Pre-School Administrator

Pre-School Administrator

Posted by West Hawthorn Preschool Inc on 16 Nov 2025

Organisation

West Hawthorn Preschool Inc

Closing date

Primary role

Administrator

Position type

Part-time

Location

Hawthorn

State

VIC

About the Centre/Service

West Hawthorn Pre-school is a non profit community-based, sessional kindergarten. We provide two programs for 3-Year-Old and two programs for 4-Year-Old children. Established in 1947, West Hawthorn Pre-school has been providing enriching learning experiences for over 70 years. We are a friendly, caring and respected, not-for-profit, pre-school and can be found nestled amongst the peaceful and leafy surrounds of Smart Street Reserve. Our programs are based firmly on the philosophy that children's work is play. We strive to ignite joy, curiosity, persistence and resilience in our children and to foster each child's self esteem in a relaxed and stimulating environment. West Hawthorn Pre-school is committed to Child Safety and Wellbeing and we have policies in place to ensure the wellbeing of our children. We have zero tolerance to child abuse. We embrace diversity, celebrate uniqueness, and respect children and families from all backgrounds. West Hawthorn Pre-school is proud of its excellent reputation and at our last assessment in 2022 was assessed as 'Exceeding the National Quality Standards' across all 7 Quality Areas.

Work Days of the Role

Flexible - 3 days per week

Hours of Work of the Role

Flexible - 12 hours per week

Description

West Hawthorn Pre-School is seeking an Administrator to assist with the efficient running of the kindergarten.
The pay rate for this position will be Level 5 of the Clerks Award ($32.45 per hour).
The successful applicant will have excellent interpersonal skills and an ability to communicate effectively and collaborate with fellow teachers and educators, children and families, the Committee of Management and other stakeholders. They will be highly organised and preferably will have a solid knowledge of early childhood education, with demonstrated ability to work with the team to deliver an early childhood program.
We welcome applicants who are community-minded and may be balancing parenting responsibilities. We offer genuine flexibility across the school term and school holidays to support this.
Key duties of the Administrator will include:
Perform key administration duties, including preparation of reports, filing, maintaining information and administrative records to ensure efficient running of our Kindergarten.
Ensure the centre submits and complies with all applicable funding requirements including responsibility for data in systems such as Arrival.
Assist in employee onboarding and maintain personnel files of all staff including management of leave requests and expense reimbursement.
Ensure fees are collected consistent with fee policy.
Operate within the budget allocation and financial policies and procedures of WHPS.
Manage bulk enrolment process in September and October, liaising with the Committee Enrolments Officer, to facilitate the rollout and management of enrolment documentation to new families including enrolment forms, fee paperwork and other documentation
Maintain child enrolment records and emergency contact lists, liaising with kindergarten families throughout the year.
Assist with ad hoc enrolment enquiries and procedures.
Ensure all centre communications streams are maintained and up-to-date, including notice boards, policy folders, and WHPS external website.
Prepare family surveys as required, analyse results and report to the Committee as required.
Purchasing of supplies for the ongoing resourcing of our programs. For example, arts & crafts, cleaning and kitchen supplies.
Assistance with printing and producing classroom resources.
Work collaboratively with an external bookkeeper to support accurate financial record keeping.
Liaise with external organisations such as the Department of Education (DE) and Early Learning Association Australia (ELAA).
About you
The successful applicant will share and look to extend our kindergarten's philosophy and will meet the following requirements:
Strong administrative, organisational, and interpersonal skills.
Proficient in the use of computer applications, including Microsoft Office (Word, Excel), Google Suite and Canva.
Proven ability to work independently and as part of a team, including supporting the teaching staff and Committee of Management as required.
Demonstrated flexibility in the work environment, including accepting and/or sharing tasks.
Ability to maintain accurate records
Demonstrated experience and skill in customer service.
Community-minded, with flexibility to balance work and family life, this role is particularly well-suited to a parent seeking school-friendly hours and the ability to work from home during school holidays.
The following will also be highly regarded:
Previous experience working within kindergartens
Understanding of kindergarten funding guidelines for Victoria
Understanding of the National Quality Standards (NQS)
Knowledge of relevant systems such as KIMS, Arrival and NQAITS
Experience of payroll administration processes and systems.

Qualifications

Qualifications such as Certificate IV in Business (Administration) or Certificate III in Business (Business Administration) highly regarded.
WWCC
2 Professional Referees

Requirements

WWCC

Additional Requirements

Please submit a one page Curriculum Vitae and one page Cover Letter to

Industrial Agreement/Award

Victorian Early Childhood Teachers and Educators Agreement 2020 (VECTEA)

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