Executive Assistant

Job posted: 31/05/2024

Location: Melbourne | Northern Metropolitan

Job type: Full time / From 15/07/2024

Organisation: Schools (Government)

Salary: Salary not specified

Occupation: Administration/Secretarial

Reference:

SC1 Demonstrated high level of competency and understanding of DET software systems, including CASES 21 Finance and HR/Administration and associated internal controls, policy, procedures, guidelines and conditions relevant to school-based staff.

SC2 Demonstrated experience and skills in undertaking accounts payable and receivable, sundry debtors and preparation of profit and loss statements, with a capacity to perform duties consistent with established guidelines and frameworks.

SC3 Demonstrated capacity to work collaboratively in an Administration team, including the ability to support others in their role, as well as the ability to work independently.

SC4 Demonstrated high level organisational skills, high level written and verbal communication skills, including the capability to deal with complex issues and the capacity to prioritise workflows, necessary to support a busy school setting and its business practices.

SC5 Demonstrated ability and experience in a school environment to provide administrative and professional support to the Principal and the Principal Team in the operations of the school. Or demonstrated experience in an Executive Assistant or Office Manager type role.

This role will provide the successful applicant the opportunity to work across a number of areas within our School. The successful applicant will need to be well organised, have the ability to seek and find, and to support the development of best practice by assisting in the areas of finance and administration of a government school. This role involves working closely with the Principal and Business Manager. The allocation of specific responsibilities will ultimately be determined by the operational needs of the school and according to the best match of skills and experience to achieve the best outcomes for the wider Community.

Providing general support across a range of functions, the role provides scope for specialisation in the areas of Finance, Human Resources and Executive Administration, encompassing an extensive knowledge of school administration tasks.

As well as attending to the associated duties assisting with the day-to-day business operations of the school, specific roles will involve:

The ability to manage multiple tasks and be able to work independently and within a team, including working closely with the Principal and Business Manager. Personal qualities of objectivity, sensitivity and integrity, along with strong levels of initiative and communication skills, will be required.

Hours of work will be 7.6 hours between 8.15am and 4.36pm Monday to Friday (38 hour week).

The Executive Assistant role will have the overall responsibility for professional and confidential administration support to the Principal Team. It is expected that they will provide a high level of customer service and logistical support in the preparation of all materials and documentation required by the Principal ensuring DET guidelines and policy are referenced and adhered to in all operations.

o Provide administrative support to the school including the preparation of correspondence, reports, memoranda, notices, routine letters, and invitations on behalf of the school

o Assist in the preparation of reports and presentations including proofing and editing

o Prepare research and/or gather relevant data on specific directed topics to enable the principal to respond to issues and/or write reports

o Compile agendas, assemble papers for meetings, and distribute to members

o Act as minute secretary for Executive Team and LCC meetings as directed by the Principal

o Assist with the planning and organising of school events

o Manage the Principal¿s calendar of appointments, keeping the Principal well informed of upcoming commitments and responsibilities

o Provide HR administrative support to the Principal with Time in Lieu process, Annual Staff Leave Application Process and recruitment of replacement staff via DE ROL

o Provide Governance administrative support in relation to DE Policies/School Review and Data accountability

o General document management as per DE file retention guidelines i.e. Projects

In consultation with the Business Manager/Finance Manager, the successful applicant will have an excellent understanding of financial practices and internal controls across a number of areas which may include Student Resource Package (SRP), and be able to provide assistance, as required, on the day to day operations of the School accounts including procurement, taxation requirements, monthly Business Activity Statements, CASES 21 bank reconciliations, FBT reporting, accounts receivable and accounts payable and sundry debtors by ensuring that any financial functions of the school are effectively accounted for by using Best Practice according to Treasury regulation.

General finance tasks would include accounts receivable and accounts payable and school asset administration utilising Cases21 and Compass/CompassPay software.

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

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:

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:

A specific response to the key selection criteria and position details. Preferably no more than one criterion per page, size 11 Arial (or equivalent) font where possible.

Please attach applications including:

1. A cover sheet providing contact information including home address, email and phone number as well as the phone number of the work address at which the applicant can be contacted.

2. A CV with a summary of experience and qualifications.

3. Specific Key Selection Criteria response

4. The names, email addresses and contact details for three referees who can provide information regarding the applicant in relation to the key selection criteria.

For ease of handling by the school, all documents (cover letter, cv and key selection criteria responses) can be saved as one pdf and uploaded to Recruitment Online. Please also ensure that your name is included in the header of each document.

All applicants should ensure that their personal profile on Recruitment Online is up to date.

• 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