SCHOOL PROFILE:
Ballarat High School commenced in 1907 as
Agricultural High School and today has a student population of approximately
1430 students.
Ballarat High School is a community of learners who value Pride,
Respect and Responsibility. We have a shared learning framework which places the
learner at the centre. This framework encompasses our shared beliefs and
understandings about effective learning in the 21st century classroom. We are
committed to educating the learner for the 21st century and have developed strategies to
personalise learning for all members of our school community. This goal
ensures that Ballarat High School remains at the forefront of education in
Ballarat and Victoria.
As a community of learners we place significant
emphasis on student connectedness and engagement and have developed approaches
which allow students and teachers to build positive and enduring relationships.
This stems from our innovative approach to teaching and learning and by
providing structures to support student learning. In building a Learning
Community, we have developed a Year 7/8 team structure, Year 9 ARCH program and
our pathway program Years 10 to 12, allow our teachers to model innovative
teaching and learning practices.
The small team structures have now been enhanced
by the introduction of learning advisors for all students. This ensures that
every student in our learning community has an advisor who understands how they
learn and helps them achieve their best. This approach ensures that all students
interact in a safe and positive learning environment. Our extensive enrichment
programs and exceptional facilities extend their talents beyond the classroom.
We have a number of groups where parents can
become involved in their childs education. These groups include Chaplaincy, Boat
Club, Music Support Group and Energy Breakthrough.
ROLE
DESCRIPTION:
The Ballarat High School administration team
includes a Business Manager, 3 x Administration Manager positions, and 5 x
Office Administration positions. A rotational system operates, within each
level, to maximise job satisfaction, skill sharing, and operational efficiency
& effectiveness.
An Administration Manager, will undertake, each
12 months, one of the following roles;
Administration Manager – Office
Manager
Administration Manager – Finance
Manager
Administration Manager – Personnel
Manager
With direction and support,
the Administration Managers at Ballarat High School would be responsible for the
efficient operation of the office administration, financial and
personnel/payroll operations of the School.
The holders of these positions will be required
to operate a variety of ICT applications, including MS Office, CASES 21
Finance, CASES 21 Student Admin, EduPay, Recruitment Online and Daymap, each
with a high degree of proficiency.
The nature of this role requires the incumbent to have skills in
the organising and prioritising of work flow and the management of a small team of
staff.
This position will provide
advice and recommendations to the Business Manager, Principal, Assistant
Principals, College Council and staff and liaise with members of the School
community, the Department, other government agencies and service providers on a
regular basis. This requires an understanding of School operations and culture,
and highly developed communication skills. As Administration Manager, it would
be expected that they have the capacity to suggest ideas, design plans and
develop potential solutions to achieve required
outcomes.
As an Education Support staff member, the range
of duties may be expanded in the future in accordance with the ES Level 1,
Range 2 General Duties.
RESPONSIBILITIES
The following listed responsibilities are
designed to be informative, but not exhaustive, as circumstances and
requirements my change over time.
Generic
Develop and implement strategies to ensure effective and efficient
administrative procedures are in place.
Actively liaise with the School community in relation to support
requirements.
Undertake all work in an efficient, accurate and timely manner,
ensuring any discrepancy is fully investigated, reported and
rectified.
At all times working to create a
professional environment which upholds and displays the Schools’ values of
pride, respect and
responsibility.
Take a leadership role in building the capacity of the ES staff in the
administration team.
Undertake clerical and keyboard duties in support of the Schools
administration function, as required
Maintain, enter and retrieve data from the School’s computer systems,
including the student, financial, payroll, recruitment and attendance
databases.
Prepare correspondence according to School
procedures.
Prepare and maintain documents, spreadsheets and lists as
required.
Maintain appropriate filing systems according to School
procedures.
Receive client enquiries and provide direction, advice and
assistance.
Ensure security and workplace safety is maintained within the
administrative area.
Ensure work areas are in a clean, safe and orderly condition at all
times.
Work with the Business Manager on special projects as
required.
Assist in the identification of own training
needs.
Participate in a process of Annual
Review.
Administration Manager – Office
Manager
Coordinate the provision of professional administrative/reception
services to the School Community.
In consultation, with the Business Manager, determine and manage work
priorities within the General Office.
Supervise the ES staff working in Office
Administration positions
Liaise with the School Community to
establish and maintain appropriate procedures for excursions/camps/other
activities. Provide reports and feedback as
required.
Manage the preparation and distribution of the School Newsletter,
circulars and other documentation to be provided to the School
Community.
Manage the use and maintenance of materials and equipment within the
Office area, including the development of procedures relating to their
use.
Co-ordinate the purchase of equipment and materials as required, making
recommendations for new purchases to senior staff where
necessary.
Undertake the role of Minute Secretary to School
Council.
In additional to the above leadership responsibilities, the Office
Manager will undertake duties as per the Office Administrator
role.
Administration Manager – Finance
Manager
Undertake all accounts payable functions for the School, in accordance
with all relevant legislation and
guidelines.
In consultation with the Business Manager, provide learning area
leaders and other staff with financial reports and assistance as
required.
Maintain the school asset and insurance registers and implement a
process for regular stocktakes.
In consultation with the Associate Principal –School Improvement,
maintain the School Maintenance System
(SMS)
Manage all accounts receivable functions for non-family
debtors.
Liaise with contractors regarding the provision of quotes, supplies and
services as required, (e.g. janitorial supplies, bus bookings
etc).
Manage the V/Line and Taxi Cab vouchers
system.
Administration Manager – Personnel
Manager
Undertake all EduPay maintenance for DEECD staff at Ballarat High
School, in accordance with Awards, Policies and
Guidelines.
Provide advice on the implementation of Awards, Policies and Guidelines
to Principal Class.
Provide staff with details of leave entitlements and assist with basic
payroll guidance.
Undertake all payroll functions for School Council employed staff, via
– CASES 21.
Manage the Superannuation requirements for School Council employed
staff.
Manage and maintain a system for recording all staff
absences.
Maintain all staff personnel files in an orderly and comprehensive
manner.
Provide Staff Listings as required throughout the
year.
Liaise with Selection Panel chairpersons to provide support during the
process.
Participate in Staff Induction processes, as
required.
Undertake checks on compliance with VIT and WWCC
requirements.
Maintain strict confidentiality and sensitivity with personnel records
and staff issues.
KEY SELECTION
CRITERIA:
Applicants are requested to present a written response to the key
selection criteria below:
1.0
Demonstrated experience and skills in co-ordinating education support
functions.
2.0
Demonstrated capacity to supervise the work of other support staff and
to develop procedures and guidelines relating to the work
area.
3.0
Demonstrated high level oral and written communication
skills.
4.0
Possess the technical knowledge and expertise relevant to the
position.
5.0
Demonstrated capacity to provide advice and support to management in
respect to the work area.
6.0
Demonstrated commitment to professional learning and growth for both
self and others.
WHO MAY
APPLY
Individuals with the aptitude, experience and/or
qualifications to fulfil the specific requirements of the
position.
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 online at the Departments Human Resources website at
www.eduweb.vic.gov.au/hrweb/
.
APPLICATIONS
Inquiries regarding the position can be directed
to Mrs Lesley Thorpe on telephone
5338-9000.
Applications should be submitted via Recruitment
Online or three copies of your application can be forwarded to Mrs Lesley
Thorpe; Business Manager marked “Confidential –Administration Manager
Application”.
Responses to the key selection criteria and a
resume including the names of three referees and their contact numbers should be
included in the application.
Ballarat High School commenced in 1907 as
Agricultural High School and today has a student population of approximately
1430 students.
Ballarat High School is a community of learners who value Pride,
Respect and Responsibility. We have a shared learning framework which places the
learner at the centre. This framework encompasses our shared beliefs and
understandings about effective learning in the 21st century classroom. We are
committed to educating the learner for the 21st century and have developed strategies to
personalise learning for all members of our school community. This goal
ensures that Ballarat High School remains at the forefront of education in
Ballarat and Victoria.
As a community of learners we place significant
emphasis on student connectedness and engagement and have developed approaches
which allow students and teachers to build positive and enduring relationships.
This stems from our innovative approach to teaching and learning and by
providing structures to support student learning. In building a Learning
Community, we have developed a Year 7/8 team structure, Year 9 ARCH program and
our pathway program Years 10 to 12, allow our teachers to model innovative
teaching and learning practices.
The small team structures have now been enhanced
by the introduction of learning advisors for all students. This ensures that
every student in our learning community has an advisor who understands how they
learn and helps them achieve their best. This approach ensures that all students
interact in a safe and positive learning environment. Our extensive enrichment
programs and exceptional facilities extend their talents beyond the classroom.
We have a number of groups where parents can
become involved in their childs education. These groups include Chaplaincy, Boat
Club, Music Support Group and Energy Breakthrough.
ROLE
DESCRIPTION:
The Ballarat High School administration team
includes a Business Manager, 3 x Administration Manager positions, and 5 x
Office Administration positions. A rotational system operates, within each
level, to maximise job satisfaction, skill sharing, and operational efficiency
& effectiveness.
An Administration Manager, will undertake, each
12 months, one of the following roles;
Administration Manager – Office
Manager
Administration Manager – Finance
Manager
Administration Manager – Personnel
Manager
With direction and support,
the Administration Managers at Ballarat High School would be responsible for the
efficient operation of the office administration, financial and
personnel/payroll operations of the School.
The holders of these positions will be required
to operate a variety of ICT applications, including MS Office, CASES 21
Finance, CASES 21 Student Admin, EduPay, Recruitment Online and Daymap, each
with a high degree of proficiency.
The nature of this role requires the incumbent to have skills in
the organising and prioritising of work flow and the management of a small team of
staff.
This position will provide
advice and recommendations to the Business Manager, Principal, Assistant
Principals, College Council and staff and liaise with members of the School
community, the Department, other government agencies and service providers on a
regular basis. This requires an understanding of School operations and culture,
and highly developed communication skills. As Administration Manager, it would
be expected that they have the capacity to suggest ideas, design plans and
develop potential solutions to achieve required
outcomes.
As an Education Support staff member, the range
of duties may be expanded in the future in accordance with the ES Level 1,
Range 2 General Duties.
RESPONSIBILITIES
The following listed responsibilities are
designed to be informative, but not exhaustive, as circumstances and
requirements my change over time.
Generic
Develop and implement strategies to ensure effective and efficient
administrative procedures are in place.
Actively liaise with the School community in relation to support
requirements.
Undertake all work in an efficient, accurate and timely manner,
ensuring any discrepancy is fully investigated, reported and
rectified.
At all times working to create a
professional environment which upholds and displays the Schools’ values of
pride, respect and
responsibility.
Take a leadership role in building the capacity of the ES staff in the
administration team.
Undertake clerical and keyboard duties in support of the Schools
administration function, as required
Maintain, enter and retrieve data from the School’s computer systems,
including the student, financial, payroll, recruitment and attendance
databases.
Prepare correspondence according to School
procedures.
Prepare and maintain documents, spreadsheets and lists as
required.
Maintain appropriate filing systems according to School
procedures.
Receive client enquiries and provide direction, advice and
assistance.
Ensure security and workplace safety is maintained within the
administrative area.
Ensure work areas are in a clean, safe and orderly condition at all
times.
Work with the Business Manager on special projects as
required.
Assist in the identification of own training
needs.
Participate in a process of Annual
Review.
Administration Manager – Office
Manager
Coordinate the provision of professional administrative/reception
services to the School Community.
In consultation, with the Business Manager, determine and manage work
priorities within the General Office.
Supervise the ES staff working in Office
Administration positions
Liaise with the School Community to
establish and maintain appropriate procedures for excursions/camps/other
activities. Provide reports and feedback as
required.
Manage the preparation and distribution of the School Newsletter,
circulars and other documentation to be provided to the School
Community.
Manage the use and maintenance of materials and equipment within the
Office area, including the development of procedures relating to their
use.
Co-ordinate the purchase of equipment and materials as required, making
recommendations for new purchases to senior staff where
necessary.
Undertake the role of Minute Secretary to School
Council.
In additional to the above leadership responsibilities, the Office
Manager will undertake duties as per the Office Administrator
role.
Administration Manager – Finance
Manager
Undertake all accounts payable functions for the School, in accordance
with all relevant legislation and
guidelines.
In consultation with the Business Manager, provide learning area
leaders and other staff with financial reports and assistance as
required.
Maintain the school asset and insurance registers and implement a
process for regular stocktakes.
In consultation with the Associate Principal –School Improvement,
maintain the School Maintenance System
(SMS)
Manage all accounts receivable functions for non-family
debtors.
Liaise with contractors regarding the provision of quotes, supplies and
services as required, (e.g. janitorial supplies, bus bookings
etc).
Manage the V/Line and Taxi Cab vouchers
system.
Administration Manager – Personnel
Manager
Undertake all EduPay maintenance for DEECD staff at Ballarat High
School, in accordance with Awards, Policies and
Guidelines.
Provide advice on the implementation of Awards, Policies and Guidelines
to Principal Class.
Provide staff with details of leave entitlements and assist with basic
payroll guidance.
Undertake all payroll functions for School Council employed staff, via
– CASES 21.
Manage the Superannuation requirements for School Council employed
staff.
Manage and maintain a system for recording all staff
absences.
Maintain all staff personnel files in an orderly and comprehensive
manner.
Provide Staff Listings as required throughout the
year.
Liaise with Selection Panel chairpersons to provide support during the
process.
Participate in Staff Induction processes, as
required.
Undertake checks on compliance with VIT and WWCC
requirements.
Maintain strict confidentiality and sensitivity with personnel records
and staff issues.
KEY SELECTION
CRITERIA:
Applicants are requested to present a written response to the key
selection criteria below:
1.0
Demonstrated experience and skills in co-ordinating education support
functions.
2.0
Demonstrated capacity to supervise the work of other support staff and
to develop procedures and guidelines relating to the work
area.
3.0
Demonstrated high level oral and written communication
skills.
4.0
Possess the technical knowledge and expertise relevant to the
position.
5.0
Demonstrated capacity to provide advice and support to management in
respect to the work area.
6.0
Demonstrated commitment to professional learning and growth for both
self and others.
WHO MAY
APPLY
Individuals with the aptitude, experience and/or
qualifications to fulfil the specific requirements of the
position.
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 online at the Departments Human Resources website at
www.eduweb.vic.gov.au/hrweb/
.
APPLICATIONS
Inquiries regarding the position can be directed
to Mrs Lesley Thorpe on telephone
5338-9000.
Applications should be submitted via Recruitment
Online or three copies of your application can be forwarded to Mrs Lesley
Thorpe; Business Manager marked “Confidential –Administration Manager
Application”.
Responses to the key selection criteria and a
resume including the names of three referees and their contact numbers should be
included in the application.