Overview
Work Type: Fixed-term - Part-time
Salary: Salary not specified
Grade: Education Support - Level 1, Range 3
Occupation: Administration
Location: Melbourne - Northern suburbs
Reference: 1525275
Selection Criteria
- Demonstrated capacity in financial administration, including Accounts Receivable functions such as invoicing, receipting, debtor management and reconciliations, with a high level of accuracy and attention to detail.
- Demonstrated ability in human resources administration, including recruitment and payroll processes, with the capacity to maintain confidentiality, exercise discretion, and apply sound judgement.
- Demonstrated proficiency in using administrative and financial systems, including CASES21, eduPay and school management platforms (e.g. Compass).
- Demonstrated capacity to supervise or coordinate support staff, and to develop, implement and improve procedures and guidelines within the work area.
- Demonstrated organisational and time management capability, with the ability to prioritise tasks, meet deadlines, and identify and resolve discrepancies.
- Demonstrated highly developed interpersonal and communication skills, with the ability to work collaboratively with staff, students, parents/carers and external stakeholders, including managing sensitive matters professionally and contributing to a culture of continuous improvement.
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
Finance
- Administer school finances in accordance with Department of Education and Training (DET) guidelines.
- Manage and maintain family accounts, including billing, receipting, and follow-up of outstanding balances.
- Create and maintain Fee Codes
- Ensure charges are entered in a timely manner for all optional items and activities.
- Delete charges promptly on completion of activities and for exiting students.
- Regularly allocate/monitor unallocated funds.
- Process and reconcile banking daily.
- Manage and process family refunds as applicable.
- Manage payment plans and hardship arrangements in line with school policy
- Maintain accurate debtor records
- Process CSEF Applications online.
- Process and allocate CSEF monies promptly and according to DET guidelines in Cases21.
- Manage CompassPay receipting.
- Assist families with student finance queries and support.
- Undertake a range of basic finance investigation and research tasks.
- Manage the End of Year process applicable to the position.
- Coordinate the recruitment processes for all School Council employment including onboarding.
- Maintain staff records, contracts, and personnel files.
- Process school local payroll.
- Monitor staff leave entitlements and attendance records.
- Ensure adherence to relevant industrial agreements and policies
- Answer phone calls, and providing general information, direction, and advice to callers in line with school policy.
- Respond to enquiries at the student window in a friendly and professional manner.
- Maintain confidentiality of sensitive financial and personnel information.
- Assist contractors in the absence of the Facilities Manager.
- Provide keys in the absence of the Facilities Manager.
- Assist with school events, enrolments, and front-office support when needed.
- Prepare reports, correspondence, and documentation as required.
- Other duties as directed by Principal and/or Business Manager.
Human Resources
- Coordinate the recruitment processes for all School Council employment including onboarding.
- Maintain staff records, contracts, and personnel files.
- Process school local payroll.
- Monitor staff leave entitlements and attendance records.
- Ensure adherence to relevant industrial agreements and policies
Administrative Support
- Answer phone calls, and providing general information, direction, and advice to callers in line with school policy.
- Respond to enquiries at the student window in a friendly and professional manner.
- Maintain confidentiality of sensitive financial and personnel information.
- Assist contractors in the absence of the Facilities Manager.
- Provide keys in the absence of the Facilities Manager.
- Assist with school events, enrolments, and front-office support when needed.
- Prepare reports, correspondence, and documentation as required.
- Other duties as directed by Principal and/or Business Manager.
Who May Apply
Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.
Diversity and Inclusion
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.
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
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
Location Profile
Meadow Heights Primary School
Achieving the potential of all learners
School Values: Respect, Responsibility, Pride & Excellence
Meadow Heights Primary School was established in 1992. It is situated 4 kilometres north of Broadmeadows on over three hectares of attractively landscaped grounds. The school ground features several designated grass play areas, basketball courts, large, open courtyard and covered playground areas. In 2024, the school had an enrolment of 381 students who come from diverse cultural and low socio-economic backgrounds, a high percentage of students have English as an Additional Language and 3 percent are Aboriginal or Torres Strait Islander. The school has successfully met the challenges of its very diverse community and enjoys high parent approval.
At Meadow Heights Primary School (MHPS) we believe in providing a secure learning environment that inspires and challenges students to reach their full potential. At our school we believe in providing a secure learning environment that inspires and challenges students to reach their full potential. We aim to enable students to grow as responsible and respectful individuals who can make a positive contribution to the community. Our MANTRA is ¿Achieving the potential of all learners".
Meadow Heights PS has recently completed a school review and has developed a SSP for 2022to 2026. Areas of focus are:
- To improve the learning outcomes of all students. Reading & numeracy analysis and use of data and whole¿school, consistent approaches to curriculum planning, instruction, and assessment.
- To improve student engagement in learning across the school through the implementation and embedding of a school wide student voice and agency strategy.
- To further develop and embed authentic learning partnerships between students, families and community stakeholders. A continued focus on embedding the school¿wide positive behaviour program and emphasis on building positive relationships between home and the school, along with the general community to improve social and emotional wellbeing and attendance.
At MHPS teaching and learning is organised to best support the differentiated learning needs of students within a guaranteed and viable curriculum. Teaching and Learning Leaders build the capability of all staff to learn about and use collaborative high-quality teaching and learning practices, so students are engaged in learning experiences targeted at their point of need. All team members collaborate and have shared responsibility for the planning, implementation and assessment of the teaching and learning programs to improve student growth and outcomes. The school focuses on school wide positive behaviours to develop students¿ emotional, social and academic abilities so that they are confident, active and motivated learners. We continue to work to link families to the Meadow Heights Primary School Community Hub. This enables intervention and support to occur before children attend school and allows families to be supported in an ongoing manner. The school has completed a successful partnership with the Differentiated Support for School Improvement (DSSI) initiative to build teachers¿¿ and leaders¿ capacity.
The school currently provides additional programs/activities that cater for a variety of needs including:
- Digital technologies
-Turkish Language Program
- Biannual Concert/Tabloid Sports Evening
- Glee Club and School Band
- Student Leadership: Junior School Council, House Captains and Vice Captains
- Camps
- Excursions and in-school workshops and performances
- Inter-school sport and sports clinic
- Swimming
- Book Week, Education Week, Literacy and Numeracy Week
- Lunchtime activities
- Multicultural Dance Group
For the School Strategic Plan, Annual Report to the Community, Annual Improvement Plan and related information please refer to our website www.meadowheightsps.vic.edu.au