Office Assistant

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 Office Assistant**

**Area of School **Early Learning Centre

**Employment Status **Permanent part time

**Employment Conditions**
Westminster School Inc. Teaching Staff and School Assistants
Enterprise Agreement

**Key Relationships**

The Office Assistant reports to the ELC Director and provides
assistance with a range of office duties under the direction of the ELC
Assistant Director. The Office Assistant works closely with staff and
liaises directly with students, parents, and prospective families.
Ultimately responsible to the Principal via the Director of Business
Operations.

**_Position Objective: _**
The Office Assistant provides general administrative support to the relevant School Office. The Office Assistant
is the first point of contact for students, parents, staff and visitors to the School and provides a high level of
customer service to support the effective operation of the School Office.

**_Key Responsibilities: _**
**1. Reception and Customer Service**
- Provide a customer service to students, parents, visitors, staff and prospective families requiring

assistance at the ELC Office.
- Respond to ELC enrolment enquiries from the first point of contact, through to the commencement

of a student in the ELC, and liaise with the Enrolments Team to facilitate the movement of future ELC
students through the pipeline.
- Maintain open communication with the Enrolments Team to help optimise enrolments for the School.
- Supporting the Enrolments Team to manage the ELC waitlists.
- Liaison with third party providers.

**2. Coordinate Absences**
Manage the daily student absentees on the School database by**:

- Recording of student absences***
- Checking submitting online absences and following up on any discrepancies***
- Contacting parents to determine absent student whereabouts***
- Recording all students on excursions/approved leave of absence***
- Ensuring all students are accounted for each day
- Checking with ELC Director regarding any anomalies.**
**3. Finance processes**
- Processing billing, purchase orders and invoices as required
- Maintain, monitor, and balance petty cash float
- Coordinate student loans of clothing and lost property.

**4. Administrative Duties**

Provide general administrative assistance, including**:

- Distribution of incoming mail, external and internal as required
- Maintain and order stationery and collate stationary packs and photocopy supplies for Preparatory School / ELC

staff
- General word processing, photocopying of documents, including booklets and programs
- First point of contact for ELC enquiries
- Identify optimal times for ELC tours and update the relevant information in Digistorm and on the Westminster
- Calendar- Assist to maintain future ELC student records in Digistorm
- Work collaboratively with the Enrolments Team to issue Offers of Enrolment
- Maintain and update student information for emergency procedures, and assist with coordination of Fire Drills.
- Assist other staff to prepare and maintain operations manuals for the Preparatory School / ELC Office and with

other activities as required.
**5. Other Responsibilities**
- Provide an initial pastoral care support service to students and families presenting at or calling the Office and

refer as appropriate and required
- Provide a communication link between parents and students throughout the day delivering messages or items

as necessary
- Support the relevant Head of School / ELC and senior staff as required
- Provide preliminary first aid to students who present in the office, or staff call in emergency situations
- Liaise with the School Nurses regarding students’ attendance at the Health Centre or in emergency situations
- Assist with stock control of First Aid kit and supplies
- Provision of office and reception assistance to other areas of the School as required.

**_Key Selection Criteria: Qualifications, Skills and Experience _**
- Demonstrated experience in providing excellent customer service in a busy and dynamic reception role
- Well-developed office administrative and organisational skills.
- Sound knowledge and understanding of office procedures and functions
- Excellent written and verbal communication skills.
- Sound organisational and time management skills.
- Demonstrated knowledge and experience in managing information in a database
- Provide First Aid certificate.

**_Key Selection Criteria: Personal Qualities _**
- Well
- developed interpersonal skills in communicating with students, teaching staff and pa