Office & Accounts Manager

Role

The Office and Accounts Manager is a key leadership role within the school's Administration and Finance Team. The Team currently includes two full time Administration Officers and a full time Accounts Officer. Reporting to the Business Manager, the position oversees the smooth, professional operation of reception and administrative services while also providing finance and HR support.

Working with a high degree of autonomy, the role leads day-to-day administrative and accounts functions, ensuring efficient, reliable workflows that enable the Business Manager to focus on broader strategic priorities.

The Office and Accounts Manager also plays an important role in developing and coordinating junior administration and finance staff and contributes to continuous improvement across systems, processes, and technology. Opportunities for professional growth, including pathways toward future Business Manager capability, are available for candidates interested in progressing their career.

Responsibilities:

1. Office Management and Administration

• Lead the daily coordination of the school's administration office, ensuring responsive, high-quality service to staff, parents, students, and external stakeholders.
• Oversee reception, parent enquiries, document workflows, and communication processes to maintain a professional and customer-focused environment.
• Resolve operational issues before escalation, exercising sound judgement and initiative.
• Ensure consistent coverage of reception and sick bay, including training and coordination of staff.
• Drive improvements to office workflows, digital processes, automation, and technology adoption.

2. Finance and Accounts Management

• Oversee accounts receivable and/or payable in a high-volume environment.
• Manage parent payments via Compass, including establishing payment plans, processing credit notes/refunds, and issuing refunds in CASES21.
• Liaise with teaching staff to track, update, and communicate information about excursions, camps, music program, and other events.
• Prepare financial reports, including Reconciliation/Profit and Loss Statements for excursions and fundraising activities.
• Assist parents, staff, and students with payment-related inquiries.
• Support finance process improvements, particularly through enhanced use of Excel, digital forms, automation, and data management.

3. HR and Workforce Administration

• Under guidance of the Business Manager and/or HR Manager, support payroll processing in eduPay (timesheets, allowances, leave entries, TIL requests).

• Manage personnel files, recruitment support, and compliance for VIT and WWCC.

• Monitor and process staff leave in accordance with DET policy and school procedures.

• Assist with recruitment administration, onboarding, and documentation workflows.

4. Team Coordination and Leadership

• Provide day-to-day guidance, delegation support, and workflow oversight for junior administration and finance staff.
• Deliver or coordinate training on DET systems (Compass, CASES21, eduPay) and school processes.
• Promote a constructive, solutions-focused team culture with high standards of service and professionalism.
• Model strong organisational habits, attention to detail, and continuous improvement.

5. Additional Duties

• Undertake other duties as directed by the Business Manager or Principal, commensurate with the role.

Applicants should register and apply via School Jobs Vic: Apply via School Jobs Vic at:

Information about Balwyn High School, its ethos, programs, the Strategic Plan , Vision, Values and Mission Statement can be obtained at our website

Applications close at midnight on Sunday 7th December.

Instructions

Applicants are free to structure applications in any manner they choose, but must ensure that the following are included:

• a specific response to all selection criteria and position details. It is suggested that applicants limit their response to not more than 3 pages.
• the names and contact details of up to three referees who can provide information in relation to the key selection criteria.

Key Selection Criteria

SC1

Demonstrated ability to lead and coordinate administrative workflows in a busy office environment, ensuring high-quality, customer-focused service.

SC2

Experience managing high-volume accounts receivable/payable functions, including the ability to interpret and analyse data.

SC3

Knowledge of HR and payroll administration, including compliance processes and familiarity with eduPay, CASES21, Compass, or equivalent systems.

SC4

Strong organisational skills and the ability to manage competing priorities independently while contributing to a cohesive team culture.

SC5

Excellent interpersonal and communication skills, with the capacity to build effective relationships and provide clear guidance to staff, parents, and students.

Qualifications and Competencies

Desirable Qualifications:

• Tertiary studies in business administration, accounting, finance, or a related discipline.

Technical Skills:

• Intermediate to advanced Excel skills (e.g., pivot tables, vlookups, text to column, IF statements). Please note: Excel skills will be tested as part of the interview process.
• Experience with DET systems (Compass, CASES21, eduPay) or comparable school/business systems.
• Strong digital literacy and an interest in improving systems and processes.

Key Attributes:

• Highly organised, dependable, and solutions-oriented.
• Professional, calm under pressure, and able to manage confidential information.
• Strong initiative and commitment to continuous improvement.
• Ability to support and mentor junior staff.
• Alignment with Balwyn High School's values and culture.

Why Join Us?

• Impact: Contribute to the smooth operation of one of Victoria's leading public schools.
• Growth: Opportunities to develop broader operational capabilities, including potential pathways toward Business Manager roles.
• Innovation: Join a team focused on modernising systems, reducing workload through technology, and improving service delivery.
• Community: Work within a supportive team serving more than 2,500 students and staff.
• Convenience: Onsite parking and a non-CBD location.

Requirement:

Current Employee Working with Children Check (WWCC)