Overview
Work Type: Ongoing - Full-time
Salary: Salary not specified
Grade: Education Support - Level 1, Range 3
Occupation: Accounting, finance and procurement
Location: Melbourne - Southern suburbs
Reference: 1489523
Selection Criteria
SC1 Demonstrated high level verbal, written, interpersonal and customer service skills, with the ability to provide clear, friendly, and professional assistance to the school community including students, families and staff.
SC2 Demonstrated technical knowledge and capability including proficiency in the use of office systems and software as relevant to the position, accurate data entry/retrieval of information from computer systems i.e Cases21, Compass, Microsoft Office Suite or comparable programs
SC3 Demonstrated capacity to perform the roles outlined duties and responsibilities in accordance with Departmental policy, including co-ordinating and supporting others in respect to the tasks relevant to the role.
SC4 High level organisation skills, including the capacity to prioritise workflow.
SC5 Demonstrated knowledge and experience in accounts receivable or similar function with the capacity to provide support and advice to management and other school staff in respect to the work area.
SC6 Demonstrated capacity to undertake professional learning to continually improve and refine practice.
Role
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
Responsibilities
- Maintain school financial records.
- Manage the Account Receivable function of the school
- Prepare financial documentation and data for budget preparation.
- Reconcile school income and expenditure
- Ensure all relevant financial reports are checked and any discrepancy is investigated and reported to senior management.
- Attend sub-committees, when required, and prepare financial reports.
- Provide advice to program coordinators and teaching staff on income for events and programs and spending against the budget.
At Carrum Downs Secondary College the responsibilities of this role include:
Family and sundry debtor payment contributions
Maintain family/sundry debtor financial records in CASES21/Compass
Raise parent payment contributions and sundry debtor transactions annually and as required through the year into CASES21/Compass
Process and maintain BPay, Compass payments, Direct Deposits, EFTPOS and cash transactions
Respond in a timely manner to all family payment enquiries
Manage and process CSEF applications and post newsfeeds on Compass providing information to families regarding the CSEF process
Process credit notes and refunds as required
Liaise with the Music Co-ordinator to ensure enrolment data and student music tuition contributions are accurately reflected in Compass/CASES21
Liaise with Events Co-ordinators and program co-ordinator such as Outdoor Education staff and Food Technology staff regarding contributions received
Follow up any outstanding extra-curriculum contributions for current or exiting students
Liaise with the Timetabler and Leadership team regarding student subject selections/changes and update financial records accordingly
Excursions, camps and events
Allocate CSEF to all excursions and events as appropriate.
Reconcile events and excursions after they are held, i.e. reverse charges for non-attendees or follow up with teacher organiser for non-paid and attended students
Collaborate with the Account Payable Officer to maintain profit and loss records for excursions, camps and school events
Fundraising - liaise with fundraising groups and ensure all funds are banked promptly. Prepare budgets and Tax documentation for fundraising events to ensure that the correct GST treatment is applied. Prepare profit and loss statement for fundraising activities
Prepare profit and loss statements for trading operations
Reception/Administration
Meet/greet/provide advice to students/staff/visitors/suppliers, over the phone or in person
Assist with first aid when required
Compliance
Maintain confidentiality at all times in accordance with the Privacy Act
Adhere to relevant DE and school policies including Cash Handling Policy, Electronic Funds Management Policy, Refund Policy, Parent Payment Policy and Fundraising Policy, Visitor Policy etc
Technical
Prepare reports, documents and presentations using Microsoft Office (Word, Excel, PowerPoint), Google docs, sheets etc, Compass, CASES21
Other duties as directed by the Principal or Business Manager
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 [email protected]
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:
https://www2.education.vic.gov.au/pal/child-safe-standards/policy
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:
https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview
Other Information
- 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 http://www.education.vic.gov.au/hrweb/Pages/default.aspx
Location Profile
Carrum Downs Secondary College has a growing enrolment of 930 students and in excess of 100 staff. CDSC fosters a supportive learning environment where every young person is supported to achieve their very best and to embody the values of Respect, Effort and Integrity.
The college offers a broad program culminating in wide variety of subjects offerings within the VCE and the VM VCE certificates. The core focus of the college is on developing students Literacy and Numeracy skills, to ensure they have an understanding of the diverse pathway options available to them and are able to access and pursue the pathways they enjoy. Students are encouraged to have a voice and identity, and the College boasts an extensive Student Leadership Program along with a host of extra curricula programs including: Instrumental Music, Sport, Performing and Creative Arts.
Our new STEAM building was recently added to further enhance our exceptional facilities which also includes an on-site student run café, auditorium, new Senior Centre and modern twin court gymnasium and weights room.
Our cutting-edge teaching programs, positive student relationships and wide-ranging learning experiences makes being a staff member at Carrum Downs Secondary College an appealing place to be. We are focused on reducing administrative burden on our staff and supporting all teachers to improve their classroom practice. We achieve this through providing all staff with access to high quality professional learning and opportunities to take on additional responsibilities and to grow.
At Carrum Downs Secondary College we are passionate that every student achieves their very best. We aim to enhance the intellectual, physical, social and emotional development of all students and to develop all students abilities. We strive to create and maintain a positive, caring and safe learning environment in which all students are provided the opportunity to achieve success.
Please contact our Principal Chad Ambrose [email protected] OR refer to the college website for further information: www.cdsc.vic.edu.au
Applications close Wednesday 3 September 2025 at 11.59pm
Posted
22 August 2025
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