Administrative Officer - Reception - Collingwood Campus ES1-3

Collingwood English Language School (CELS) is the major provider of the New Arrivals Program in the North Western Victoria Region. It is a Foundation to Year 10 multi-campus school, providing full time, intensive English Language courses for newly arrived migrants and refugees with campuses located in Collingwood, Broadmeadows and Craigieburn. The South Morang campus opened in July 2023 (Term 3).

We provide a safe, supportive and stimulating learning environment where students prepare for a seamless academic, social and cultural transition to mainstream school or other educational pathways. We also support families and guardians to understand and engage with our school community and the Victorian Education system.

Students attend the New Arrivals Program for intensive English as an Additional Language courses for 6 months if educational background is age equivalent. Students with disrupted schooling often attend for 4 terms. Assessment and reporting reflect this context.

The ratio of teachers to students is 13:1. Multicultural education aides support teachers, students and families.

Vision

We provide innovative, creative, high quality EAL teaching and learning programs. Our students have a sense of curiosity, resilience and are excited about their learning and preparation for mainstream school or further education, leading to improved academic and life chances.

At Collingwood English Language School:

- We provide an exceptional English as an Additional Language program in a welcoming, caring, friendly, team-oriented and inclusive learning community
- We provide EAL leadership and advocacy
- Our EAL Specialist teachers provide high quality learning and teaching in a secure and supportive environment
- Our students are courageous and determined learners and become effective members of the school and wider community
- Our parents and guardians are active participants in their students¿ learning and in the school community

Values

Our core purpose at Collingwood English Language School is underpinned by the following values:

- Respect: for ourselves, each other and our environment
- Kindness: to others through compassion and celebrating success
- Learning: being ready to learn, do my best, be actively engaged, share ideas and welcome feedback. Seek support.

Collingwood Campus

Collingwood English Language School was established as a school in 1989. The Collingwood Campus is located in Cambridge Street, approximately one kilometre northeast of the city centre. This is the original campus.

Broadmeadows Campus

The Broadmeadows Campus is in Johnstone St, Broadmeadows and is part of the Dimboola Hub, sharing the oval with Broadmeadows Valley Primary School and Hume Central (Dimboola Rd Campus).

Craigieburn Campus

The Craigieburn Campus is located on Northleigh Ave, approximately two kilometres from the Craigieburn railway station and sits adjacent to Craigieburn South Primary School.

South Morang Campus

The South Morang Campus opened in July 2023 and isco-located with The Lakes South Morang College at 235 Gordons Road, South Morang.

Further Information

Further information is available from the Collingwood English Language School website, including:

Website

School Contact

Catherine McMahon, Principal

Phone: 7***

Selection Criteria

KCS 1
Significant understanding and experience of school office management practices and processes including an ability to co-ordinate completion of administrative priorities, student recording and reporting arrangements.

KSC 2
Demonstrated high level administrative experience in DE and other systems including CASES 21, Student Administration, Compass.

KSC 3
Demonstrated high levels of professional integrity, sensitivity and an ability to engage with leadership, staff, CELS' diverse school community, EAL new arrivals and external schools and providers.

KSC 4
Demonstrated ability to show initiative, work independently and in teams across multi-campus, work creatively and proactively to enhance work systems and practices to ensure efficient and responsive operation of the work workplace.

KSC 5
Demonstrated ability to manage a busy work environment, contribute towards strategic decision making within the school including the provision of reporting to the Principal, Business Manager, staff, and the wider community.

Role

Range 3 is distinguished by the introduction of management responsibility and accountability for the delivery of professional support services. The role will usually impact beyond the work area or professional field. It seeks to gain cooperation of other staff members or members of the school community to achieve specific objectives, such as in school administration, operations or educational programs.

Direction on targets and goals is provided but the position will have some degree of latitude in determining how they are achieved.



This latitude will generally be limited by standard procedures and school policy. Deviation from standard procedures and school policy will require guidance and direction from senior management.

The provision of business management responsibilities becomes a feature at range 3. Management of staff to achieve the expected outcomes is a key responsibility. Staff management issues will be resolved with minimal reference to senior management, although guidance will be required in more complex cases. Senior management will be provided with timely reports and advice, although this will generally be confined to matters relating to the immediate work area, service provision or educational program and is unlikely to impact substantially on whole of school operations.

This is the minimum range for positions that carry a mandatory qualification requirement of not less than four years. Professional student support positions become a feature at range 3 (e.g. therapists, psychologists) where standard professional services are delivered. Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from senior management.

An education support class position supports the educational services being provided to students, but must not include duties of teaching as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students cannot be required except where it is an integral part of the employee¿s position or involves supervision of students individually or in small groups, in controlled circumstances, where the responsibility for students remains clearly with a teacher.

Responsibilities

The ES Range 1-3 Administrative Officer/Receptionist will be required to work as a supportive, positive member in a team environment with other office staff, the Business Manager and the Principal team. At times, it may be necessary to share/rotate jobs between educational support staff depending on requirements.

The successful applicant will be required to undertake Administration and Finance functions including being the first point of contact for the school community, supporting the operation of the General Office and supporting the school and business administration functions. Using DE CASES21 system, is one key focus of the role.

Hours are likely to increase in 2027, with the potential for the role to become ongoing.

RESPONSIBILITES

- Work professionally, courteously, and cooperatively with internal and external clients. This role involves close interaction with a wide range of parents, guardians, students and staff.
- Maintain confidentiality and sensitivity in all aspects of the role.
- Maintain currency of professional knowledge and skills.
- Assist in ensuring that the school complies with government regulations and policies.
- Comply with OH&S; requirements and maintain a safe and healthy workplace for self and others.
- Fulfil Child Safe obligations.
- Fulfil all duties assigned by the principal or delegate within the relevant ES dimensions of work

DUTIES

Under the direction of the Business Manager, Principal and Assistant Principal, undertake duties that might include:

- Receive visitors to the school and manage enquiries made to the general office in relation to school business.
- Respond to and/or direct all communications made to and within the school appropriately.
- Deliver administrative services, including exceptional customer service.
- Manage the processing of student admissions, registrations, family transactions and reports and enter data on CASES 21 Student Admin regarding census, transfers, change of student information.
- Process family payments, and receipting funds for students at Collingwood campus following DE guidelines.
- Ensure accurate processing and monitoring of Camps, Sports, Excursions Funds (CSEF), and communicate with families regarding available funding and general support.
- Process Student Conveyance Allowance System (SCAS).
- Balance daily receipting, including cash and EFTPOS, and ensure accurate record keeping.
- Maintain filing for your work area including the use of Smart box archive system.
- Sort and distribute mail and other information, maintain well stocked and up-to-date brochures at reception.
- Word processing and photocopying as required.
- Make interpreter bookings.
- Monitor student attendance, follow up unmarked rolls and absence entry in Compass.
- Liaise with colleagues to support the efficient operation of day-to-day activities, excursions, and events.




- Responsible for maintenance and ordering of stationery, paper and photocopier supplies.
- Implement strategies to ensure effective administration and financial procedures.
- Undertake other duties as may be deemed necessary by the Principal, Assistant Principal and Business Manager.

DESIRED SKILLS

Expertise and skills in the use of Microsoft Office, CASES21, Compass and learning management systems are not a prerequisite for this position (although an advantage). Capacity to learn the programs and develop the skills to apply them to a high level is essential. Support will be provided throughout the training period, should this be required.

- Good organisational skills, including the capacity to prioritise workflows and be committed to work as a member of a team to ensure the continuous and efficient operation of the work setting.
- Excellent written and verbal communication skills and interpersonal skills including the ability to communicate effectively with all members of the school community (students, families and staff)

Who May Apply

Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

Diversity and Inclusion

The department is committed to diversity and inclusion and developing a workforce that is representative of the community we service. We value diversity and inclusion in all forms - culture, gender, religion, ethnicity, LGBTIQA+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department. The Department recognises that the provision of safe, respectful and inclusive workplaces is essential to high performance and promotes flexible work and diversity across all schools and Department workplaces. It is our policy to provide reasonable adjustments for staff with disability (seeWorkplace adjustment guidelines).

Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islander candidates from the Koorie Outcomes Division (KOD) via*******@education.vic.gov.au

Applicants seeking part time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.

Child Safe Standards

Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the department's exemplar available at:

DE Values

The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees,including those who work in Victorian Government Schools. Information on the department values is available at:

Other Information

Thank you for your interest in this vacancy at Collingwood English Language School.

Collingwood English Language School Commitment to Child Safety

Collingwood ELS is committed to child safety. We believe that all children should be safe, happy and empowered. We support and respect all children, as well as our staff and volunteers.

We practise zero tolerance of child abuse, and all allegations and safety concerns are treated very seriously and consistently with our policies and procedures. We acknowledge and practise legal and moral obligations to contact authorities when we are concerned about a child¿s safety. Collingwood ELS is committed to preventing child abuse and early identification of risks and risk minimisation. Our human resources and recruitment practices for all staff and volunteers support child safety. We regularly train and educate our staff and volunteers on child abuse risks.

By applying for this position in the teaching service, the applicant is aware that information may be collected in order to establish whether they are suitable for child-connected work and is a fit and proper person (as defined in the Ministerial Order 1359).

Conditions of Employment

- 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 on the Department's Human Resources website at

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📌 Administrative Officer - Reception - Collingwood Campus-3 (Melbourne)
🏢 Government schools
📍 Melbourne