Selection Criteria

SC1. Demonstrated capacity to work and collaborate with others in a team environment, and maintain positive relationships with students, parents and the wider school community.

SC2. Demonstrated high-level oral and written communication skills, including the capacity to communicate effectively and sensitively with students, families, staff and external stakeholders.

SC3. Demonstrated proficiency in using office systems, and student-management platforms relevant to the position.

SC4. Consistent application of organisational and time management skills to effectively prioritise tasks, ensuring accuracy and efficiency in all areas of administrative operations.

SC5. Proven ability to adapt to and manage unforeseen challenges in a fast-paced school office setting, showing flexibility, initiative, and resilience in meeting the evolving demands of the role.

Role The Enrolment and Administration Officer manages the school¿s enrolment process and provides families with clear, welcoming support from their first enquiry through to a student¿s commencement. This role also supports the day-to-day operation of the school¿s front office, ensuring it is welcoming, efficient and responsive. The role coordinates administrative services and supports students, families, staff, school leadership and visitors.

Responsibilities

- Respond to enrolment enquiries from prospective families in a friendly and timely manner.

- Explain enrolment requirements, procedures, timelines, and relevant school policies.

- Process applications and maintain accurate, up-to-date student and family records.

- Check application documents, follow up on missing information, and coordinate Family Meetings, tours, or transition visits as needed.

- Work with school leaders, teachers, and administration staff to support enrolment decisions and student transitions.

- Communicate enrolment outcomes and next steps to families.

- Maintain confidentiality and handle sensitive information appropriately.

- Prepare enrolment and attendance reports and assist with forecasting student numbers

- Contribute to a welcoming, inclusive experience for families from diverse backgrounds.

- Follow relevant child-safety, privacy, records-management, and school policies.

- Manage front-office operations, including reception, phone calls, emails, mail and visitor enquiries.

- Welcome families and visitors and direct enquiries to the appropriate staff member.

- Oversee student attendance processes, including recording absences and following up unexplained absences in line with school procedures.

- Maintain accurate student, family and school records, ensuring information is handled confidentially and securely.

- Coordinate enrolment administration, student departures, transfers and related documentation.

- Support school leadership with calendars, meetings, correspondence, reports and general administrative tasks.

- Coordinate office workflows and provide guidance or day-to-day supervision to administrative staff, as required.

- Manage office supplies, equipment and service requests, and assist with purchasing and invoice processing where delegated.

- Follow school policies and procedures relating to child safety, privacy, records management, workplace health and safety, and emergency response.

- Identify opportunities to improve front-office systems and the quality of service to the school community.

- Maintain, enter and retrieve data from the schools IT systems, such as the school's records system, including computerised student, staff and school records
- Maintain and update office records,



enrolment data, Xuno/Cases records, and basic written records
- Support or coordinate the preparation of standard routine internal and external communication according to school procedures (e.g. form letters, newsletters)
- Source basic data or factual information from given sources to support school administrative functions, e.g. books, reports, manuals, catalogues, tables, forms, etc.
- Coordinate the delivery of administrative services within the school
- In consultation with the principal, determine and manage work priorities within the school office
- Develop and implement strategies to ensure effective administration procedures
- Coordinate the implementation of requisitioning, purchasing and issuing procedures
- Manage client reception and office operations
- Liaise with school staff in regard to support requirements
- Coordinate staff timetabling
- Maintain, enter and retrieve data using the school's computer systems.
- Manage student attendance through Xuno.
- Ensure student attendance records are accurate and up to date.
- Follow up unexplained student absences with parents and carers.
- Follow up with staff regarding unmarked or incomplete class rolls.
- Provide routine clerical or other administrative support responsibilities including general telephone, front office enquiries, mail deliveries, assisting with stock control, supporting organisation of meetings, receiving and initial processing of standard paperwork
- In consultation with the principal, determine and manage work priorities within the school office
- Develop and implement strategies to ensure effective administration procedures
- Manage client reception and office operations

Skills and experience
- Demonstrated experience in administration, reception or office coordination; school-based experience is desirable.

- Robust communication and customer-service skills, with a calm and professional manner.

- Excellent organisation, prioritisation and attention to detail.

- Confidence using office software, databases and student-management systems.

- Ability to handle sensitive information with discretion.

- Capacity to work collaboratively and respond flexibly in a busy school environment.

Reports to the Principal, Business Manager and Administration Manager

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 (see Workplace 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 setting, 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:

https://www2.education.vic.gov.au/pal/child-safe-standards/policy 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:

https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview

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 http://www.education.vic.gov.au/hrweb/Pages/default.aspx

Location Profile

Mindalk Primary School was established in 2026 to meet the growing educational and enrolment need within Truganina.

We are a learning community of approximately 350 students across years Prep to 6 and situated within a growing housing estate with neighbouring grasslands, parklands, walkways and a proposed shopping precinct only 25km west of Melbourne¿s CBD

If you are drawn to contributing a vibrant and outstanding learning community with:

- modern and sophisticated resources and facilities
- a positive working environment of support
- a learner-centred collegiate community
- the opportunity to develop a new school culture with like-minded professionals, this is the opportunity for you.

Our school includes
- 3 learning neighbourhoods
- an administration and library building
- specialist spaces including food technology and science
- outdoor hard courts
- a community hub with indoor multi-use court, canteen and arts/music spaces
- a sports field
- several outdoor learning spaces with shade and landscape gardening
- a car park with bus access

Mindalk Primary School works to develop a calm and supportive learning community for all that attend. We do this with evidence-based instruction, inclusive practices and a focus on excellence and equity in learning alongside leadership opportunities for eager professionals. We offer a variety of curricular experiences centred in high-level Literacy and Numeracy practices.

Mindalk Primary School is a Supported Inclusion School (SIS) which enables us to provide extra support for students with a disability within a mainstream setting.

📌 Enrolment/Administration Officer (Melbourne)
🏢 Government schools
📍 Melbourne