Administration / Enrolments Officer

Overview

Work Type: Fixed-term - Part-time

Salary: Salary not specified

Grade: Education Support - Level 1, Range 2

Occupation: Education and training

Location: Melbourne - Eastern suburbs

Reference:

Selection Criteria

SC1 Demonstrated capacity to perform duties consistent with established guidelines and frameworks, including coordinating and supporting others in respect to specific work functions relevant to the role.

SC2 Demonstrated capacity to work and collaborate with others in a team environment.

SC3 Demonstrated capacity to communicate effectively in a team environment, including high level oral and written communication skills.

SC4 Possess the technical knowledge and expertise relevant to the position.

SC5 Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area.

SC6 A commitment to professional learning and growth for both self and others.

Role

This role is over three days (Tuesdays, Wednesdays and Thursdays) from 8.00am - 4.00pm (22.8 hours total). Hours/Days are negotiable

An education support class position at this range will perform tasks that are carried out in accordance with guidelines, accepted practice, and school policy under supervision and direction. This may include coordination of other education support class staff within the work area or educational program.

An education support class position supports the educational services being provided to students but must not include duties of a teacher as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students can be required individually or in groups up to 4 in controlled circumstances and where the responsibility for students remains clearly with a teacher.

Certification and/or qualifications of up to three years can be required at this level (noting that Registered Nurse is not included at this level, the first level for which is Level 1 range 3).

A role at this range may include:

• Specific support tasks to achieve outcomes. Typically, this will involve accountability for a single function, (e.g. ensuring data is properly maintained) or the co-ordination of a work area under the direction of the principal or a manager.
• Assisting teachers, within an educational program, by undertaking specific support tasks or the coordination of the support function.
• Supervised health and wellbeing support tasks, medical intervention support tasks, or other specialised student/teacher support roles (e.g. enrolled nurses performing the role as described in schedule 3). These roles require specific qualifications and/or training, including roles where further training must be undertaken from time to time. The role is for a specific purpose, for which there will be direct accountability as opposed to support roles that are carried out by a range of staff performing routine tasks under direction.
• Technical tasks that require a sound knowledge of basic technical and/or scientific principles that are used to develop and adapt work methods and make judgements where there are clear guidelines and limited options. Routine technical support in libraries, science, and information technology would be typical examples.

An education support class position at this range commencing at the base will initially be limited to undertaking routine tasks that are carried out under close supervision and direction. Work that carries some degree of independence will generally involve a limited number of tasks performed on a regular basis where priorities are clear, procedures are well established, and direction is readily available. Subject to any specific qualification and/or training requirement, an education support class employee employed in this range may be progressively required to undertake coordination, specialised student/teacher support tasks, or technical tasks as experience in the role is gained.

Responsibilities

As our school¿s Administrative / Enrolments Officer, you will be a vital part of the educational support team, ensuring the smooth day-to-day running of our office and proactively supporting families, students, and staff. This role is ideal for someone who thrives in a dynamic environment, can confidently manage multiple priorities, and enjoys being the welcoming face of our school community.

Key Responsibilities

Administration & Front Office

• Act as the `face¿ of the school, warmly greeting students, visitors, families, staff and manage enquiries.
• Answer incoming phone calls and queries and coordinate communication across the school.
• Monitor and manage the Milgate general email account, ensuring timely responses and follow-up.
• Provide routine administrative support, including mail collection, deliveries and stock control.
• Maintain accurate records across the school¿s IT systems (CASES21, Compass, and school databases).
• Oversee student data and attendance processes, including absences, late arrivals, early departures, and follow-ups for unexplained absences.
• Support school census data and submissions in CASES21.
• Ensure the bell system and school-wide announcements are programmed and functioning correctly.
• Prepare and distribute assembly awards, certificates, and student recognition items.
• Support the First Aid Officer in providing first aid and administering student medication.
• Support finance administration staff, business managers and leadership team with general administrative tasks.
• Ensure compliance with DET policy and governance requirements.

Communication & Engagement

• Create, publish, and manage school events in collaboration with teachers and finance administrators, including event communications, reminders, child safety risk registers, attendance tracking, payment processing, and follow-up.
• Manage family notices and updates including but not limited to excursions, camps, curriculum days, and parent-teacher interviews
• Liaise with families to promote positive engagement in school activities
• Coordinate weekly parent communications (newsletters, updates, reminders) through school communication platforms
• Support School and Parents & Friends (P&F) events and communications
• Assist with marketing and promotional materials for enrolments, school tours, and community events (i.e. flyers, signage, QR codes, social media posts).

Enrolments & Transition

• Manage all student enrolments in CASES21, overseeing enrolment processes for international students, as well as monitoring the Student Insights and VISIT portals.
• Coordinate enrolment tours/interviews with new families and leadership team.
• Prepare and distribute enrolment packs, confirmation letters, transition information, and Compass login details.
• Maintain student filing systems, including archiving and custody restriction management.
• Forecast student numbers for future planning, sharing with relevant teachers and leadership team.
• Support new families with digital platform access and onboarding.
• Support foundation and Year 6¿7 transition, aligned with DET guidelines and the school¿s Transition Timeline.
• Keep updated and distribute resources and enrolment packs for interested families and feeder kindergartens.
• Assist with transition day programs and activities

Resourcing & Facilities

• Order and maintain school resources as required (i.e. stationery, staff room supplies, and additional student supplies)
• Oversee booking of school spaces and equipment, via compass.
• Coordinate student uniforms supplier information, liaising with suppliers and supporting families with ordering and sizing.

What We¿re Looking For

• Strong organisational skills and attention to detail.
• Excellent communication and interpersonal abilities.
• A calm, compassionate approach in a fast-paced, community-focused environment.
• Previous experience in administration (preferably in an educational setting).
• Previous platform experience in CASES21, Compass and Student Insights (ideal but not mandatory)
• First Aid certification (or willingness to obtain).

If you¿re a proactive, empathetic professional with a passion for student care and strong organisational skills, we¿d love you to join our friendly office team and help us create a safe, supportive environment where all students can thrive.

Who May Apply

Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

EEO AND OHS Commitment

Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.

The Department of Education is committed to the principles of equal opportunity, and diversity and inclusion for all. We value diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department. The Department recognises that the provision of family friendly, supportive, safe and harassment free workplaces is essential to high performance and promotes flexible work, diversity and safety across all schools and Department workplaces. It is our policy to provide reasonable adjustments for persons with a disability (see Workplace adjustment guidelines).

Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islanders from the Koorie Outcomes Division (KOD) via

Child Safe Standards

Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the department's exemplar available at:

DE Values

The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees, including those who work in Victorian Government Schools. Information on the department values is available at:

Other Information

Benefits of Working at Milgate Primary School

• Location & grounds - beautiful school grounds set in a parkland setting, providing a picturesque and peaceful environment for students and staff to learn and socialise
• Free onsite parking for employees, and surrounding streets
• Onsite canteen available to staff
• Passionate and friendly office team environment
• Professional development opportunities
• Converge Wellbeing Program
• DET Salary Packaging
• Milgate PS is a diverse and inclusive environment for all of its staff, where they feel welcomed, safe and respected.

Conditions of Employment

• All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
• Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.
• A probationary period may apply during the first year of employment and induction and support programs provided.
• Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at

Location Profile

Milgate Primary School is a vibrant, inclusive learning community located in the eastern suburbs of Melbourne, approximately 20 kilometres from the CBD. With an enrolment of 740 students, including 7 fee-paying international students, Milgate celebrates a rich cultural diversity, with 50% of students coming from a language background other than English.

As an authorised International Baccalaureate (IB) Primary Years Programme (PYP) school, Milgate is committed to fostering globally-minded, compassionate and reflective learners. The school¿s vision is to create a dynamic and inclusive environment where students are challenged to become inquirers, thinkers and caring individuals who contribute positively to a global society. The PYP¿s inquiry-based approach supports the development of critical thinking, intercultural understanding, and lifelong learning. Milgate¿s international outlook is further strengthened through its sister school partnership in China, which provides opportunities for collaboration and global education. The school values are: Inquirer, Knowledgeable, Thinker, Communicator, Principled, Open-minded, Caring, Risk taker, Balanced, and Reflective.

The school¿s professional and dedicated team of 84 staff members includes a Principal, 2 Assistant Principals, 3 Leading Teachers, a .4 Learning Specialist, 38 classroom teachers, and 11 specialist teachers in Performing Arts, Visual Arts, Physical Education, Mandarin, Library, EAL and Intervention and High Ability. An additional 21 integration aides support students with disabilities and those in learning support programs. Milgate also employs 6 office staff, 2 first aid assistants, 2 IT technicians and a library technician.

Leadership is a strong focus, with a collaborative leadership team comprising the Principal Class, Leading Teachers, Learning Specialist, Whole School Curriculum Leaders and Year Level Leaders who meet regularly to drive school improvement.

Milgate Primary School values community partnerships and encourages active parent involvement. With a focus on honouring diversity, student wellbeing and high-quality teaching, Milgate provides a nurturing and stimulating environment where all students, staff and families are supported to thrive.

Applications close Tuesday 2 September 2025 at 11.59pm

Posted

20 August 2025

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