POSITION DESCRIPTION
Westminster is a leading coeducational, Early Learning to Year 12, day and boarding Uniting Church School.
We aspire to be the best school for an exceptional education, developing individuals of excellent character to
achieve more than they thought possible.
We want Westminster to have a world class reputation, renowned
for a genuine focus on wellbeing, inspired by our values of kindness, resilience, mindfulness, curiosity,
courageousness and inclusivity.
Position name Office Assistant
Area of School Early Learning Centre
Employment Status Permanent part time
Employment Conditions
Westminster School Inc.
Teaching Staff and School Assistants
Enterprise Agreement
Key Relationships
The Office Assistant reports to the ELC Director and provides
assistance with a range of office duties under the direction of the ELC
Assistant Director.
The Office Assistant works closely with staff and
liaises directly with students, parents, and prospective families.
Ultimately responsible to the Principal via the Director of Business
Operations.
Position Objective
The Office Assistant provides general administrative support to the relevant School Office.
The Office Assistant is the first point of contact for students, parents, staff and visitors to the School and provides a high level of customer service to support the effective operation of the School Office.
Key Responsibilities
1. Reception and Customer Service
Provide a customer service to students, parents, visitors, staff and prospective families requiring assistance at the ELC Office.
Respond to ELC enrolment enquiries from the first point of contact, through to the commencement of a student in the ELC, and liaise with the Enrolments Team to facilitate the movement of future ELC students through the pipeline.
Maintain open communication with the Enrolments Team to help optimise enrolments for the School.
Supporting the Enrolments Team to manage the ELC waitlists.
Liaison with third party providers.
2. Coordinate Absences
Manage the daily student absentees on the School database by:
Recording of student absences
Checking submitting online absences and following up on any discrepancies
Contacting parents to determine absent student whereabouts
Recording all students on excursions/approved leave of absence




Ensuring all students are accounted for each day
Checking with ELC Director regarding any anomalies.
3. Finance processes
Processing billing, purchase orders and invoices as required
Maintain, monitor, and balance petty cash float
Coordinate student loans of clothing and lost property.
4. Administrative Duties
Provide general administrative assistance, including:
Distribution of incoming mail, external and internal as required
Maintain and order stationery and collate stationary packs and photocopy supplies for Preparatory School / ELC
General word processing, photocopying of documents, including booklets and programs
First point of contact for ELC enquiries
Identify optimal times for ELC tours and update the relevant information in Digistorm and on the Westminster Calendar
Assist to maintain future ELC student records in Digistorm
Responding to follow-up phone calls and emails related specifically to ELC enrolment
Work collaboratively with the Enrolments Team to issue Offers of Enrolment
Maintain and update student information for emergency procedures, and assist with coordination of Fire Drills.
Assist other staff to prepare and maintain operations manuals for the Preparatory School / ELC Office and with other activities as required.
5. Other Responsibilities
Provide an initial pastoral care support service to students and families presenting at or calling the Office and refer as appropriate and required
Provide a communication link between parents and students throughout the day delivering messages or items as necessary
Support the relevant Head of School / ELC and senior staff as required
Provide preliminary first aid to students who present in the office, or staff call in emergency situations
Liaise with the School Nurses regarding students' attendance at the Health Centre or in emergency situations
Assist with stock control of First Aid kit and supplies




Provision of office and reception assistance to other areas of the School as required.
Key Selection Criteria: Qualifications, Skills and Experience
Demonstrated experience in providing excellent customer service in a busy and dynamic reception role
Well-developed office administrative and organisational skills.
Sound knowledge and understanding of office procedures and functions
Excellent written and verbal communication skills.
Sound organisational and time management skills.
Well-developed skills in using technology including word, excel, email
Demonstrated knowledge and experience in managing information in a database
Provide First Aid certificate.
Key Selection Criteria: Personal Qualities
Well- developed interpersonal skills in communicating with students, teaching staff and parents.
Ability to demonstrate active listening, tact and diplomacy and provide support as necessary
Exceptional phone manner and personal presentation.
Initiative and the capacity for self-direction, while at the same time contributing to the output of the larger team.
A positive, enthusiastic team member with superior organisational skills, the ability to set goals and prioritise work, adapt to change and the capacity to manage multiple, simultaneous tasks.
Customer service focussed
Demonstrated ability to liaise professionally with a diverse range of people.
The ability to relate to students and parents from a range of backgrounds.
Safety and Wellbeing
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 abide by all 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
A 6 month probationary period applies to 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 ****
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