Executive Assistant

1 month ago

Melbourne, Australia Schools (Government) Full time

Location: Melbourne | Western Metropolitan

Job type: Full time / From 18/03/2024

Organisation: Schools (Government)

**Salary**: Salary not specified

Occupation: Administration/Secretarial

Reference: 1403685

**Selection Criteria**:
1. Capacity to undertake routine support tasks across a range of functions within a school environment.
- 2. Demonstrated ability to cooperatively work with and communicate effectively with members of the school community including students, staff and families and the ability to always maintain high level confidentiality.
- 3. Demonstrated proficiency in the use of office systems, software or technical equipment relevant to the position.
- 4. Demonstrated capacity to plan, organise and manage functions of the school.
- 5. Commitment to continuous improvement in personal practice and professional learning.

**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 mínimal 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**:
The position of Executive Assistant to the Principal is a varied and exciting role. Whilst the responsibilities may be varied; the below list, in line with the range 3 description, is not an exhaustive one.
- Manage the Principals diary, and monitor meetings and other activities to maintain daily schedules.
- Filter and manage information to and from the Principal's office and redirect information or correspondence to staff where appropriate.
- Manage highly confidential matters on behalf of the Principal.
- Draft routine correspondence for the Principal¿s signature including external letters of appointment, internal appointments, special allowances, references, leave confirmation, panel reports etc.
- Open and filter incoming correspondence addressed to the Principal
- Attend executive meetings, prepare materials, minute taking and distribution of agenda, minutes etc.
- Filing of staff correspondence into personal files.
- Coordinate functions - preparing and tidying the conference room for events and conference room booking¿s. Book venues and technical requirements for presentations, awards nights, strategic planning and professional development days.
- Greet visitors on behalf of the Principal and provide refreshment
- Be responsible for the school newsletter being produced each fortnight including a welcome newsletter (within the first week of school) and a summary newsletter in term 4.
- Manage the school website ensuring current information is updated.
- Manage the school calendar on Compass and ensure communication with staff, students and parents concerning events, excursions etc. are communicated in a clear and concise manner.
- Arrange for advertising boards, posters, name badges, pigeon holes and induction folder.
- Key distribution
- Support with the new enrolment process and transition days.
- Provide req

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