Location Profile
Office Manager- Warreen Primary School Respect, Excellence & Belonging Years F- 6Warreen Primary School is one of the newest schools in the Victorian Department of Education. We provide an amazing opportunity to build a school culture from the ground up with an experienced and passionate leadership team and dedicated school community. Warreen Primary School requires exceptional and passionate staff who are innovative, flexible, and confident in their ability to build the capacity of all members of the school community in order for the students to achieve their individual best learning and wellbeing outcomes. Our new school presents a unique experience in being part of creating a culture of educational excellence which will serve the young people of the Truganina community.
About the School:Warreen Primary School opened in January 2024. It is a co-educational school that forms part of a wider Truganina North Learning Precinct, which is situated with a secondary school and kindergarten on the same site. Warreen Primary has an administration and STEAM building, three learning neighbourhoods, community hub and portable buildings. Our environmentally sustainable campuses will include outdoor play and recreational areas for all age groups and interestsWe currently have approximately 640 students and expect to grow to approximately 850 in 2026.
Believe, Belong, BecomeVisionWe strive for excellence to be the best we can be. We believe in ourselves and each other. We are proud members of our school and of our community.
MissionWe have a respectful and supportive positive climate for learning, where every member has a strong connection and advocate. We embrace all aspects of learning to achieve academic, social and emotional wellbeing and excellence
ValuesWe strive to be the very best we can be through the values of excellence, respect and belonging to our school community.
ExcellenceWe are
brave, curious and
persistent, aiming to be the very best we can be in all aspects of learning, through individual and community action.
RespectWe are
kind and
respect ourselves, our school and each other. We show pride and kindness in all that we do at school.
BelongingWe care and show
responsibility for our community of learners, we
value our diversity, and are
proud of our school.
School Expectations:At Warreen Primary School, the expectation is that all staff are committed to collaborating to benefit students and their families.
Selection Criteria
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.
SC2 Demonstrated capacity to provide advice, collaboration and support to management and to develop procedures and guidelines relating to the work area. This includes the ability to navigate unexpected interruptions, quickly problem solve, demonstrating flexibility and resilience in a team environment that promotes a positive culture.
SC3 Demonstrated high level oral and written communication skills. This includes communicating effectively with a range of people including parents/carers, students, colleagues, members of the wider school community and key stakeholders.
SC4 Possess the technical knowledge and expertise relevant to the position, including Microsoft Office Suite and proficiency in the use of DE software programs and Compass School Management System.
SC5 Demonstrated capacity and interest in developing and maintaining OH&S practices and implementation of policy.
SC6 Demonstrated commitment to professional learning and growth for both self and others.
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
Attendance: Hours of work: 1.0 FTE Monday to Friday from 8.00am to 4.00pm throughout the school term.
As the `face' of our school greeting families, visitors, and taking calls. It is vital that you represent our school culture, our values and always are kind, respectful and hold the school in the highest of standards, ensuring excellence.
Administration
- Being the `face' of the school and representing our school culture.
- Answering phone calls
- Greeting visitors, families and general handling of enquiries
- Coordinating CRTs
- Collecting school mail
- Emergency Management Folder student contact details updates termly.
- Providing emergency lunches when required.
- Coordinate family volunteers to assist the school.
Enrolments
- Entering all Student Enrolments including international students into CASES21
- Ensuring new families receive Compass login details
- Supporting new families and students with access to digital platforms
- Ensuring all data regarding SFO and SFOE is correct and up-to-date
- Processing Student Data Transfers from CASES21 and Compass exits.
- Organising interview times for new families and the Leadership Team
- Maintaining our Student Filing system
- Archiving student files when required
- Managing all family access/custody restrictions.
- Forecasting of student numbers for following year
- Prepare documents for new enrolment information packs soft & hard copy
- Maintain updated student information records throughout the year
- Prepare enrolment confirmation letters and send out information packs including transition dates/Compass user codes & passwords
Communication
- Oversee the development and posting the Newsletter.
- Developing a Community Calendar each term
- Compass Newsfeed
- Distributing notes, information etc via staff Pigeon holes
- School posters and displays of important events
- Once activities are approved by school council add events/activities onto Compass
- School event calendar and events on social media
Transitions
- Follow and implement DET guidelines for Year 6-7 transitions
- Support Leadership Team in the whole school Transition Timeline
- Prepare resources for enrolments
- Provide hard copy enrolment packs to partnered kindergartens
Attendance
- Student absence, late arrivals and early leavers entry
- Follow up for unexplained absences and unmarked rolls
- Share relevant information with teachers and Leadership Team regarding factors which may impact regular attendance
First Aid
- Enter all first aid visits onto Compass and/or CASES21.
- Notify a member of leadership for any student wellbeing concerns.
- Administer student medication and maintain registers for regular and irregular medication.
- Follow up with teachers about regular visitors to first aid.
- Notify a member of leadership for any student wellbeing concerns.
- Excursions / Incursions / Activities / Camp medical requirements.
- Management of Anaphylaxis/Allergies and Asthmatic students.
- Stocktake and ordering of supplies with leader approval
- Make up First Aid Kit and re-stock staff kits termly or when required.
- Management of diabetic students.
Library
- Assist with processing library brooks.
- General organisation and cleanliness of the Burrow library, including shelving books.
- Assist in the ordering of new books and/or resources.
- Handling scholastic orders and distribution of issues.
Resourcing
- Maintaining and managing school resource supplies, (e.g. stationary, first aid, student supplies)
- Booking of resources, (e.g. rooms, technology)
- Other duties delegated by the Principal team and Business Manager.
OH&S
- Understand OH&S principles and assist Leadership with OH&S policies and procedures to ensure compliance
- Assist and maintain Emergency and Evacuation processes
- Assist Leadership with compliancy and risk management documentation for school activities
- Respond to OH&S concerns
- Conduct the Annual OH&S workplace inspection survey
GENERAL
- Have an in-depth knowledge of the OH&S practices (training is provided)
- Ability to learn, input and update data to various software packages, including AIMS, CASES21 and Compass
- Have a good understanding of a range of software applications including Outlook, Word, Excel
- Undertake learning modules related to role and responsibilities
- Advanced level of administrative and organisational skills with the ability to work independently as well as part of a team
- Be familiar with and comply with all School policies and procedures
- Be familiar, comply and promote Child Safe and OH&S regulations at all times
- Assisting with the key and fob register and provision to authorised personnel
- Determine and manage work priorities in consultation with executive leadership
- Other duties as directed by the Principal or Business Manager that are relevant to the field of responsibility
This position description describes in general terms the normal duties which the Accounts/Administration and OH&S Officer is expected to undertake. However, the duties described may vary or be amended from time to time without changing the level of responsibility associated with the position.
To find out more about Warreen Primary School please contact the Business Manager, Nicole Matthews on 7300 7100 or
[email protected]
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 [email protected]
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:
https://www2.education.vic.gov.au/pal/child-safe-standards/policy
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:
https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview
- 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 http://www.education.vic.gov.au/hrweb/Pages/default.aspx
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 http://www.education.vic.gov.au/hrweb/Pages/default.aspx