POSITION DESCRIPTION
Westminster is an Early Learning to Year 12, coeducational day and boarding, Uniting Church school with
a proud history and an exciting future. We commit to helping all students and staff achieve more than
they thought possible through an adventurous education, which takes place anytime our students are
challenged in their learning and when staff explore new opportunities to improve their profession. Since
opening in 1961, Westminster’s vibrant sense of community has shaped our welcoming, down-to-earth
character, enriched by School values of being brave, humble, kind, authentic, resilient and curious.
Position Name Timetable Technician
Area of School Senior School Operations
Employment Status
Permanent part time – 18.75 hours per week for 42 weeks
during school term times.
Employment
Conditions
Level 4 - Westminster School Inc. Teaching Staff and School Assistants
Enterprise Agreement 2024
Key Relationships
The Timetable Technician functionally reports to the Director of
Learning and receives day to day supervision from the School Logistics
and Daily Operations Manager. The role works closely with the
Preparatory School leadership team in maintaining timetables. The
Timetable Technician is ultimately accountable to the Principal, via the
Director of Business Operations.
Position Overview:
The Timetable Technician provides a high quality, efficient technical and administrative support to the
Director of Learning and in times outside of timetable construction, also provides general administrative
support to Senior School academic departments, to teaching staff generally, and is the main point of
administrative contact for students. The position promotes the development and maintenance of a
service culture within the Senior School office to enable the efficient operation of the Senior School,
particularly in relation to the timetable.
The functions of the position require the capacity for self-directed application of appropriate techniques
and skills to perform assigned tasks of some complexity involving the use of applied theoretical knowledge
and interpersonal skills.
Key Responsibilities
Provide technical and administrative timetable, support by:
- Setting up Student Option Files for the incoming years and liaising with Timetabling Team to set
up ‘Web Preferences’ (online elective choices).
- Working with the Director of Learning to develop and add detail to the constructed lines of the
Senior School Timetable (new students, new staff, rooms, staffing).
- Processing requests for changes to Subject Selections.
- Contributing to the operation and maintenance of the School Timetable database by making
approved changes to Student and Teacher timetables for the Director of Learning, such as room
changes, Long Service Leave arrangements and student choice changes, new and leaving
students.
- Updating Synergetic with student subject and class changes, room changes, teacher changes,
subject codes for levy information etc.
- Managing room bookings and respond to scheduling queries.
- Setting up Semester Two timetables in liaison with the Director of Learning.
- Providing Senior Management Staff with information to assist with academic staffing requirements.
- Responsible for updating Synergetic on a periodical basis and for provision of data for exports.
- Updating Master spreadsheets held in sharefiles.
- Printing and provision of timetables for staff and students on request.
- Providing information to Daily Operations (Relief) Coordinator.
- Creating, printing and provision of the Senior School examination timetables.
- Other administration support and database activities as required.
Key Selection Criteria: Qualifications, Skills and Experience
- Demonstrated high standard of proficiency in using information technology including: Microsoft Office
suite of programs, various database software including the Timetabler suite of applications and the
manipulation of data within and between these applications.
- Genuine willingness to learn new systems as required.
- Excellent administrative (including clerical and numerical), organisational and time management skills
- Demonstrated knowledge and ability to work with database applications including experience in data
entry with an emphasis on accuracy.
- Sound knowledge and understanding of office procedures and functions including relevant experience
in an office environment.
- Ability to relate the functional operations of the position to the smooth day-to-day and strategic
operations of the Senior School.
- Demonstrated ability to work cooperatively within a team environment.
- Current Provide First Aid Certificate is desirable but not essential.
- Post secondary qualifications in a relevant area desirable but not essential
Key Selection Criteria: Personal Qualities
- Demonstrated high level interpersonal skills to accurately and efficiently communicate with a diverse
range of staff, parents and students, including high levels of tact, initiative and diplomacy.
- Demonstrated ability to apply sound judgement
- Customer service focussed
- Ability to work effectively as part of a team in a fast-changing environment, to work productively with
limited supervision and to prioritise and work to deadlines.
- A lateral thinker who is self-motivated with an optimistic approach to work
- High attention to detail with a focus on accuracy.
- Demonstrated commitment to continual professional and personal development
Safety and Wellbeing:
All staff must:
- Take reasonable care of, and cooperate with actions taken to protect, the health and safety of both
themselves and others
- Report all accidents, incidents and hazards to their supervisors as soon as is practicable.
- Read and adhere to all Westminster WHS policies
Conditions of Employment:
- All applicants must be eligible to work in Australia
- All staff must satisfy child protection screening and adhere to Westminster’s Child Safety and Wellbeing
policy which includes holding a current Working With Children Clearance.
- Flexibility to work additional hours during periods of new timetable creation
- A 6 month probationary period applies to all new employees.
- No position description can capture the complexity of tasks within a school. Therefore, this position
description should not be seen as limiting and some flexibility is required. There will be tasks not
described above, within the scope of the classification level, that may be given to this position from
time to time.
Updated: July 2025
