Administrative Coordinator

The River Nile School (RNS) is a specialist, independent, inclusive, senior-secondary school, delivering Applied Learning curriculum to young refugee and asylum seeker women, who have had disrupted schooling or are struggling to cope with mainstream school. We are also a registered charitable organisation that delivers everything we do with our students for free.

The Administrative Coordinator plays an important role in coordinating the effective administration of the business operations of the school in a dynamic and professional team environment. We are after a person with a bright and cheery personality, who enjoys dealing with people and is proactive and organised, with strong technical skills. Experience with student record management system including VASS and Compass is highly desirable.

Key Selection Criteria

• Demonstrated knowledge of school and student record management is essential.
• Demonstrated experience in VASS and Compass highly desirable.
• Demonstrated highly developed organisational and administrative skills with a demonstrated ability to utilise effective time management strategies, establish priorities and meet deadlines. 
• Demonstrated commitment to work as a supportive member of the business administration team, with an ability to maintain confidentiality, adapt to and manage change in the workplace.
• Demonstrated high level oral and written communication skills, including at reception and answering phone calls.
• Demonstrated commitment to ongoing professional learning to enable further development of skills, expertise and professional capacity of self and others.
• Position reports to: Business Manager or nominated supervisor.

Specific Responsibilities and Duties

In consultation with the Principal, Assistant Principal and Business Manager, determine and manage work priorities within the school office, and work collaboratively with the RNS team. Specific responsibilities and duties include:

• Manage reception and provide support to the School Leadership Team
• Provide high level interpersonal and communication skills to all staff, students, and visitors.
• Organise meetings and catering as required.
• Coordinate reception duties as well as act as a backup, including answering incoming calls, the screening of visitors to the school and arranging meetings.
• Ensure the foyer and administration area is maintained in a safe and orderly manner.
• Provide administrative support to the Principal, Assistant Principal and Business Manager.
• Disseminate messages to staff and students and maintain confidentiality of information received.
• Receive, log and distribute deliveries.
• Swipes, Keys and Lockers
• Record and manage the allocation of swipes and keys to the RNS premises, and the return of these when staff or contractors conclude their work with RNS.
• Coordinate the allocation of lockers and keys to students.

ICT

• Help maintain, enter, and retrieve data from the school’s Compass and ICT systems, and records in Microsoft 365 cloud platform.
• Act as admin for Microsoft 365 platforms, creating profiles for new staff and students as required.
• Engage with service providers and contractors to support the school’s ICT needs (e.g. photocopier servicing, telephony and internet / NBN services, ordering of service calls, toners and equipment.), as needed.
• Record and manage the allocation of notebook computers and other assets to staff and students, and the return of these by staff when staff depart.
• Assisting staff and students with their ICT equipment and liaising with external ICT consultant when required.

Administrative Support, Office Coordination and School Operational Support

• HR Compliance Records: Monitoring and collecting copies of Work with Children check, VIT registrations and mandatory training records from all staff and volunteers.
• Ensure confidentiality of records is maintained.
• Manage the day-to-day operations of the school office.
• Assist with coordinating electives and supporting students with the logistics of attending the electives.
• Assist staff with the administration for excursions and the school camp.
• Manage the principal’s professional diary.
• Maintain the school calendar.
• Assist with administration of the structured workplace learning.
• Coordinate requisitioning and purchasing and associated procedures. Ordering school consumable resources, including reviewing stationery, equipment, school, and student’s supplies.
• Liaise with school staff to provide administrative support for VET programs.
• Support maintenance of consistent and accurate student record keeping on ‘Compass’ – the school’s student record management system, as well as on the Enrolment Register and in student files.
• Support student enrolment as needed, including retrieving/creating a VSN number for each student as well as an USI (Unique Student Identifier), enrolling students in all relevant systems such as Compass and VASS.
• Keep VASS enrolments up to date, run VASS reports when required, enter students results in VASS and liaise with VCAA for queries regarding VCAL curriculum.
• Prepare correspondence according to school procedures:
• • e.g., Letter for students to confirm their enrolment at the school for Centrelink.
  • e.g., sending out form letters
• Provide organisation support and other duties that are within the level of the position and scope of the incumbent’s competencies and training.
• Compliance with ALL RNS Policies, Procedures and Codes of Conduct, especially for Staff and Child Safety. Under direction adhere to relevant professional standards and code of ethics for equivalent roles in schools (e.g. maintaining confidentiality).
• Coordinate student’s Myki cards, school uniforms and student IDs.

Your Mindset

• You believe every young person deserves a thriving future.
• You respect and value the perspectives of Culturally and Linguistically Diverse (CALD) young people and are interested in working with those with complex needs to help them achieve their potential.
• You are extremely comfortable working in a flexible, evolving, changing work environment, staying focused on outcomes and adapting your approach as needed.
• You are collaborative, valuing and respecting relationships within and across our entire team and with our external partners.
• You take the initiative, solve problems and have close attention to detail.

Qualifications, Experience, Credentials and Checks

• Relevant tertiary qualifications in Administration, Executive Administration, Data Systems or similar.
• Experience within a school setting preferred but not essential
• Working with Children Check
• 100-point Proof of Identity

Employment Conditions

• Competitive salary, access to tax-effective salary packaging, training and development opportunities and an Employee Assistance Program (EAP).
• Appointment of the successful candidate will be subject to:
• Reference checks
• A satisfactory Pre-Employment Disclosure Declaration; and
• evidence that the applicant has completed training in aspects of Child Safety
  (a DET link to on-line training for Non-Government schools will be provided).
• A 2-month probationary period will apply, and induction and professional support will be provided.

Hours of Work, Annual Leave and Non-Term Weeks (or ‘School Holidays’)

Our standard working day (usual minimum staff on-site hours) is 8.30 am to 4.30 pm, however by mutual agreement, we are open to having later start and/or earlier finish.

As a school there are ~40 terms weeks and 12 non-term (or ‘school holiday’) weeks each year.  Four weeks annual leave must be taken during non-term weeks and there are ~8 days paid public holidays within term breaks. We ask full time staff to be available for up to 10 days during non-term weeks across the year, with days to be mutually agreed (the 10 days is adjusted down pro rata for people on lower time fractions).  Staff are then effectively asked to take 4-weeks leave without pay during non-term weeks, which is averaged over wages across each year.   This provides staff with significant time off during non-term weeks (or ‘school holidays’) which many staff value for personal or family reasons.

Applications should be submitted via the Apply Now link.

If you have any questions, please telephone (03) 9329 8425 for further information.