Administrator, Elc And Junior School

**Reports to**:Director, ELC and Junior School

**Full-time **Full-time, ongoing position

**About ELTHAM College**

ELTHAM College is an independent co-educational school in Nillumbik Shire, northeast of
Melbourne.

ELTHAM College grows the heart and mind of each child. We believe that school is a daring
adventure where children learn to think for themselves, in preparation for a future of exciting
possibilities. Located in an extraordinary environment, students experience an engaging,
rigorous world-ready curriculum while being supported with warmth, care and respect.

**Purpose of the Role**

This position provides direct administrative support to the Director of Early Learning Centre and
Junior School. The role will manage all administrative functions, events and publications
associated with the operation of ELTHAM's ELC and Junior School. Additionally, the position
supports teaching staff in the Early Learning Centre (ELC) and Junior School (Prep - Year 6), as
directed by the Director, ELC and Junior School, to ensure that administrative procedures and
systems operate efficiently.

**Major Duties**

**Respond to parent/student/staff queries**:

- Staff the Junior School Office desk, receive visitors, students and parents and ensure
- that queries are dealt with efficiently- Maintain Student Attendance Web system throughout the day, following-up
- uncorroborated absences- Respond to queries in a professional, respectful manner that enhances the image of
- ELTHAM College and maintains appropriate confidentiality- Information Handbook and other correspondence- access to relevant files and folders- General administration support e.g. proof read/edit communications etc.
- Assume allocated roles in the College's emergency response

**Provide administrative support for College events, activities and operations**
- Managing all aspects of ELC and Junior School Calendar
- Event management e.g. Grandparents Day, Orientation Day, Junior School Concerts,

Information Evenings, Parent Teacher Conferences and Transition Events

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- Coordinate ELC - Year 6 sibling photos and P-6 student photos with the College's

preferred Photo Company and supervise on the day
- Attend College events, including Open Day, Assemblies etc.
- General administration support as required e.g. leadership badges, awards, certificates

etc.

**Provide administrative assistance to the Director, ELC and Junior School**:

- Includes, but is not limited to, preparation of written documentation, distribution of
- incoming mail, diary management and data collation- Accurately and promptly produce to a high standard draft letters, memos, reports,

include preparing, typing, formatting, proof reading, editing and where necessary
desktop publishing. This may also involve accessing or maintaining databases and
sourcing and collecting information required for reports and proposals
- Undertake projects and tasks associated with the work of the Director, ELC and Junior

School as required
- Attend Section, Team Leader and Referral Meetings, minute taking and distribution of

Agenda/Minutes, when requested by Director, ELC and Junior School
- Book and co-ordinate travel arrangements, conferences and accommodation as required
- Book venues and technical requirements for presentations as required
- Co-ordinate catering and invitations for functions including liaison with caterers,
- preparation of attendee lists, menus, photos, name tags, etc.- Manage highly confidential matters on behalf of the Director, ELC and Junior School
- Liaise with College Executive and other College staff, parents and students, on behalf of
- the Director, ELC and Junior School- Liaise with senior personnel from external organisations e.g. IPSHA, REGGIO, Local
- Member of Parliament etc.- Greet visitors on behalf of the Director, ELC and Junior School and make arrangements
- for refreshments etc.- In the absence of the Director, ELC and Junior School, manage the Junior School Office
- to ensure routine matters are handled smoothly- Maintain inventory and office supplies. Anticipate office needs; evaluate new office

products; place and often expedite orders when necessary for Junior School Office and
Director, ELC and Junior School
- Organise delivery of flowers on behalf of the ELC and Junior School for births, deaths,

illness, etc.
- Open, prioritise and distribute incoming mail (paper and electronic), facsimiles and other

internal forms and documentation
- Where necessary, provide assistance to daily rostering and timetabling of staff and

casual relief teachers
- Other tasks and duties as required by Director, ELC and Junior School

**Knowledge/Experience Required for this Position**
- Demonstrated ability to operate in a busy, high performing team environment which

includes managing diverse and multiple tasks at any one time, with particular attention
to prioritisation
- Demonstrated ability to deal with all matters confidentially, professionally and

respec