Preparatory School Office Coordinator

2 weeks ago

Marion, Australia Westminster School Full time

Westminster is a leading coeducational, Early Learning to Year 12, day and boarding Uniting Church School. We
aspire to be the best school for an exceptional education, developing individuals of great character to achieve
more than they thought possible. We want Westminster to have a world class reputation, renowned for a
genuine focus on wellbeing, inspired by our values of kindness, resilience, mindfulness, curiosity,
courageousness and inclusivity.

**Position Name Preparatory School Office Coordinator**

**Area of School **Preparatory School Administration

**Employment Conditions**
37.5 hours per week for 42 weeks per year, as per Westminster School Inc.

Teaching Staff and School Assistants Enterprise Agreement 2021

**Key Relationships**

The Preparatory School Office Coordinator reports to the Head of Preparatory

School and works closely with other office staff and teachers.

The Preparatory School Office Coordinator is ultimately accountable to the
Principal, via the Director of Business Operations.

**_Position Objective:_**_ _

Westminster School’s performance and reputation are enhanced because of the highly effective and responsive
administrative support provided by the Preparatory School Office and because of the contribution to the
School’s desired culture and to School improvement initiatives made by the incumbent.

**_Position Overview: _**

The Preparatory School Office Coordinator provides a high quality, efficient and confidential professional

administrative support to the Head of the Preparatory School as well as the effective coordination of the

Preparatory School office staff, systems and events. The position promotes the development and maintenance

of a service culture within the Prep School office and provides administrative support to other management and

OSHC staff to enable the efficient operation of the Preparatory School.

**_Key Responsibilities _**
- Provide a high level of secretarial and administrative support to the Head of the Preparatory

School, including calendar management, organising meetings etc.
- Ensure efficient and effective administrative support for Prep School operations by (for example):

- Coordinating relevant Preparatory School activities, major events, meetings, programs,

assemblies, parent teacher interviews, information nights etc.
- Coordinating other Preparatory School activities such as photos, excursions, camps and

relief staff
- Providing administrative assistance to other Preparatory School staff.
- Maintaining the integrity of Preparatory School student records and ensuring data is

accurately recorded and up-to-date within the School
- Designing, preparing and updating relevant Preparatory School documentation,

information booklets, communications and assist with dissemination
- Coordinate the creation of the School calendar and management of events throughout

the year
- Assist with general office activities, such as mail-outs, reception and answering queries.
- Assisting with budgetary control by collating expense information, raising purchase

orders, processing payments
- Determining and implementing ways to improve the efficiency of Preparatory School

administration.
- Provide oversight, support and guidance to the Preparatory School Office administration team by
- Coordinating the Preparatory School Office workload
- Developing and promoting a service culture to provide exceptional customer service to

students, parents and staff
- Building teamwork within the Preparatory School Office.
- In conjunction with the Senior School Coordinator and other administrative staff, identify and

implement cross-School practices that increase the effectiveness, efficiency and consistency of

administrative procedures.
- Other duties that may be required from time to time, including
- Providing basic first aid to students if required

**_Key Selection Criteria: Qualifications, Skills and Experience_**
- Excellent administrative, organisational and time management skills
- Demonstrated experience in a similar role with supervisory responsibility for a small team
- Demonstrated high standard of proficiency in using information technology including: Microsoft

(SharePoint), database software (Synergetic), InDesign and the manipulation of date within and
- Well-developed written communication skills with the ability to write in a clear, accurate and easily

understood style
- Ability to model efficient and effective practices of information technology, including the

understanding of management procedures and file structures.
- Demonstrated ability to develop a service culture within a team.
- Current Provide First Aid Certificate is desirable
- Business related qualifications are desirable but not essential

**_Key Selection Criteria: Personal Qualities _**
- Demonstrated high level interpersonal skills to accurately and efficiently communicate with a

diverse range of staff, parents and students, including high levels of tact, initiative and

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