The School Administrator plays a pivotal role in ensuring the smooth operation of Sophia Mundi Steiner School. This will include but is not limited to day-to-day tasks such as general administration, acting as the first point of contact for visitors and enquiries, communication, and compliance functions essential to the school's efficiency. The position requires exceptional customer services skills, organisational skills, professionalism, maintaining confidentiality, and a strong commitment to fostering a supportive school community.

Reports to:

The Principal and Business Manager

Key Responsibilities

Student Records Management

Maintain accurate and confidential student records, ensuring accessibility and compliance.

Process student enrolments, transfers, and withdrawals in coordination with families and relevant departments.

Generate student reports and documentation for internal and external use.

Assist with census processes in February and August, ensuring precise reporting.

Maintain and update medical and emergency contact information for students.

Office Administration

Provide high-level administrative support and exceptional customer service to staff, students, and parents.

Manage office operations, including document filing, organisation, and inventory control.

Ensure visitors sign in and follow security protocols as per school policies.

Direct inquiries to the appropriate staff members professionally and efficiently.

Coordinate logistics for school events, excursions, and activities, including bookings and permissions.

Manage the student sick bay, triaging sick students and referring them to the Wellbeing Coordinator as needed.

Support student-related programs, activities, and parent communications.

Oversee office and classroom supplies, manage orders, and ensure office equipment is maintained.

Take direction from the Principal and Business Manager, prioritising and completing tasks in a timely manner.

Human Resources Support

Assist with recruitment, including advertising roles, processing applications, and coordinating interviews.

Provide administrative support to the Business Manager on HR-related tasks.

Conduct Child Safe protocols including, police checks, and Working With Children Checks (WWCC), as well as collect references and verify qualifications.

Front-of-House & Onboarding Services

Serve as the first point of contact, welcoming visitors, answering calls, and managing inquiries with warmth and professionalism.

Maintain a professional, organised, and welcoming reception and student services area.

Supervise students and visitors in the reception area to ensure appropriate behaviour and safety.

Handle sensitive information with confidentiality and discretion.

Assist new staff and students with onboarding, including setting up email accounts and introducing them to internal systems.

Support new families with orientation, fostering a smooth transition into the school community.

Compliance and Reporting

Ensure adherence to school policies and government regulations, maintaining up-to-date records.

Accurately complete and submit required reports and data within specified deadlines.

Maintain and implement student safety protocols, including emergency procedures and risk management compliance.

Assists the Principal with compliance-related documentation and reporting as needed, ensuring adherence to policies and regulations.

Communication & Community Engagement

Supports the Principal in school-wide communication efforts, ensuring messages to families and staff are clear and aligned with school values.

Coordinate and produce the school newsletter, ensuring clear and engaging communication with families.

Assist in drafting and distributing official school communications, including notices, letters, and event invitations.

Support parent engagement initiatives and contribute to building a strong, inclusive school community.

Using social media to promote the school.

Skills & Abilities

A commitment to supporting the values and philosophy of Steiner education.

Strong organisational skills and a proactive approach to problem-solving.

Excellent oral and written communication skills.

Ability to work both independently and collaboratively in a dynamic environment.

A high level of responsibility, motivation, and accountability.

A strong work ethic and the ability to meet deadlines with accuracy and composure.

Discretion and integrity in handling confidential information.

Exceptional personal standards of honesty, enthusiasm, and professionalism.

Proven ability to multitask efficiently while maintaining attention to detail.

Demonstrated ability to work productively and respectfully within a team, fostering empathy and cooperation.

Capability to adapt to changing systems, learn new procedures, and uphold data accuracy.

Requirements & Qualifications

The ideal candidate should have:

Proven experience in an administrative role, preferably in an educational setting.

Strong organisational and multitasking skills.

Excellent communication and interpersonal abilities.

Proficiency in Microsoft Office Suite and school management software.

Ability to work independently and collaboratively in a school environment.

Knowledge of education policies and regulations (advantageous but not essential).

Key Performance Criteria

Efficiency and Time Management: Ability to manage workload effectively and prioritise tasks.

Accuracy and Attention to Detail: High level of precision in administrative and compliance-related tasks.

Communication and Interpersonal Skills: Professional and effective engagement with students, staff, and parents.

Organisational Skills: Ability to maintain structured workflows and administrative processes.

Problem-Solving: Proactive in identifying and resolving administrative challenges.

Team and Management Support: Ability to provide reliable support to the school leadership and wider team.

Why Join Us?

A supportive and friendly work environment.

Opportunities for professional development and career growth.

A chance to contribute to the success of a thriving educational institution.

How to Apply

Applications will be reviewed on a rolling basis until the position is filled. Interested candidates should submit their CV and a Cover Letter to the [email protected] with the subject line: Application for School Administrator Position.

For more information, please contact us at 03 9419 9229 or visit our website: www.sophiamundi.vic.edu.au.

Sophia Mundi Steiner School is an equal-opportunity employer. We encourage applications from candidates of all backgrounds.