Location Profile
Information about Balwyn High School, its ethos, programs, the Strategic Plan 2021 - 2025, Vision, Values and Mission Statement can be found on our website: https://www.balwynhs.vic.edu.au
Selection Criteria
- Professionalism, Initiative, and Resilience
Demonstrated capacity to remain composed, proactive, and solutions-focused in a high-volume, deadline-driven environment; able to adapt to changing priorities, exercise sound judgment, and maintain a positive and collaborative approach under pressure. - Administration and Organisation
Proven capacity to manage multiple deadlines and competing priorities with accuracy and efficiency, demonstrating initiative in improving administrative systems and implementing digital solutions to enhance productivity. - Data Literacy and Systems Proficiency
Advanced knowledge of Excel (e.g. pivot tables, nested IF statements. Macros desirable.) with demonstrated ability to extract, analyse, and report on complex data sets. Proficiency with Compass, CASES21, and Department of Education systems desirable. - Communication and Stakeholder Management
Excellent written and verbal communication skills, and strong interpersonal and collaborative skills when diverse stakeholders, including the capacity to maintain confidentiality and discretion at all times. - Alignment with School Values
Commitment to Balwyn High School¿s values and to supporting a culture of excellence and continuous improvement consistent with the BHS Creating Futures vision.
Role
Balwyn High School is a large, high-performing Victorian government school renowned for excellence in learning, teaching, and leadership. Operating at a scale and standard comparable to leading independent schools, BHS continues to invest in exceptional people and innovative systems that support our Creating Futures vision.
The Senior School Administrator / VASS Coordinator provides high-level administrative and data management support to the Senior School Leadership Team. The position plays a pivotal role in managing all aspects of VASS and VCE/VET administration, ensuring the accuracy of student data and compliance with VCAA and Department of Education requirements.
This position requires exceptional attention to detail, data literacy, and organisational skills. The incumbent will lead the digitisation and improvement of Senior School administrative processes, enabling evidence-based decision-making and greater operational efficiency.
Responsibilities
1. VASS and VCAA Administration
- Manage all aspects of VASS (Victorian Assessment Software System) including student enrolments, subject changes, results entry, verification, and certification.
- Ensure accuracy and compliance with VCAA requirements for VCE, VCE-VM, and VET programs.
- Prepare, verify, and submit VCAA reports and audit data within required timelines.
- Liaise with VCAA, external RTOs, and internal staff regarding student results, enrolments, and course compliance.
- Maintain confidentiality and integrity of all senior school data.
2. Senior School Administration
- Provide high-level administrative support to the Senior School Leadership Team and Student Learning and Wellbeing Managers (Year Level Coordinators).
- Coordinate communications, documentation, and schedules relating to VCE and VET students, including exam timetables and reschedules, deadlines, and subject information.
- Supporting the scheduling and rescheduling of school based assessment
- Support the organisation of Senior School events such as information evenings, exams, and graduation ceremonies.
- Maintain and improve efficient administrative systems and digital workflows to support the Senior School¿s operations.
- Prepare letters, reports, and data summaries for internal and external stakeholders.
3. Data Management and Digital Systems
- Lead the development and implementation of accurate data management processes across the Senior School.
- Use Excel, Compass, and CASES21 to extract, clean, and analyse student data for enrolment, progress, and results tracking.
- Develop data dashboards and reports that assist in decision-making and resource planning.
- Identify data inconsistencies and work with staff to improve data quality and literacy.
- Contribute to the integration of AI and automation tools (e.g., Power Automate, SharePoint workflows) to streamline administrative tasks.
4. Stakeholder Coordination and Leadership
- Provide training and support to staff on VASS and related processes.
- Collaborate closely with Assistant Principals, Student Learning and Wellbeing Managers, and the Business Manager to ensure data-driven decisions are supported by accurate information.
- Liaise with students and parents regarding academic administration, results, and VCE compliance where appropriate.
- Model professional standards, initiative, and leadership in all interactions.
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
Position Tenure: 10/11/2025 - Ongoing, or 27/01/2026 - Ongoing (based on availability of the successful candidate)
Instructions
Applicants are free to structure applications in any manner they choose, but must ensure that the following are included:
- A specific response to each of the selection criteria. It is suggested that applicants limit their response to not more than 3 pages.
- The names and contact details of up to three referees who can provide information regarding the applicant in relation to the selection criteria.
Additional Requirements
- Tertiary qualification in Business Administration, Data Analytics, or related field (desirable).
- Current Working with Children Check.
- Availability to work occasional extended hours to support school events. (Time in Lieu applies per the Victorian Government Schools Agreement (VGSA) 2022).
Additional Information
- 10 weeks of paid annual leave during Victorian school holiday breaks.
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