Administration Assistant

**Administration Assistant - Psychology
**OVERALL PURPOSE OF THE POSITION**
- To facilitate the smooth running of the Careers & Counselling Centre;- To liaise between the School Psychology Team, Careers & External Programs Department and other
- Departments and staff within the School;- To liaise with external providers to students seeking assistance through the School Psychology Team;
- To facilitate the effective operation of the School Psychology Service;
- to a critical incident; and- To provide professional administrative support to the School Psychology Team and Careers & External

Programs Department.

**PRIMARY DUTIES & RESPONSIBILITIES
**School Psychology Services**:
- Manage student attendance in Engage for those that sign in and / or sign out of School through the
- Careers & Counselling Centre, and those attending appointments;- Manage and maintain Time-Out Register of students nominated by School Psychologists;
- Triage of students requiring “time-out” from class - determine the needs of individual circumstances and
- supervision of those students;- Manage each School Psychologist’s diary through Outlook and other digital platforms
- co-ordinate appointments for staff, students, parents and external professionals; and
- schedule meetings for various teams within the School.
- Provide administrative support regarding the organisation of parent forums / seminars and meetings,

including liaising with Heads of Schools, BCPA and Facilities Co-ordinator;
- Assist in the maintenance and retrieval of information from Engage database, including student

academic reports, student attendance records;
- Taking minutes for meetings and interviews, and transcribing recordings of confidential interviews;
- Prepare Agendas for fortnightly JSSST and ICSST Meetings and distribute information to relevant staff;
- Update and maintain Intake list;
- Monitor and maintain School Psychology Services content of School Website, Portal and Intranet;
- Co-ordinate reception for critical incidents;
- Undertake correspondence for School Psychologists;
- Manage archive filing and file disposal for School Psychologists;
- Monitor and maintain psychological testing resources;
- Order psychometric test materials;
- Maintain a library of resources for students and families; and
- Assist the Head Psychologist to manage the budget for the School Psychology Team.

**Psychology**

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**Careers & External Programs Department**:
- Manage Dean of Careers + External Programs electronic diary through Engage;
- Manage student attendance for Careers appointments in Engage;
- Manage resources in the Careers Centre.

**CHALLENGES**
- Prioritising the workload for the position given the diversity of responsibilities and expectations and
- competing demands of staff, students and parents;- Managing a significant database of students to provide timely, up-to-date information whilst maintaining
- a high degree of privacy and confidentiality;- Supporting the effective operation of two distinct areas of responsibility;
- Providing high quality and effective administrative support; and
- Dealing with students and parents in complex situations.

**OPPORTUNITIES**
- The position will play a vital role in supporting the integrity and value of the School Psychology service,
- with opportunities to further develop skills and experience;- To provide effective support to a systematic and structured Careers Program;
- The position will be integral to maintaining up-to-date information and advice via the School’s database;
- and- The position has the opportunity for a person with initiative to review and continuously improve systems.

**DECISION MAKING**

**Independently**:

- As the first point of contact to the Careers & Counselling Centre, there is a need to identify students’
- needs and refer to the School Psychologists or Dean of Careers & External Programs for action;- Day to day responsibility for the administrative tasks of the School Psychology Service, and for
- prioritising workload in regard to criticality and importance;- Handling, at first instance, students and parents who are concerned or distressed;
- Responsible for the maintenance of an effective filing and archiving system and other related
- administration matters;- Responsible for accurately maintaining database information and running regular reports;
- Day to day coordination of the elements of the Careers Program and issues that arise, including liaison
- with students, parents and providers; and- Management of resources.

**With Input**:

- Determine key priorities for the position, in consultation with and as agreed with the Head Psychologist
- and Dean of Careers & External Programs;- Resolution of any issues arising from the programs provided by the School Psychology Service and

Careers Department.

**Recommends**:

- Advises the Head Psychologist and Dean of Careers & External Programs on the development and

implementation of effective administrative systems for