Administrative Officer

Position Title: Administrative Officer
Responsible To: Principal
Hours: Full Time
Monday to Friday 8:30 am – 4:00 pm

Position Purpose/Job Summary
The School Administrative Officer is the ‘face of the school’ and is often the first point of contact for visitors and school families. The successful candidate should be well-equipped to handle sensitive, professional and personal information with a high degree of confidentiality and professionalism. The School Administrative Officer is responsible to the Principal, working collaboratively with the Finance Manager and Care Co-ordinator, providing assistance in day-to-day routines, First Aid, and administrative and financial matters.

The key responsibilities of the School Administration Officer:

• General administrative duties

• Assistance with Student and Parent enquiries

• Assistance with Student medication & First Aid

• Assist in the operation and management of the Uniform Shop

Selection Criteria
Essential: • Available to work Monday to Friday 8:30 am – 4:00 pm Term Time
• High degree of personal organisation with a professional mindset to dress, appearance, speech, integrity, discretion, and reliability
• Able to maintain confidentiality
• A friendly, cheerful manner, willing to work cooperatively with others
• Demonstrates effective time management skills
• Exceptional interpersonal communication skills.
• Strong ICT skills
• Senior First Aid Certificate
• Working With Children Check and National Police Clearance Check
• Committed to supporting the values and Christian ethos of the school

• Knowledge and understanding of computer programs, including Microsoft Office and willingness to learn and use school-based management software such as PC Schools.
• Experience working in schools and or with children
• A sense of humour.

Interested applicants are required to email a copy of their working with children check, current senior first aid certificate, a resume that includes contact details for at least two referees and a maximum two-page written document outlining experience and suitability for the role as one PDF document.

Key Responsibilities
Office and Reception
• Welcoming parents, visitors and community members to the school.
• Receiving and arranging for collection and despatch of goods, mail
• Undertaking routine telephone duties, taking messages, noting appointments and other reception duties.
• Enrolling and transfer of students.
• Arranging appointments and interviews for the Principal and teachers, including Parent Teacher Interviews

• Using Microsoft Office and other online programmes to draft, design, layout and print school correspondence and publications.
• Photocopying, duplicating and printing/binding of school documents.
• Maintaining filing, indexing and record systems.
• Updating contact lists, including parents, staff and relief teachers.
• In collaboration with the Principal, regularly updates handbooks, policies and procedures as required.
• Manage statistics for relevant authorities, including Census and Attendance data.

Teacher and Student Support
• Maintaining daily bus lists, classroom messaging/attendance and lunch orders
• Caring for and comforting sick or distressed students. Contacting their families and or medical centres as necessary.
• Administering First Aid and the management of student medication
• Ensure all first aid stock is ordered, maintained, and disposed of when past the use-by date.
• Keeps up to date with Diabetes in Schools Training to support and manage students with Type 1 Diabetes
• Assisting with the organisation of excursions
• Managing lost property and clothing

• Assists the Principal with the promotion of the school – liaising with newspapers, and social media, helping to promote special events both internally and externally, such as school tours, back-to-school night and end-of-year festivities. This also includes school newsletters, school/class photos and other school publications as required.
• In collaboration with our Marketing Team, assists with updating the school’s website and social media account.
• Responds in a timely manner to website and social media enquiries.

• Collecting payments for fees, and other payments from parents.
• Ordering, purchasing, receiving, despatching and stocktaking materials, goods and consumables, including compiling orders, unpacking, checking, sorting, shelving and storing items and maintaining inventories.
• Maintain uniform stock and manage the school uniform shop.
• Arranging quotations for the purchase, maintenance and disposal of office and classroom equipment.

Other Duties
• From time-to-time additional duties will be required as determined by the principal.

Work With Us at St Johns