Title: Administrative Assistant

Location: TAFE Campus, 29 Windemere Road, Alexandra Hills

Status: Permanent

Hours: Full-time weekdays during term-time and student free days: (6:30am – 2:30pm Mon, Tues, Wed, 6:30am - 4pm Thurs, 6:30am – 1pm Fri)

Role Commencing: Immediate start

Reports to: The Business Manager

Applications Close: 8:00am Monday 26 May (unless filled sooner)

The Sycamore School is an independent school for Prep to Year 10 young people from the autistic community. Its focus is on improving life quality outcomes. At The Sycamore School we believe in the promise and potential of each student, respecting their individualism as well as their unique and creative perspectives on our world. The Sycamore School provides a positive learning environment which is enhanced by quality teaching to assist each young person on their educational journey.

The role:

As the Administration Assistant you will:

Ensure, on a day-to-day basis, smooth and efficient operation of the daily routines of the School through the process of supporting the Deputy Principal to coordinate, manage and monitor short- or long-term cover for teacher and education support officers (ESO) absences.

Contribute to the effective and efficient management and administration of the school by providing administrative and support services.

Responsibilities and duties:

As the Administration Assistant, you will have responsibility for leading the following activities and undertaking the following key tasks, including but not limited to:

Supporting the management of all staff covers and absences due to meetings, excursions, professional development, sickness, leave applications, and the management and update emergency covers etc.

Processing absences notified through internal leave process.

In consultation with the Deputy Principal, supporting the organisation of staff cover using internal and external staffing, often with minimal notice, in a fair, equitable and transparent manner.

In consultation with the Deputy Principal, supporting the organisation of relief staff to fulfill an absence matching the experience of the relief staff member to the year level and needs of the class.

In consultation with the Deputy Principal, supporting the allocation of playground, eating, play and gate duties.

Completing playground Workplace Health and Safety checks.

Informing relief staff of their responsibilities for covers and duties when they arrive each morning.

Communicating daily arrangements with the School team each morning via the staff noticeboard, and by entering into the Admin Calendar.

Sending “Daily Briefing” notices to communicate staff covers and other items discussed at briefing each morning.

Greeting relief staff, providing tours and communicating duties for the day both verbally and in writing via the Daily Outlines created each morning.

Supporting the process of providing relief teachers with access to teacher’s planning for the day.

Checking-in with relief staff regularly to request feedback and monitor their wellbeing.

Ensuring newly appointed staff are provided with information on policies and procedures and induction to support their roles.

In addition to the above duties, as a member of the Administration Team you will have responsibility for performing a variety of other administrative and support services, including but not limited to:

Reception duties, data entry, file and record management and maintenance, incoming and outgoing correspondence and other administrative duties which contribute to the effective operation of the administration of the School.

Assisting with human resource processes including issuing letters of offer for employment and employment contracts, staff onboarding schedules and onboarding processes, probation completion letters, resignation acknowledgement letters and offboarding process, obtaining, and entering new staff information, blue card checks, and teacher registration checks and record keeping.

Assisting with payroll including monitoring, checking and following up leave applications.

Assisting new staff by providing general guidance and advice.

Assisting with policy and procedure updates and relevant staff training records.

Communicating with internal and external stakeholders (e.g. staff, parents, students, board members and community members) providing information and advice in line with school policies and/or Principal directives.

Managing and updating school documentation as required.

Managing safety checklists and identifying maintenance issues for reporting.

Booking of classroom observations/virtual meetings with external practitioners for young people

Manage Scholastics

Assist with termly Test and Tag procedure.

Apply for and manage grants.

Ad-hoc additional tasks to support the Administration Team.

The Administration Assistant will embody the following:

The ability to communicate messages clearly and concisely, to deliver quality service outcomes.

The ability to work independently and collaboratively in a small and busy team environment.

Demonstration of empathy, emotional understanding and support.

Attention to detail, organised and able to meet deadlines.

Required skills and experience:

Able to communicate with empathy and influence to address problems and obtain cooperation and assistance in meeting required objectives.

An understanding of the sensitive and confidential nature of matters involved in the role.

Intermediate to advanced working knowledge of Microsoft Office suite.

Able to apply day-to-day independence in determining work schedules.

Ability to work under pressure, independently, intuitively and flexibly.

Ability to establish good working relationships with students, parents, staff and the School community.

Demonstrated knowledge, or ability to rapidly acquire knowledge, of administrative policies, practices and procedures used in schools, particularly human resources and financial processes.

Possess or be eligible for a Working with Children Check clearance (blue card).

Benefits:

Be part of a team that is providing a positive learning environment for young people from the autistic community.

Make your salary more tax-effective and increase your disposable income by opting into available Not-For-Profit salary sacrificing.

Applications:

Applications must include:

1-Page application letter demonstrating how you meet the requirements to perform the role and your availability.

2-Page Resume (CV) including two referees (with contact details). Please include a referee from current or most recent place of employment.

Applications close 8am on Monday 26 May 2025. Suitable candidates will be progressed to interview and appointed prior to the closure date so we encourage you to apply early.

The Sycamore School is committed to:

Ensuring the safety and wellbeing of all students and will provide a safe and supportive environment for students by taking all reasonable steps to promote the safety, welfare and wellbeing of students enrolled at our School and their protection from foreseeable harm.

Providing and maintaining a safe and healthy workplace for all workers (including contractors and volunteers) as well as clients, visitors and members of the public. Hazards and risks to health and safety will be eliminated or minimised, as far as is reasonably practicable.