ADMINISTRATION OFFICER - STAFF

Mary MacKillop Primary School is situated in Narre Warren North, around 30 kilometres South East of Melbourne, falling within the city of Casey, on the lands of the Bunurong People. Narre Warren North is a beautiful area with a rapidly developing community and has a lot to offer.

About the Role

Mary MacKillop Primary School has an enrolment of 297 students. The school opened in 1995 and we are proud of our modern student and staff facilities. Our staff are supported to ensure a healthy work/life balance.

We are seeking a vibrant and professional Administration Officer - Staff to join our team.

The Administration Officer is a primary customer service contact for the school, supporting the delivery of reception and administration for Mary MacKillop Primary School. The administration team works collaboratively to support the principal and school community.

This is a 5 day a week ongoing position from Monday to Friday commencing at 8.15am and finishing at 3.30pm, during school term time only (FTE 0.89). School Holidays are included in this role, that is, the successful applicant is not expected to work during school holiday periods.

The successful applicant will be accountable to the Diocese of Sale Catholic Education Ltd (DOSCEL).

The commencement date is: Monday 8 September 2025.

Duties and responsibilities will include but are not limited to:

Ensure compliance with Child Safety and Wellbeing including:

Provide students with a child safe and welcoming learning environment.

Comply with Child Safe Policies, Code of Conduct and Child Safe Standards.

Proactively monitor and support student safety and wellbeing.

Exercise pastoral care in a manner which reflects and upholds the school’s values.

Implement strategies that promote a healthy and positive learning environment.

Demonstrate Duty of Care to all students in relation to physical and mental wellbeing.

Undertake Reception/Administrative duties of the school office including:

Contribute to a healthy and safe work environment for yourself and others and comply with safe work practices, policies and procedures.

Provide informed and friendly customer service to all students and parents.

Be responsible for the general administration of the school office.

Carry out reception duties – appointments, telephone, email, mail, visitors and deliveries.

Provide support and assistance to school staff.

Maintain student attendance follow up SMS alerts and follow up calls as per Attendance Policy and notify Principal of unexplained attendance of students.

Receipt payment of fees in SAS

Proficient use of excel, word, publisher software, powerpoint.

Support Student's Services & Finance staff as required.

Assist the Principal in administrative matters.

Attend staff meetings when required.

Handle confidential information in an appropriate manner.

Distribute various student forms.

Undertake rostered First Aid duty at recess, lunchtime and (where necessary).

Actively support leadership initiatives, Diocese of Sale Catholic Education Limited (DOSCEL) initiatives and agreed school policy procedures and processes.

Support the maintenance of current Working With Children Checks for Visitors, Volunteers and Contractors.

Undertake Student Services duties of the school office including:

Support reception staff to maintain student attendance follow up SMS alerts and follow up calls as per Attendance Policy and notify the Principal of unexplained attendance of students.

Account for and log sick, late and early leave passes on SIMON.

Organise the purchase of supplies for the school including but not limited to ‘Back to School Orders’, booklist supplies, staffroom/kitchen requirements, general office and classroom stationary.

Complete census processes and procedures annually

Prepare and publish the weekly school newsletter.

Organising catering for school functions and activities

Maintain student databases in SAS & PAM

Populate parent communication via Communication Centre (SIMON/PAM/SchoolZine)

Maintain and manage student enrolments including, but not limited to, marketing, updating Handbooks, website updates, updating SIMON records for new students.

Prepare enrolment documentation

Track Year 6 to Year 7 enrolments for students including providing families with information

Prepare and liaison with staff on Open Day and Orientation Day requirements.

Prepare and publish correspondence to current and prospective school families.

Organise, book and follow up Welcome Interviews for new students

Produce and print Transition packs for new enrolments

Populate excursion/incursion/event forms on SIMON/PAM and obtain bus quotes and maintain bookings. This includes maintaining an excursion register.

Prepare and support staff with camp, excursion and incursion documentation and requirements.

Maintain student alerts including but not limited to medical and custody alerts.

Manage and maintain student medical and medication requirements including severe medical alerts and Medical Action Plans (updating).

Maintain currency of First Aid, Mandatory Reporting, Anaphylaxis training and other training as required.

Undertake rostered First Aid duty at recess, lunchtime and (where necessary).

Support reception and finance staff as required.

Support all staff as required including assisting with new staff onboarding (adding Staff to Operoo, name badges, safety vests)

Administration filing.

Archive documentation as required and maintain the archives register

Support Fundraising and whole school events such as Mother’s Day, Father’s Day, sausage sizzles etc

Attend Diocese of Sale, Administration in servicing and training relevant to the role.

Benefits:

Salary earning commences at Education Support Level 2 $56,579 with all non-term weeks (school holidays) included

Salary increases each January and July (DOSCEL 2022)

Annual leave loading

Salary Packaging

Flexible leave day annually

Parental leave – 16 weeks

Parental leave superannuation up to 52 weeks

Dedicated support from school leadership

Social events to create community with staff and families

Essential Knowledge and Experience

Excellent interpersonal and communication skills

Advanced computer skills and knowledge including experience in Microsoft Word, Excel and Internet Applications

Strong organisational skills and ability to manage time effectively

Ability to prioritise work

Friendly and approachable manner

Ability to work as part of a team whilst still accepting responsibility for your own tasks.

Criteria

Commitment to Catholic Education.

Commitment to Child Safety and Wellbeing.

Current Victorian Police check and Employee Working with Children Check.

Evidence of COVID-19 vaccination status OR legal/medical exemption.

At Mary MacKillop our students are at the centre of everything that we do. Since the school commenced, we have built a supportive learning community, excellent buildings and facilities whilst growing together to learn and foster strong partnerships with our parents and wider community.

Our team of dedicated teachers and education support staff work together to promote and provide a diverse range of learning opportunities aimed at developing the whole child, with a focus on their spiritual, academic, social, physical and emotional development.

Our school community is a welcoming and happy place where students will be nurtured to become independent and responsible learners who have the dispositions and skills equipping them to become active and adaptive citizens of the 21st Century.

Our staff demonstrate a commitment to Catholic Education and to the safety and wellbeing of children. We welcome applicants with experience working within Catholic Education but also give a commitment to warmly welcoming new staff from other sectors or non-education backgrounds.

How to Apply

Further information on this exciting opportunity and application process can be found by contacting Principal, Mrs Gabrielle Verstraete on 03 8794 5777 or [email protected]

Applications are to include a one-page cover letter addressed to the Principal and a CV that includes three professional referees. Applications will not be considered without a cover letter and three referees listed. Referees may be called prior to interviews. Applications are to be emailed to [email protected]

Applications close Monday 11 August 2025. Please note: the interview process may commence prior to the closing date and, if a suitable applicant is found, the role may close early. We would encourage applications to be received as soon as possible to avoid disappointment.

Mary MacKillop Primary school is committed to the safety, wellbeing, participation, and empowerment of children. Staff are required to adhere to the School’s Code of Conduct, Child Safety Policy and Procedure, the Mandatory Reporting Policy and be committed to the safety and wellbeing of children.

The successful applicant must have the right to work in Australia, will be subject to background checks and required to provide a current Working with Children Check.