Administration Assistant

**Administration Assistant - English
**OVERALL PURPOSE OF THE POSITION
- To provide professional administrative support to the English Department.
- To be a liaison between the English Department and other Departments and staff within the School.
- To facilitate the smooth running of English Department programs of events both individual

Departmental events and joint ventures.

**PRIMARY DUTIES & RESPONSIBILITIES
**- Provide administrative and secretarial support as required to the English Head of Department and

Assistant Coordinators. This may include: the administration of teaching programs and resources,
supporting assessment task distribution and collation, maintaining records, supporting the
maintenance of mark books and reporting.
- Provide administrative and secretarial support as required for English co-curricular programmes (e.g.

Noteworthy, English Access, Creative Writing Club)
- Preparation of Minutes and other resources for dissemination as required for English Department

Meetings.
- Coordinate the bookings of meeting rooms and other English classrooms in the Kefford Building

(Levels 3,4 and 5)
- Attending to staff professional development administration.
- Asist students with general enquiries (e.g. meeting their teacher outside of class, students submitting
- work to their teacher)
- Attending to the resourcing of the English Department, such as:

- Ensure all textbooks prescribed are ordered in collaboration with the relevant Assistant Co
- ordinator and ready for use in Term 1 each year or at point of need.
- Maintain teacher resource library on Level 5
- Manage provision of supplies including stationery, kitchen, catering, print room requests

and Common Room deliveries.
- Ensure printers on Level 4 and 5 are running efficiently for staff. Liaise with IT Central and

Konica Minolta to resolve difficulties. Ensure paper, toners and staples are in stock.
Ensure toner waste cartridges are disposed of correctly.
- Liaise with maintenance when maintenance or cleaning work is required.
- Ensure large (blue lid) recycling bin is replaced as and when required. Act as go-to person

for Middle School students attending to recycling duties.

**SPECIFIC AREAS OF RESPONSIBILITY**

**Accounts / Budget**
- Order requisitions and reconcile accounts.
- Allocate expenses against relevant budgets.
- Coordinate rechargeable items for student billing, for expenses incurred outside budget allocation.
- Coordinate payments of invoices through Engage Finance and the Finance Services Department.

**English**

***
- Assisting with the Capital Expenditure budget in terms of sourcing quotes from providers and attending

to organisational matters in relation to projects.
**Functions/ Events**
- Assist in the coordination and arrangements for a range of Departmental events including:

- Excursions and Incursions.
- Other events as required by the English Department.

**Other**

There will be other duties that the Headmaster and/or the Head of Department may from time to time require.

**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.
- Providing high quality and effective administrative support for all areas as required.

**OPPORTUNITIES
- The position has the opportunity for a person with initiative to review and continuously improve

systems.
- The position will be integral to maintaining up-to-date information and advice via the School’s

Information System (SIS).
- The position will be an integral player in the English Department with opportunities to further develop

skills and experience.
- Day to day responsibility for the administrative tasks of the English Department and prioritise workload

in regard to criticality and importance.
- Responsible for the maintenance of an effective filing system and other related administration matters.
- Management of correspondence on behalf of the Head of Department.
- Coordination of relevant events in the school’s calendar.

**SKILLS AND KNOWLEDGE ESSENTIAL TO THE JOB
- Experience in providing administrative support at a senior level.
- Advanced administration skills in an educational context.
- Excellent interpersonal, oral and written communication skills, particularly with students and parents.
- Expertise in the use of information technology, across the Microsoft Suite and Barker Blended Learning
- Superior typing skills.
- Competence in the use of organisational database systems, including the capacity to develop strong

skills in the use of the School’s SIS system, including reporting. Some computer-based account coding
and report generating knowledge is desirable.
- Excellent organisational skills including electronic and paper-based file management.

**English**

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- Ability to coordi