Administration Assistant

**Permanent, Full-Time**:
**O**verview of the role**:
The Administration Assistant will work collaboratively with the relevant Head of School / Department and a dynamic team to maintain the day-to-day running of the relevant School / Department. This role is responsible for providing a broad range of high-quality administrative support in order to meet the needs of the School. Each day is varied and busy, requiring the ability to prioritise responsibilities and manage a range of different activities to ensure the needs of our students and their families are met.

This position will be one of the main contacts for incoming parent queries and will be responsible for engaging positively and professionally with parents and students, providing relevant information and advice in order to ensure the smooth running of the School. Professionalism, positivity, and a calm attitude under pressure must be maintained as well as the ability to maintain high levels of discretion and confidentiality in all circumstances.

The role requires excellent organisational and interpersonal skills, attention to detail, and the ability to liaise with a broad range of the School's community members.

Initially the role holder will work full-time hours during term time and one week per each non-term time period.

**Key priorities**:
The position responsibilities are summarised in the following areas:

- Act as the liaison point between students, the Head of School, Year Coordinators and the Head of Teaching & Learning.
- Perform a range of administrative tasks and functions that assist in the coordination of daily routines as appropriate and as requested/directed by the Head of School.
- In consultation with internal stakeholders, complete and distribute the weekly correspondence to parents.
- Provide administrative support, assist with event coordination and attend key School events such as weekly assemblies, parent/teacher conferences, vaccinations camps and other school events. This will include, but not be excluded to, coordinating bookings, generating applicable correspondence, etc.
- Foster strong, ongoing positive relationships with all students, parents and staff.
- Provide administrative and operational assistance (including relief for Reception, Junior School Office, Student Office and similar) across the School to meet functional requirements and uphold the reputation of Wenona.
- Update and maintain information on the School's internal portal and the website.
- Provide support to the allocated Head of School / Department, as requested. This may include diary support.
- Administer and support the relevant Head of School / Department's coordination of critical incidents (evacuations, lockdown, etc.)
- Willingness to develop an understanding of the operational aspects of administration within an educational or corporate environment.
- Maintain an awareness of practices in areas relevant to this position and support the function's efficiency and effectiveness, whilst considering the broader impact across the School.

**Education and Experience**:

- Graduate degree or relevant administration qualifications.
- Well-developed business writing skills with experience in producing marketing communications.
- NSW Paid Employee Working with Children Check.
- Experience of using a data management system will be highly regarded.
- Experience working within a school environment is desirable.

**Personal Attributes**:

- Strong verbal and written communication skills, high level of attention to detail and excellent interpersonal skills.
- Calm, professional, positive demeanour at all times, especially when under pressure.
- Flexibility to accommodate the change in reporting lines, working hours and desk location that are likely to occur in this role in order to meet the needs of the School.
- Efficient time management and organisational skills.
- Ability to prioritise personal workload and to work simultaneously on multiple projects/events.
- Ability to use tact, discretion, and confidentiality at all levels of contact with community and staff.
- Adaptability and willingness to support the culture and values of the School.
- Passionate about working in a collaborative work environment, developing positive relationships with colleagues and stakeholders to achieve shared goals.
- A sense of humour.

**General conditions of the role**:

- **Award/Industrial Instrument**:Independent Schools NSW (Support and Operational Staff) Multi-Enterprise Agreement.
- **Classification & Pay**:Clerical and Administrative Staff Level 2-3 dependent on qualifications and experience.
- **Hours of work**:Permanent, Full Time, Monday to Friday term time plus one week of each non-term time period, which may change based on the needs of the School. Daily hours will generally be 8.00am to 4.00pm, but flexibility will be required due to the nature of the role
- **Reporting Line**: All positions report to the Principal
- **The line manager for this position is**: EA