Administration Assistant

**Permanent, **Part Time**

Wenona values professional services staff who demonstrate a positive and proactive approach to their work and have a willingness to participate fully in the life of the School. We look for enthusiastic, dedicated and capable staff who demonstrate initiative, good humour, and professional behaviour and support the values and aims of the School as a global learning community.

This position reports to the Director of ICT.

**Overview of the role**

The position has primary responsibility for providing administrative support to the Director of ICT and wider technology team. The position holder will work closely with a range of academic and professional services staff and external suppliers to support the work of the technology team.

The position holder achieves this by proactive and well executed administrative and logístical support, providing timely and accurate invoice processing, diary management, document production and coordination with staff and external suppliers.

The Administrative Assistant will have the capability to do many things at once and can change plans often and easily, as well as being able to concentrate on multiple events happening in and around their workspace.

The position also contributes to the maintenance of a positive internal culture where service, integrity, kindness and humour are valued.

**Key responsibilities**
- Timely processing of supplier invoices, raising of purchase orders, ordering software and equipment according to established approval processes, and responding to enquiries from suppliers and staff regarding procurement requests and renewals.
- Supporting the Director of ICT in preparing and tracking the department budget.
- Timely and accurate entry and/or approval of routine data changes in IT systems, for example, family contact details.
- Drafting, formatting, and sending reports and correspondence as requested.
- Coordinating appointments for key team members with other staff and suppliers.
- Performing routine system administrative tasks such as data exports, uploads and rollovers.
- 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.
- Maintain an awareness of contemporary practices in areas relevant to this position and critically assess processes and activities, identify opportunities for improvement in service, efficiency and effectiveness and implement as appropriate.

**Education and Experience**
- Qualifications in Business Administration or similar.
- Minimum of 2 years’ administration experience, preferably in an educational setting.
- Intermediate to advanced MS Office skills, including ability to produce complex documents (mail merge, table of contents) and Excel (pivot tables, formula’s).
- Experienced with a data management system (Synergetic or similar), customer relationship system and portal/web front end maintenance.
- Current NSW Working with Children Check and COVID Vaccination Certificate.

**Personal Attributes**
- A great communicator.
- Attention to detail and an awareness of the bigger picture.
- Strong organisational abilities.
- Ability to do many things at once and can change plans often and easily, whilst maintaining a calm and professional demeanour.
- Committed to establishing relationships, shared connections and ensuring harmony between people.
- Resilient and self-driven problem solver, with exceptional attention to detail.
- Ability to concentrate on multiple events happening in and around their workspace.
- Evidence of and commitment to continuing professional development
- Patience and a good sense of humour.

**General conditions of the role**
- **Award & Classification**: Independent Schools NSW (Support and Operational Staff) Multi Enterprise Agreement 2021. Clerical and Administrative Staff, Level 3
- **Hours of work**: Permanent, full-time Monday to Friday. Daily hours will generally be 8.00am - 4.00pm (including 30 mins unpaid lunch break)
- **Reporting Line**: All positions report to the Principal.
- **The line manager for this position is**: Director of ICT.
- **Professional Learning**: You will be expected to attend and contribute to all staff professional development days and requirements as outlined in the School’s calendar.
- **School Holidays**: Annual leave should only be taken during the student holiday period. The School has mandatory closure between the Christmas/New Year period (10 days) and you will be expected to take this time as annual leave
- **Parking**: There is no car parking provision for this role.
- All employees at Wenona School must comply with current Public Health Orders pertaining to COVID-19 vaccinations. All must be double vaccinated for COVID-19 or able to meet the exemption criteria as determined by NSW Health

**Application process**

Please direct any questions or enquiries to Ms Danie