Administration
- Ensure administration tasks are completed accurately, professionally and on time
- Manage and maintain school records and logistics, office documentation, and other tasks including the mail function including pick-ups, mail sorting, mailing and special deliveries, order and control supply of stationery and other office supplies in an orderly and systematic way
- Prepare letters, email communications, memos, reports and other documents as required
- Use established excel spreadsheets for managing data and information
- Prepare professional and high-quality presentations and other materials using PowerPoint/desktop publishing as required
- Support and or coordinate projects and ensure all stakeholders are communicated on progress of projects and their expectations are met
- Proof-read documents, reports, brochures and newsletters as required
- Actively provide feedback, contributes to and participates in cross-school administration initiatives to streamline and improve administration systems
- Perform other general administrative duties as required.
Customer Experience
- Ensure that first point of contact with all internal and external customers and visitors are welcomed, inducted and comply with site safety procedure (WHS) and Safeguarding requirements in a professional, positive and informative way
- Provide a welcoming and supportive customer experience for all stakeholders, including families, making sure they feel valued and welcomed when they arrive at school
- Clearly and effectively communicate with a variety of external stakeholders in writing, by phone/text/Zoom and in person.
Operational Matters
- Ensure the office equipment functions well and is maintained and serviced to meet business needs
- Allocated tasks are completed in a timely manner and proactively seeking to improve administrative and operational processes in collaboration with the Senior Clerical Officer
- Organise catering for special functions as required, including provision of kitchen supplies
- Ensure visitors to the school are verified and approved to be on the school site and are inducted in accordance Aspect procedures and guidelines i.e. WHS, safeguarding and evacuation procedures
- Site is maintained to comply with Aspect procedures and assist with organising site maintenance including raising work orders for contractors, scheduling work, organising site visits and providing information and feedback.
Financial administration and reporting
- Submit invoices and expenses for payment through Expense Manager / Prospend
- Prepare, reconcile and process accounts and credit card statements with appropriate receipts
- Support and provide information to staff regarding fortnightly staff payroll administration and ensure staff submit timesheets on time.
Information Systems
- Update and maintain information collated in school spreadsheets. Complete basic data manipulation tasks in Excel spreadsheets
- Update and maintain data in school database system. Generate reports to support the school and to comply with National Office processes as well as government reporting through attendance stats, census & NCCD etc.
- Assist staff with basic IT issues and support escalation to IT helpdesk where required in a timely and effective manner.
