Enrolment and Administration

Overview

Work Type: Ongoing - Full-time

Salary: Salary not specified

Grade: Education Support - Level 1, Range 3

Occupation: Administration

Location: Melbourne - Western suburbs

Reference:

Location Profile

Kolorer College is a brand-new secondary school being built 33km west of the Melbourne CBD in the suburb of Cobblebank. The school will serve the diverse and growing communities of Strathtulloh, Cobblebank and Thornhill Park and will open for Year 7 students only on Day 1, Term 1, 2026, growing to a Year 7-12 school by 2031. Anticipated enrolments for 2026 are students, with a Stage 1 built capacity for 865 students.

Our School

Kolorer College will be a supported inclusion school and will feature outstanding facilities including:

• A two-story building with administration spaces, a library and learning neighbourhood
• A three-story building for STEAM subjects including designated studios and labs for Science, Media, Digital Design and Technology, and the Visual Arts
• A Community Hub with specialist learning areas for Food Technology, the Performing Arts and Physical Education, including an indoor multi-use court and a fitness room

These facilities will enable our school to offer high-quality learning to our students and a modern work environment to our staff.

Kolorer, a Wurundjeri word meaning lava flow, embodies the powerful transformation and enduring impact we foster in every young person we serve.

At Kolorer College, we know that inclusion creates better outcomes for everyone. We are unashamedly ambitious for our students and committed to excellence, learning and growth for all students and staff.

Guided by our conviction that learning matters, our mission is clear:

• Equip every learner with the knowledge, skills and confidence to lead a life full of purpose and possibility
• Build strength of character, empowering our learners to be thoughtful, informed and active contributors to their community and to world
• Foster a community of belonging that supports and challenges every student, every day.

We live our values every day by being our B.E.S.T.:

• Be Brave - face challenges with courage and persistence
• Excel Together - aim high, support one another, and celebrate growth
• Show Integrity - act with honesty, fairness, and responsibility
• Think and Care - use wisdom, empathy, kindness and respect to guide our actions, embrace and celebrate the differences and diversity of others.

Our motto, Excellence Together, reflects this mission and we are strongly committed to the use of evidence-based best practice in teaching, learning and wellbeing to make this a reality. This is an exciting opportunity for you to be part of shaping a learning community where all students - and staff - are known, challenged to grow, and inspired to thrive.

We are now seeking applications from passionate, committed educators and school administration and support staff who are ready to build a school to be proud of.

Please note that, as a progressive and modern workplace, part-time and flexible work opportunities in line with DE policies will be available to all staff members, including those in the Leadership team. Feel free to contact the Principal, Ciar Foster, to discuss these possibilities.

Selection Criteria

Please provide a written response to each written criteria of no more than 1 page.

Preferred documentation format in a single PDF document.

SC1 Demonstrated high level of customer service skills, with the ability to provide clear, friendly, and professional assistance to a diverse school community including students, families and staff.

SC2 Demonstrated capacity to perform the role¿s outlined duties and responsibilities in accordance with Department policy, including coordinating and supporting others in respect to tasks relevant to the role.

SC 3 Demonstrated technical knowledge and capability including proficiency in the use of Microsoft Office Suite ¿ Excel, Outlook, Word, Powerpoint ¿ and student enrolment or comparable systems.

SC4 Demonstrated capacity to communicate effectively in a team environment, including high level verbal, written and interpersonal skills.

SC5 Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area, for example: through compilation and commentary on data trends and patterns; advice to develop and improve processes and procedures.

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

Role

48/52

Range 3 is distinguished by the introduction of management responsibility and accountability for the delivery of professional support services. The role will usually impact beyond the work area or professional field. It seeks to gain cooperation of other staff members or members of the school community to achieve specific objectives, such as in school administration, operations or educational programs.

Direction on targets and goals is provided but the position will have some degree of latitude in determining how they are achieved. This latitude will generally be limited by standard procedures and school policy. Deviation from standard procedures and school policy will require guidance and direction from senior management.

The provision of business management responsibilities becomes a feature at range 3. Management of staff to achieve the expected outcomes is a key responsibility. Staff management issues will be resolved with minimal reference to senior management, although guidance will be required in more complex cases. Senior management will be provided with timely reports and advice, although this will generally be confined to matters relating to the immediate work area, service provision or educational program and is unlikely to impact substantially on whole of school operations.

This is the minimum range for positions that carry a mandatory qualification requirement of not less than four years. Professional student support positions become a feature at range 3 (e.g. therapists, psychologists) where standard professional services are delivered. Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from senior management.

An education support class position supports the educational services being provided to students, but must not include duties of teaching as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students cannot be required except where it is an integral part of the employee¿s position or involves supervision of students individually or in small groups, in controlled circumstances, where the responsibility for students remains clearly with a teacher.

Responsibilities

Student enrolment administration

• Co-ordination of student enrolment processes, working closely with College Leadership to ensure timely and accurate entry of student enrolment data from enrolment through to data transfers, imports, exports and exits.
• Ensure newly enrolled students¿ medical information is printed/collected and distributed to appropriate staff.
• Coordinate the distribution of medical care forms /action plans as required, following up with parents to ensure they are completed.
• Communicate with parents/guardians to ensure that student¿s medical information is correct and up to date.
• Coordinate the processing of CSEF applications in accordance with DE policy including Year 7 uniform initiatives by States Schools Relief.
• Update & maintain future student enrolments statistics for the coming year ensuring accurate data is available to the Principal Class.
• Work collaboratively with the Principal team and other stakeholders in the planning and implementation of the Year 7 transition process and transfers of data and destinations.
• Provide reports and spreadsheets from CASES21 to staff as requested (including import/export of Victorian Curriculum data).
• Other duties in support of the Business Manager pertaining to student administration such as Census and end of year administration rollover.
• Managing school tour spreadsheet and notification to the Principal team regarding tours.
• Perform end of year administration rollover.
• Assist with the data entry for the February & August Census including the import of data from Compass to CASES21.
• Accurate recording of court orders on CASES21/ Compass including notification to relevant parties.
• Update & maintain future student enrolments statistics for the coming year ensuring accurate data is available to the principal Class.
• Follow correct procedure in regard to the enrolment of International students.
• Maintenance of student files including filing, creation of new files and archiving of exited student files.
• Ensure all enrolments have charges raised for the relevant events.
• Removal of outstanding charges for exiting students where appropriate.

Attendance

• Maintain (update, enter and retrieve) data within Compass.
• Monitor the College absence line and input data into Compass.
• On a daily basis, monitor and follow up unexplained absences with families and update Compass as appropriate.
• Liaise with the Principal class, Leading Teachers, Year-Level and Wellbeing coordinators in maintaining information on Compass, reporting any concerns as they arise (in regards to both data integrity and student wellbeing).

Office Administration

• Maintenance of WWC/VIT registers, and recording of staff OHS documentation.
• Maintain and order office, photocopy paper & staffroom supplies.
• Prepare and maintain yard duty bags, first aid boxes for classrooms as well as excursion/camp first aid kits.
• Maintain first aid supplies, paper and stationery for health centre.
• Order, store, monitor and administer medication and medical supplies in accordance with the school and Department First Aid and Administration of Medication policies.
• Maintain and update First Aid policies and procedures.

College Public relations

• Monitor the school email on a daily basis and forward emails to relevant staff in a timely manner.
• In conjunction with the College ICT coordinator maintain the College Website, ensuring displayed information is accurate and engaging.
• Liaise with College ICT coordinator / Principal class and other stakeholders on a regular basis to ensure all College communication platforms (eg. Compass/ Website) are kept up to date and relevant, with all documentation regularly reviewed and updated where necessary (eg. Handbooks, forms) including the College Calendar.
• Prepare and publish a twice-termly online College Newsletter

General administration

• Ensure parents, students and visitors are attended to in a friendly and timely manner, both in person and via the phone.
• Monitor and maintain visitor sign in Compass, ensuring relevant documentation (ie. WWC card/ VIT card) is sighted and copied for all visitors to the College.
• Receipting of payments received at reception on CASES21 and Compass.
• Enter late arrival / early leaving students into Compass as they present to reception.
• Provide general office support to colleagues as needed.
• Assess and administer first aid to students.
• Contact parents, emergency services, allied and community health as required
• Maintain accident/illness Register and enter data according to DE requirements.
• Any ad hoc duties as required.

General expectations

• Peruse the DE mail for updated material/advice regarding policy, procedure and guidelines changes.
• Comply with the College¿s policies and procedures
• Maintain a healthy and safe working environment in accordance with DE OH&S requirements.
• Promote the safety and wellbeing of all students and demonstrate commitment to protecting students from abuse or harm at Kolorer College, in accordance with legal obligations including child safe standards.
• Liaise with the Principal and Assistant Principal to undertake relevant staff professional development and training.
• Undertake other duties relevant to the field of responsibility as requested by the Business Manager or Principal

Professional expectations

• Work within relevant OH&S guidelines and policies
• Develop positive, respectful relationships with staff, parents and students
• Take pride in the quality of work
• Be punctual and reliable
• Ability to work alone without direct supervision where required
• Follow direction and complete requests from the Executive Team and the Executive Team and relevant line manager
• Use School and DE software programs as required by the role

Requirements

Current Working with Children Check - Employee

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:

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

Applications close Monday 1 September 2025 at 11.59pm

Posted

19 August 2025

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