Balwyn High School is a large, high-performing Victorian government school renowned for excellence in learning, teaching, and leadership. Operating at a scale and standard comparable to leading independent schools, BHS continues to invest in exceptional people and innovative systems that support our Creating Futures vision.

The Senior School Administrator / VASS Coordinator provides high-level administrative and data management support to the Senior School Leadership Team. The position plays a pivotal role in managing all aspects of VASS and VCE/VET administration, ensuring the accuracy of student data and compliance with VCAA and Department of Education requirements.

This position requires exceptional attention to detail, data literacy, and organisational skills. The incumbent will lead the digitisation and improvement of Senior School administrative processes, enabling evidence-based decision-making and greater operational efficiency.

This role is a permanent role, starting mid Nov 2025, or 27/01/2026 – based on the availability of the successful candidate.

Key Responsibilities:

1. VASS and VCAA Administration

Manage all aspects of VASS (Victorian Assessment Software System) including student enrolments, subject changes, results entry, verification, and certification.

Ensure accuracy and compliance with VCAA requirements for VCE, VCE-VM, and VET programs.

Prepare, verify, and submit VCAA reports and audit data within required timelines.

Liaise with VCAA, external RTOs, and internal staff regarding student results, enrolments, and course compliance.

Maintain confidentiality and integrity of all senior school data.

2. Senior School Administration

Provide high-level administrative support to the Senior School Leadership Team and Student Learning and Wellbeing Managers (Year Level Coordinators).

Coordinate communications, documentation, and schedules relating to VCE and VET students, including exam timetables and reschedules, deadlines, and subject information.

Supporting the scheduling and rescheduling of school based assessment

Support the organisation of Senior School events such as information evenings, exams, and graduation ceremonies.

Maintain and improve efficient administrative systems and digital workflows to support the Senior School’s operations.

Prepare letters, reports, and data summaries for internal and external stakeholders.

3. Data Management and Digital Systems

Lead the development and implementation of accurate data management processes across the Senior School.

Use Excel, Compass, and CASES21 to extract, clean, and analyse student data for enrolment, progress, and results tracking.

Develop data dashboards and reports that assist in decision-making and resource planning.

Identify data inconsistencies and work with staff to improve data quality and literacy.

Contribute to the integration of AI and automation tools (e.g., Power Automate, SharePoint workflows) to streamline administrative tasks.

4. Stakeholder Coordination and Leadership

Provide training and support to staff on VASS and related processes.

Collaborate closely with Assistant Principals, Student Learning and Wellbeing Managers, and the Business Manager to ensure data-driven decisions are supported by accurate information.

Liaise with students and parents regarding academic administration, results, and VCE compliance where appropriate.

Model professional standards, initiative, and leadership in all interactions.

Applicants should register and apply via School Jobs Vic: https://www.vic.gov.au/school-jobs - job #1500306

Information about Balwyn High School, its ethos, programs, the Strategic Plan, Vision, Values and Mission Statement can be obtained at our website: https://www.balwynhs.vic.edu.au/

Applications close at midnight on Sunday 2nd November.

Instructions

Applicants are free to structure applications in any manner they choose, but must ensure that the following are included:

a specific response to each of the selection criteria. It is suggested that applicants limit their response to not more than 3 pages.

the names and contact details of up to three referees who can provide information in relation to the key selection criteria.

Key Selection Criteria

Applicants must address the following criteria:

1. Professionalism, Initiative, and Resilience
Demonstrated capacity to remain composed, proactive, and solutions-focused in a high-volume, deadline-driven environment; able to adapt to changing priorities, exercise sound judgment, and maintain a positive and collaborative approach under pressure.

2. Administration and Organisation
Proven capacity to manage multiple deadlines and competing priorities with accuracy and efficiency, demonstrating initiative in improving administrative systems and implementing digital solutions to enhance productivity.

3. Data Literacy and Systems Proficiency
Advanced knowledge of Excel (e.g. pivot tables, nested IF statements. Macros desirable.) with demonstrated ability to extract, analyse, and report on complex data sets. Proficiency with Compass, CASES21, and Department of Education systems desirable.

4. Communication and Stakeholder Management
Excellent written and verbal communication skills, and strong interpersonal and collaborative skills when diverse stakeholders, including the capacity to maintain confidentiality and discretion at all times.

5. Alignment with School Values
Commitment to Balwyn High School’s values and to supporting a culture of excellence and continuous improvement consistent with the BHS Creating Futures vision.

Additional Requirements:

Tertiary qualification in Business Administration, Data Analytics, or related field (desirable).

Current Working with Children Check.

Availability to work occasional extended hours to support school events. (Time in Lieu applies per the Victorian Government Schools Agreement (VGSA) 2022).

Australian work rights are essential for this position.

Why Join Us?

Collaborative Culture: Work within a dynamic and supportive team at Victoria's leading public school.

Convenience: Onsite parking and access to a canteen at a non-CBD location.

Community Impact: Contribute to the success of over 2,500 students and staff.

10 weeks of paid annual leave during Victorian school holiday breaks.