Work Type: Ongoing - Full-time
Salary: Salary not specified
Grade: Education Support - Level 1, Range 3
Occupation: Administration
Location: Melbourne - Western suburbs
Reference: 1548274
Why Join Barramayil Primary School?
Joining Barramayil Primary School provides a unique opportunity to be part of a foundation team and contribute to the development of a thriving school community. You will have the opportunity to help establish systems, build positive relationships with students and families, and make a meaningful contribution to the school's growth and success. We are seeking people who are adaptable, solutions-focused and enthusiastic about working in a dynamic environment where no two days are the same.
The successful applicant will demonstrate flexibility, initiative and a willingness to contribute across a broad range of administrative and operational functions to support the changing needs of the school community.
During the school's establishment phase, responsibilities may vary and evolve in response to operational priorities and enrolment growth. As the school develops and staffing structures expand, the role is expected to become increasingly specialised and clearly defined.
This position is ideal for an individual who enjoys variety, works well in a collaborative environment and is excited by the opportunity to help shape a growing school community.
About our Community and School
Barramayil Primary School is an exciting and dynamic new school to open in 2027 and is located approximately 35-40 minutes from the Melbourne CBD on the lands of the Wurundjeri Peoples. The school is part of an educational and sporting precinct in the suburb of Aintree in the west of Melbourne. We have provision for 700 students with many being able to walk or ride to and from school.
The school will be culturally diverse with over 50% of the Aintree population having a language other than English with the largest immigrant groups being Indian, New Zealander, Sri Lankan and Filipino. This diversity of our school will be a significant strength that enriches learning and strengthens relationships. By embracing and valuing our varied cultural backgrounds, experiences and perspectives within our school, we will foster greater understanding, empathy and respect among the students and staff. The diversity positively shapes our culture, helping to create an inclusive environment where all individuals feel seen, respected and valued and where differences are celebrated as a source of learning and connection.
There are key design features or our school which make explicit connections to the land and pay respect to the Wurundjeri people. This will play a significant role in our school culture and ways of working moving forward.
Our school will be supported by a range of high-quality fit-for-purpose learning spaces that enhance and enrich student learning. Specialist spaces, including a full-size gym, student kitchen, art and performing arts spaces, break out learning areas, sensory rooms, library and STEM spaces surrounded by Indigenous gardens provide diverse and engaging environments where the students can explore, create, collaborate and extend their thinking. These spaces are intentionally designed to support different learning needs and styles fostering deeper engagement and enabling hands on learning that compliment and strengthen classroom programs.
Our school¿s vision is to nurture children who care deeply, act courageously, commit wholeheartedly and contribute meaningfully to their community.
At Barramayil Primary School we know that it takes a village to raise a child. Our school¿s mission is to empower students through meaningful learning experiences, strong relationships, and opportunities for service. We recognise that raising a child is a shared responsibility, and we¿ll work together as a community to nurture compassion, courage, commitment and a sense of purpose.
Our values are: Care, Courage, Commitment and Community.
At the heart of our brand-new school is a rare and exciting opportunity: to shape something from the ground up¿and the people who join us will define what it becomes. We are seeking individuals who lead with care, value community, show deep commitment, and act with courage. These are the people who will set the tone, model our expectations, and help build a culture where every student and colleague feels supported, challenged, and inspired.
Please ensure you read "Other Information" below for information on how to submit your application
1. Administration, Organisation and Technical Capability
Demonstrated ability to provide high-quality administrative, enrolment and financial support in a busy school environment, including the capacity to manage multiple priorities, maintain accuracy and attention to detail, and effectively utilise Microsoft Office and school-based systems.
2. Communication, Customer Service and Community Engagement
Highly developed interpersonal and communication skills, with the ability to build and maintain positive relationships with students, families, staff, community members and external providers, while delivering professional, responsive and customer-focused service.
3. Teamwork, Adaptability and Professional Conduct
Demonstrated ability to work collaboratively and independently, exercise initiative and adaptability in a dynamic and evolving environment, and uphold professional standards including confidentiality, child safety and a commitment to fostering a positive and inclusive school culture.
Role Purpose
The Administration Officer (enrolments, finance & Community Engagement) provides comprehensive administrative, financial and operational support to ensure the efficient day-to-day functioning of the school. As a member of a newly established school community, the Administration Officer will demonstrate flexibility and adaptability, undertaking a broad range of responsibilities to support the school's establishment and growth.
The position is responsible for a range of specialist administrative functions including enrolments and transitions, first aid administration, accounts receivable and payable, excursions, front of house duties and allied health/facility hire coordination. The role requires a high level of organisation, initiative, confidentiality and customer service while working collaboratively within a busy school environment. The position also provides informal mentoring, guidance and support to other administration staff, contributing to the development of consistent office practices and efficient school operations.
As Barramayil Primary School continues to grow, responsibilities may evolve in response to changing operational needs. During the establishment phase, the successful applicant will be expected to assist across a variety of administrative and support functions as required. As enrolments increase and organisational structures mature, the role is expected to become more refined and specialised.
Key Responsibilities
Reception and Front of House
Provide a welcoming and professional first point of contact for students, families, staff and visitors.
Respond to telephone, email and face-to-face enquiries.
Manage visitor sign-in procedures and maintain visitor records.
Assist with student attendance processes, late arrivals and early departures.
Coordinate and distribute school communications to families.
Maintain confidentiality and exercise discretion when handling sensitive information.
Enrolments & Transitions
Coordinate the school's enrolment processes from initial enquiry through to student commencement.
Organise, process and maintain enrolment documentation, student records and confidential information.
Facilitate enrolment interviews, school tours and information sessions for prospective families.
Ensure student data is accurately entered, maintained and updated within school administration systems.
Liaise with families regarding enrolment requirements, documentation and transition arrangements.
Support transitions for students entering, exiting or transferring between schools, ensuring all required documentation is completed.
Prepare enrolment and transition reports, correspondence and information packs as required.
Monitor enrolment trends and maintain accurate records to support school planning and reporting requirements.
First Aid Administration
Provide routine first aid to students and maintain first aid records.
Contact parents/carers regarding student illness, injury or collection requirements.
Administer and store student medications in accordance with school policies.
Assist with the maintenance and implementation of student medical management plans.
Monitor and replenish first aid supplies and equipment.
Accounts Receivable
Process parent payments, receipting and debtor management.
Manage school fundraising and event payments.
Reconcile payments received through Compass and other payment platforms.
Follow up outstanding payments and maintain accurate financial records.
Accounts Payable
Support the Business Manager with the Accounts Payable Process.
Liaise with suppliers regarding orders and deliveries.
Maintain accurate purchasing records and documentation.
Ensure purchasing procedures comply with Department and school requirements.
Excursions and Events
Coordinate administrative requirements for excursions, incursions, camps and school events.
Prepare Compass events, consent documentation and payment information.
Maintain excursion records and ensure compliance with Department requirements.
Support staff with planning and administrative processes associated with school activities.
Allied Health/Facility Hire
Manage bookings, schedules and communications related to Allied Health visit requests.
Coordinate facility hire enquiries, bookings and access arrangements for approved users of school facilities.
Act as the primary contact for facility hirers and manage hire agreements, schedules and associated documentation.
Support invoicing and record keeping for facility hire activities.
Coordinate communication between facility hirers and relevant school staff to ensure successful use of facilities.
Ensure allied health and facility hire processes comply with school and Department requirements.
General Administration
Provide day-to-day guidance, training and support to Education Support staff within the administration team, including induction of new staff and sharing of administrative procedures and processes.
Support consistency in administration practices and contribute to the development and documentation of school office processes.
Work collaboratively with the Business Manager to support the effective operation of the administration team.
Prepare correspondence, reports, newsletters and other documentation.
Maintain filing systems, databases and records.
Contribute to the efficient operation of school office systems and procedures.
Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position are invited to apply.
Essential Requirements
Current Working with Children Check (Employee).
Current Level 2 First Aid qualification or willingness to obtain.
Commitment to Child Safe Standards and Department of Education policies.
Desirable
Previous experience in a Victorian Government school.
Experience using Compass, CASES21, eduPay and school finance systems.
Experience in school enrolment administration and financial processes.
This role plays a key part in ensuring the smooth operation of the school by providing exceptional service to students, families and staff while managing critical administrative, financial and wellbeing functions
The department is committed to diversity and inclusion and developing a workforce that is representative of the community we service. We value diversity and inclusion in all forms - culture, gender, religion, ethnicity, LGBTIQA+, 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 safe, respectful and inclusive workplaces is essential to high performance and promotes flexible work and diversity across all schools and Department workplaces. It is our policy to provide reasonable adjustments for staff with disability (see Workplace adjustment guidelines).
Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islander candidates from the Koorie Outcomes Division (KOD) via [email protected]
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.
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
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
Important - Video Response Application Requirements
To apply for a position at Barramayil Primary School, please submit the following:
1. A comprehensive CV with at least 3 references as well as a cover letter (maximum 1 page) addressed to the Principal and submitted on School Jobs Victoria attached to this job vacancy, outlining:
Why you are interested in working at Barramayil Primary School?
What you would bring to our learning community?
2. A video response (maximum 3 minutes) addressing the following prompt:
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"Demonstrate how your experience and approach to work reflect our three Key Selection Criteria. Share examples that demonstrate your administrative, organisational and technical capability; your ability to foster positive relationships and engage effectively with students, families and the wider school community; and your capacity to work collaboratively, adapt to changing priorities and uphold professional standards in a dynamic school environment."Your video should reflect your:
Experience and capability in administration, enrolments, finance, customer service and the effective use of relevant systems and technology.
Professional values and your ability to build positive relationships with students, families, staff and the wider school community, in alignment with our collaborative, student-centred and community-focused approach.
Ability to work effectively both independently and as part of a team, demonstrate adaptability and initiative, and contribute to a positive, inclusive and welcoming school culture.
Email your video link to: [email protected] by the application due date.