Administration Assistant - Accounts Payable / Receivable
Job posted: 14 / 01 / 2025
Willowbank Primary School opened in 2022 for all year levels, Prep to Year 6 and is located at 385 McGeorge Road, Gisborne. The school has a current enrolment of 375 students and facilities for a long-term enrolment of 475 students. The state-of-the-art school facilities include general teaching spaces and specialist facilities for music, science, food technology and physical education. The outdoor facilities include a soccer field, basketball courts, kitchen garden, a performing arts stage, play spaces and undercover areas. Willowbank Primary School's vision is to be an inclusive school community where everyone is empowered to achieve excellence. This vision is captured in our motto Achieving excellence, together. We provide a safe and inclusive learning environment that inspires and challenges all members of the community to embrace learning and achieve academic, social, emotional, and physical excellence.
Selection Criteria
1. SC1: Demonstrated capacity to perform duties consistent with established guidelines and frameworks, including coordinating and supporting others in respect to specific work functions relevant to the role.
2. SC2: Demonstrated capacity to work and collaborate with others in a team environment.
3. SC3: Demonstrated capacity to communicate effectively in a team environment, including high level oral and written communication skills.
4. SC4: Possess the technical knowledge and expertise relevant to the position.
5. SC5: Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area.
6. SC6: A commitment to professional learning and growth for both self and others.
Role
An education support class position at this range will perform tasks that are carried out in accordance with guidelines, accepted practice, and school policy under supervision and direction. This may include coordination of other education support class staff within the work area or educational program. An education support class position supports the educational services being provided to students but must not include duties of a teacher as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students can be required individually or in groups up to 4 in controlled circumstances and where the responsibility for students remains clearly with a teacher.
A role at this range may include:
1. Specific support tasks to achieve outcomes, typically involving accountability for a single function (e.g. ensuring data is properly maintained) or the coordination of a work area under the direction of the principal or a manager.
2. Assisting teachers, within an educational program, by undertaking specific support tasks or the coordination of the support function.
3. Technical tasks that require a sound knowledge of basic technical and/or scientific principles that are used to develop and adapt work methods and make judgements where there are clear guidelines and limited options.
Responsibilities
1. Provide routine clerical or other administrative support responsibilities including general telephone, front office enquiries, mail deliveries, assisting with stock control, supporting organisation of meetings, receiving and initial processing of standard paperwork.
2. Maintain, enter and retrieve data from the school's IT systems, such as the school's records system, including computerised student, staff and school records.
3. Maintain and update office records, enrolment data, diary records, and basic written records.
4. Support or coordinate the preparation of standard routine internal and external communication according to school procedures (e.g. form letters, newsletters).
5. Source basic data or factual information from given sources to support school administrative functions.
6. Coordinate the delivery of administrative services within the school.
7. In consultation with the Business Manager, determine and manage work priorities within the school office.
8. Develop and implement strategies to ensure effective administration procedures.
9. Manage client reception and office operations.
10. Liaise with school staff in regard to support requirements.
11. Support the first aid facilities and assist in delivering first aid to students.
12. Assist Business Manager with relevant tasks where required to meet deadlines.
13. Coordinate the implementation of requisitioning, purchasing and issuing procedures.
14. Coordinate and publish Compass events and activities, following up consent forms and payment where relevant.
15. Review family statements, reconcile and action outstanding items accordingly.
16. Maintain the school's financial records.
17. Prepare financial documentation and data for budget preparation.
18. Reconcile school spending against the school's budget.
19. Ensure all relevant financial reports are checked and any discrepancy is investigated and reported to the Business Manager.
20. Oversee staff absences.
21. Liaise with Creditors.
22. Ensure DET and school purchasing practices are adhered to.
23. Assist with the coordination of CRT's.
Who May Apply
Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.
Conditions of Employment
1. All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
2. Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.
3. A probationary period may apply during the first year of employment and induction and support programs provided.
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