Secretarial Support Assistant

SCHEDULE A

Job title: Secretarial Support Assistant

Reporting to: Principal or Principal’s Delegate through Office Coordinator

Enterprise Agreement: NSW & ACT Catholic Systemic Schools Enterprise Agreement 2015

Classification: School Administrative Services Level 4

Hours per fortnight: 60

9.00am to 3.30pm

Purpose

This position supports the values of the College through providing a range of services to students, parents, colleagues and the wider community in a way which contributes positively to the Mission of the College. The holder of this position works closely the Media, Communications and Events Coordinator, along with other Support Staff members and provides clerical support as required.

Focus Areas:

1. Data Management

Administration of the software programs adopted by the College for student and family records. This includes, but not limited to:

 Enrol new students into College Database

 Maintenance of the College Database

 Follow College procedures for students leaving the College including deactivating them in the College Database

 Responsibility for the end of year Administration Roll-over processes

 Liaise with relevant Year Leader of Learning and organise allocation and database entry of new students into homerooms, sport houses etc

 Update student and family details, as notified by the parent into the student database

 Follow up outstanding Validation Forms and filing of such forms

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 Provide reports and other information as required for College administration purposes

 Undertake training as required to use programs effectively and provide guidance and assistance to other members of the Administration Support Team in becoming familiar with and competent in areas relating to enrolments, student and family records which form part of their job description

2. Management of the Enrolment Process

 Ensure that correct procedures are followed for enrolments and school leavers throughout the year

 Respond to prospective parent / caregiver enrolment telephone, email and in person enquiries

 Manage the enrolment process, liaise with relevant staff, primary schools and others as required and coordinate post enrolment/pre-commencement activities and events according to agreed procedures

 Liaise with College Leadership team to arrange enrolment interview appointments

 Ensure accurate record keeping of all enrolment information/documentation

 Ensure accurate archival of enrolment documentation, including student applications, the Enrolment Register etc, as per College and Diocesan procedures and government legislation

 Liaise with other schools and parishes in regards to enrolment matters

 Liaise with the Uniform Shop in regards to student numbers / new enrolments

 Conduct student information checks to/from other schools as necessary

 In conjunction with the Printing and Publications Officer, create enrolment packages for prospective enrolments, enrolment interview packs

 In conjunction with the Principal’s PA and the Media, Communications and Events Coordinator, arrange and attend where necessary, administrative support for associated interviews, Open Days/Evenings, Information sessions, Orientation Days, other activities etc and the appropriate advertising of such events

 Liaise with staff as appropriate to notify them of new/exiting students

 Be responsible for filing of associated enrolment documentation

3. Publications

 Work closely with the Media, Communications and Events Coordinator to ensure that all College communications are published as per College policies and procedures

 Work closely with the Media, Communications and Events Coordinator to assist with proofing and editing all College communications and publications, including Assessment Booklets, newsletters, permission notes to parents, excursion notes etc

 Work closely with the Media, Communications and Events Coordinator to assist with proofing and editing of the College Prospectus periodically in consultation with the Principal, Senior Leadership Team and Media, Communications and Events Coordinator

 Work closely with the Media, Communications and Events Coordinator to assist with proofing and editing of the staff handbook

 Demonstrate and monitor high standards of presentation and accuracy in College correspondence and publications

4. Events

 Work with the Senior Leadership Team and the Media, Communications and Events Coordinator in the coordination and running of significant College Events and complete duties assigned to ensure the efficient running of such event. Events include, but not limited to, the following: Year 12 Graduation, Presentation Day, Year 12 Formal, Open Days/Evenings.

5. Reception Duties

Assist the College Receptionist with general reception duties including, but not limited to the following:

 Setting a tone of friendliness, courtesy, co-operation, support and high standards of personal conduct in the Administration Area, including respect for all.

 Dealing with enquiries from visitors or phone calls

 Ensure the Reception Foyer is maintained in a clean condition at all times.

 In the absence of the College Receptionist, manage/coordinate the following:

. Ensure PA system is operating correctly every day

. Make announcements over PA system as required.

. Ensure that procedures about staff signing in and out are observed and records maintained

. Maintain an up to date register of ‘Working with Children’ checks from visiting tradesmen, tutors and temporary visitors to the College

. Follow College procedure for the signing in and out of all visitors to the College

. Maintain register for Interview Room & Conference bookings.

. Issue teaching and administration resources such as stationery and order replacement stock as required.

. Distribute and co-ordinate all incoming and outgoing mail and deliveries

. Read and distribute the general College emails, forwarding them to the appropriate persons maintaining strict confidentiality

6. Sick Bay and First Aid

Assist the College Receptionist when required with the following:

 Attend to students who are unwell or injured according to College procedures

 Monitor condition of Sick bay students regularly

 Ensure medical records and information, including the medical alert register, are up to date and accessible

 Administer First Aid treatment to students as required.

 Monitor the condition of the Defibrillator on a regular basis

 Maintain fresh Asthma treatment articles and Epipens as required

 Maintain register and personal management plans for Asthmatic students

 Maintain Personal management plans for Anaphylactic students

 Issue medication that student’s require held in the medication cupboard and record details.

 Issue medical supplies such as band-aids, ice packs etc as required.

 Monitor First Aid supplies and First Aid Kit supplies throughout school & re-stock as required

 Contact parents as required

 Arrange for laundering of linen from sick bay.

7. General duties

 Assist with filing and archiving of student reports and other student associated paperwork

 Carry out general office duties as required, including relief of other staff and clerical and reception tasks

 Data entry and word processing

 Follow workplace Occupational Health and Safety procedures.

8. Allocation of duties

In accordance with the provisions of the Enterprise Agreement, employers may direct employees to carry out a range of duties consistent with their skills, competence and training. This work may at times be peripheral to their main tasks or functions. Therefore, all Administrative staff may be required to assist in a range of duties consistent with those contained in the relevant Enterprise Agreement and as required for the efficient management of the College.

9. Training and development

In consultation with the Business Manager and Office Coordinator, all staff members are expected to participate in designated professional learning activities, including meetings, and it is also expected that all staff members have the capacity to access and effectively use software programs and equipment acquired by the College for administrative purposes.

The Employer reserves the right to vary this position description in response to its changing needs.

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