Middle School Administration Officer

Overview

Work type: Full time

Salary: Salary not specified

Grade: Ed Support Level 1-Range 2

Occupation: Administration/Secretarial

Location: Northern Metropolitan

Reference: 1480332

Location Profile

At Thornbury High School, we are committed to fostering a dynamic and inclusive learning environment that promotes academic excellence, personal growth, and community engagement. Our core vision is to inspire and empower students to become respectful, resilient, and innovative leaders, equipped with the skills and mindset needed to thrive in an ever-changing world.

We are dedicated to providing a holistic education through a broad range of academic and extracurricular programs that cater to the diverse needs, talents, and aspirations of our students. Our strong focus on inclusivity ensures that all students feel valued, respected, and supported in their individual learning journeys. We cultivate a culture of high expectations, fostering a safe and secure learning environment where every student can achieve their personal best.

Our school's vision is underpinned by the following core values:

• Academic Excellence: We maintain high academic standards and encourage intellectual curiosity, critical thinking, and lifelong learning.
• Respect and Inclusivity: We celebrate diversity and foster an environment where all students feel a sense of belonging and respect.
• Wellbeing and Resilience: We prioritize the mental and emotional wellbeing of our students, helping them develop resilience and confidence to face life's challenges.
• Innovation and Opportunity: We embrace innovation in teaching and learning, offering a wide range of opportunities for students to pursue their passions and achieve their goals.

Thornbury High School serves approximately 1,100 students, and we continue to lead in academic achievement and post-school pathways. Our strong performance in VCE results, highlighted by our recent recognition with `The Age¿ Schools that Excel Award, reflects our commitment to excellence. We continue to see significant improvement in student outcomes, with 16% of our Year 12 cohort in 2024 achieving an ATAR above 90.

We are proud of our diverse programs, including the free instrumental music tuition offered to Year 7 and 8 students, our expanded Sports Academy, and the Italian language immersion program. Our commitment to fostering both academic and extracurricular growth is reinforced by recent developments in our school facilities, including the $14.9 million STEAM Centre and the Performing Arts and Sports Centre, which further enhance our vibrant teaching and learning environment.

Thornbury High School values the diverse backgrounds of our students and staff, and we work to create a school culture where all feel welcome and supported. Our student-led bullying survey, along with ongoing efforts to promote wellbeing, contribute to a secure and positive learning environment where students can grow both academically and personally.

We are committed to ongoing improvement and providing a high-quality educational experience for all students. For more information, please visit our website at www.thornburyhs.vic.edu.au or connect with us through our community Facebook page.

Acknowledgement of Country
We acknowledge the traditional custodians of the land on which Thornbury High School stands, the Wurundjeri People, and pay our respects to their elders¿ past, present, and emerging.

Application Information
Thank you for your interest in this vacancy at Thornbury High School. Please note the following details when submitting your application:

• Applicants must provide a statement addressing the key selection criteria.
• Please attach your cover letter, resume, and key selection criteria in one document, with your full name as the file name.
• Include your DE Employee ID Number (if applicable).
• Provide three (3) referees, including names, contact numbers, and email addresses.
• If successful, a current WWCC/VIT card will be required.

Selection Criteria

SC1 Demonstrated capacity to perform duties consistent with established guidelines and frameworks, including coordinating and supporting others in respect to specific work functions relevant to the role.

SC2 Demonstrated capacity to work and collaborate with others in a team environment.

SC3 Demonstrated capacity to communicate effectively in a team environment, including high level oral and written communication skills.

SC4 Possess the technical knowledge and expertise relevant to the position.

SC5 Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area.

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

Role

An education support class position at this range will perform tasks that are carried out in accordance with guidelines, accepted practice, and school policy under supervision and direction. This may include coordination of other education support class staff within the work area or educational program.

An education support class position supports the educational services being provided to students but must not include duties of a teacher as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students can be required individually or in groups up to 4 in controlled circumstances and where the responsibility for students remains clearly with a teacher.

Certification and/or qualifications of up to three years can be required at this level (noting that Registered Nurse is not included at this level, the first level for which is Level 1 range 3).

A role at this range may include:

• Specific support tasks to achieve outcomes. Typically, this will involve accountability for a single function, (e.g. ensuring data is properly maintained) or the co-ordination of a work area under the direction of the principal or a manager.
• Assisting teachers, within an educational program, by undertaking specific support tasks or the coordination of the support function.
• Supervised health and wellbeing support tasks, medical intervention support tasks, or other specialised student/teacher support roles (e.g. enrolled nurses performing the role as described in schedule 3). These roles require specific qualifications and/or training, including roles where further training must be undertaken from time to time. The role is for a specific purpose, for which there will be direct accountability as opposed to support roles that are carried out by a range of staff performing routine tasks under direction.
• Technical tasks that require a sound knowledge of basic technical and/or scientific principles that are used to develop and adapt work methods and make judgements where there are clear guidelines and limited options. Routine technical support in libraries, science, and information technology would be typical examples.

An education support class position at this range commencing at the base will initially be limited to undertaking routine tasks that are carried out under close supervision and direction. Work that carries some degree of independence will generally involve a limited number of tasks performed on a regular basis where priorities are clear, procedures are well established, and direction is readily available. Subject to any specific qualification and/or training requirement, an education support class employee employed in this range may be progressively required to undertake coordination, specialised student/teacher support tasks, or technical tasks as experience in the role is gained.

Responsibilities

• Provide routine clerical or other administrative support responsibilities including general telephone, front office enquiries, mail deliveries, assisting with stock control, supporting organisation of meetings, receiving and initial processing of standard paperwork
• Maintain, enter and retrieve data from the schools IT systems, such as the school's records system, including computerised student, staff and school records
• Maintain and update office records, enrolment data, diary records, and basic written records
• Support or coordinate the preparation of standard routine internal and external communication according to school procedures (e.g. form letters, newsletters)
• Source basic data or factual information from given sources to support school administrative functions, e.g. books, reports, manuals, catalogues, tables, forms, etc.
• Coordinate the delivery of administrative services within the school
• In consultation with the principal, determine and manage work priorities within the school office
• Develop and implement strategies to ensure effective administration procedures
• Coordinate the implementation of requisitioning, purchasing and issuing procedures
• Manage client reception and office operations
• Liaise with school staff in regard to support requirements
• Coordinate staff timetabling
• Undertakes VASS and/or VET administration support
• Supports the first aid facilities and assists in delivering first aid to students

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

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 http://www.education.vic.gov.au/hrweb/Pages/default.aspx

Responsibilities

The Middle School Administration Officer supports student engagement and wellbeing by fostering strong relationships within the school and with external stakeholders. Proficiency in spreadsheets is essential, while experience with Compass and Cases21 is preferred (training provided). This role description serves as a guide and may be adjusted by the Principal to meet evolving school needs. Additional duties may be assigned through consultation with the Principal Team or Business Manager. Any additional responsibilities as requested by the Principal Team or Business Manager shall be determined through consultation and agreement.

Daily responsibilities will include, but are not limited to:

• Administer student detentions and suspensions, monitor attendance, track late arrivals and missed classes, and reschedule detentions as required
• Issue uniform passes in the absence of coordinators and record them for follow-up
• Provide and document late passes and early sign-outs via Compass, ensuring accurate attendance records
• Follow up with staff regarding incomplete or late roll marking
• Record absence-related phone calls from parents and follow up unreported absences via SMS and phone calls, documenting outcomes in Compass
• Contact families of students with attendance concerns and schedule parent meetings for at-risk students following reporting periods
• Inform Year Level Coordinators of persistent attendance issues, including frequent absences or truanting
• Monitor Middle School office facilities, raising tickets on the Compass issue tracker as needed
• Maintain and resource the main staffroom, ensuring cleanliness and functionality of all appliances
• Liaise with the Junior School to coordinate uniform provisions (e.g., State Schools¿ Relief) and manage lost property/second-hand uniforms
• Assist with the planning and organisation of key Middle School events, including but not limited to: Work Experience (Y10), Kokoda Challenge (Y10), Morrisby Interviews (Y9), City Experience (Y9), Futures Expo, Course Counselling, Middle School Assemblies and Information session events
• Support VET and Work Experience administration, ensuring compliance with relevant processes and systems
• Ensure enrolments, suspensions, student transfers, exemptions and student exits are communicated to the General Office as per THS protocols
• Student & Exam support: assist in the organisation of exams, including catchups, special considerations (Year 10), and rescheduling due to absences
• Manage data entry, word processing, reception duties, calendar scheduling, and general enquiries on behalf of the Middle School team
• Maintain confidentiality and ensure all data deadlines are met in collaboration with the Head of Middle School
• Support in financial and budgetary processes, including raising purchase orders and administering expense tracking
• Provide basic First Aid to students in accordance with THS First Aid procedures
• Prioritise and coordinate workload within the Middle School office, ensuring efficiency and effectiveness in daily operations
• Provide administrative support to the Principal Team and Business Manager as required.

• 
  Potential for ongoing position at the conclusion of fixed-term contract, subject to review.

Conditions apply: Police Check, VIT/WWCC, Child Safety Standards, DET Code of Conduct.

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

Please ensure that your application includes:

• A resume including relevant experience as well as personal details (name, address and contact numbers, business and home)
• A section addressing the selection criteria and the requirements for application under the Who May Apply section
• Names and contact numbers (telephone and email if possible) of two referees who are able to attest to the claims made in your application.

Please note that the selection panel may seek additional referees beyond those you name. Consistent with policy, we shall advise you if we will take this action.