a zero tolerance for child abuse
  • working to actively listen to and empower children
  • having systems to protect children from abuse, and will take all allegations and concerns very seriously and responding to them consistently in line with the organisation’s policies and procedures
  • being committed to promoting cultural safety for Aboriginal children, cultural safety for children from culturally and/or linguistically diverse backgrounds, and to providing a safe environment for children with a disability
  • engaging only the most suitable people to work with children along with providing high quality supervision and professional development.

All staff employed by Prace are required to have a current Working with Children Check card or VIT registration. See our Child Safety Code of Conduct.

As part of Prace’s recruitment and selection process, applicants will be required to undergo a pre-employment safety screening process. Successful appointments to a position will be subject to, but not limited to, the following checks: National Police Check, VIT registration check, current and valid Driver’s Licence. All costs associated with safety screening will be at the applicant’s expense.

Please submit your resume, cover letter and a response to the selection criteria to Rosa at  collegeadmin@prace.vic.edu.au

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