Administrative Assistant

Position Description

Administrative Assistant

About MACS

Melbourne Archdiocese Catholic Schools Ltd (MACS) aims to deliver an outstanding Catholic education that equips young people with the knowledge, skills, and optimism to go forward, live meaningful lives, and to enrich the world around them. MACS, the largest Catholic school employer in Australia, owns and operates approximately 300
Catholic schools in the Archdiocese of Melbourne, and is supported by a central enterprise function, of over 600 staff members.

The MACS Strategic Plan (MACS 2030: Forming lives to enrich the world) presents a challenging and inspiring vision of the educational experience that MACS seeks to provide for students in MACS schools. MACS’s Strategic Plan outlines the vision, the mission of Catholic schools in the Archdiocese, and the major objectives for MACS over the months and years ahead. Our organisational values of Integrity, Respect and Excellence require a commitment from all MACS employees to contribute to ensuring we uphold and support the objectives of the organisation.

About the team and role

The Catholic Mission and Identity (CMI) Team works in partnership with school leaders, teachers and parents to support Catholic schools within the Archdiocese of Melbourne to offer rich, deep and varied learning experiences that enable the faith formation of all members of the school community. We do this by focusing the team’s work in the areas of Formation, Religious Education and School/ Parish connection.

The Administrative Assistant will provide timely, high level administrative assistance to support the Catholic Mission and Identity team. This role will prepare correspondence, reports, and presentations for meetings, including updating and managing of online resources and communication.

Position Title Administrative Assistant

Reports To Director Catholic Mission and Identity

Directorate Catholic Mission

Direct Reports N/A

Key responsibilities of the role
- Prepare correspondence, reports, and presentations for meetings
- Provide support and shared leadership in event-planning for CMI activities
- Develop and maintain multiple spreadsheets/databases for the recording and reporting of information
- Contribute to the successful collaboration of the CMI team and key priorities
- Prepare and distribute agendas, take minutes and prepare action sheets for meetings
- Liaise with various suppliers for resources/services
- Support finance procedures through coordinating eReqs for the CMI team and liaising with the Finance team
- Maintain filing systems; electronic calendars, room bookings and organise meetings
- Support projects including communication, registration and filing of reports
- Perform other duties as assigned within your scope of practice/work

1 | Administrative Assistant Position Description

Key Selection Criteria
- Highly developed interpersonal skills including the ability to communicate effectively at all levels with internal and external stakeholders, including internal MACS staff, clergy, school principals, teachers and external agencies
- Strong written communication skills including the capacity to prepare and produce accurate documentation, including briefing papers, reports, presentations, meeting agendas, meeting minutes and spreadsheets
- Well-developed organising, planning and coordination skills with the ability to deliver on conflicting priorities
- High level experience using Microsoft Software packages, including Word, Excel, Access, PowerPoint,

Publisher, as well as experience with web-based products
- Ability to work well autonomously as well as within a team environment

Skills, qualifications and pre-requisites to undertake the role
Qualifications Appropriate qualifications in this field would be highly regarded

Professional membership or Not applicable
Accreditation

Previous Experience/s Broad prior experience in an Administrative Assistant or Personal Assistant role

Organisational values A commitment to the organisational mission, vision and values of Integrity,
Respect and Excellence and to the ethos, values and mission of Catholic education including alignment with MACS’s Child Safety standards.

Licenses Required Not applicable

Other requirements 1. An understanding of and commitment to the safety, wellbeing and protection of children, and therefore you: a. Must hold and maintain a current Victorian Working with
Children Check or be eligible to receive same upon joining the organisation. b. Alternative to holding a WWCC and NCHC, MACS will accept evidence and continued maintenance of a full and current
Victorian Institute of Teaching (VIT) registration.

2. You must also undergo and receive a clear National Criminal History
Check (NCHC) upon employment and during the course of your employment with MACS. All employees are required not to have been charged with, nor found guilty of any offence which would be incompatible with employment with MACS.

3. Willingness to take r