Administrative Assistant Position Available In Rockland, New York

Administrative Assistant
Schools (Government) Applications close Monday 23 June 2025 at 11.59PM
Overview
Work type: Full time

Salary:

Salary not specified

Grade:

Ed Support Level 1-Range 2

Occupation:

Education and Training

Location:

Northern Metropolitan

Reference:

1479187
Location Profile
Newlands Primary School’s motto is ‘Through relationships we build success’. The school provides a caring and challenging learning environment for all students. The school values of Care, Curiosity, Creativity & Responsibility are central to our whole school learning culture. Our students are drawn from a wide catchment within the Preston and Moreland areas. The Student Family Occupation (SFO) index for 2024 was classified as `High’. This index reflects the general parent educational level and their occupational status. Newlands Primary School is in the residential area of Preston West in the City of Darebin and is directly opposite the new housing development ‘Coburg Hill’. The school is located on a large allotment comprising two open grassed areas and landscaped garden areas for passive student activities, reading or games.
After the completion of our brand-new build the school has 2 learning worlds containing 6 new classrooms to support our bilingual approach as well as our main school building which contains 10 hexagonal-shaped classrooms. The school also has two DET portables on site to support our growing numbers. There are additional buildings to house the Music, Visual Art, STEAM, library and Inquiry specialist rooms.
The re-development of Newlands has allowed the school to have a brand-new gymnasium, an administration complex and an upgraded staff room. The school enrolments for 2025 are expected to be around 442 students.
In 2020, the school became officially recognised by the Department of Education and Training as a Spanish bilingual school. Our current grade structure are 4 x Foundation grades [2 x Spanish & 2 x English], 6 x 1/2 grades [3 x Spanish & 3 x English] and 6 x 3/4 grades [3 x Spanish & 3 x English] and 4 x 5/6 grades [2 x English & 2 x Spanish].
Our Specialist Programs include: 1 x Music (Spanish), 1 x Visual Arts (Spanish), 1 x Physical Education (Spanish), 1 x P.E (Spanish) and 1 x STEAM (English).
Our administration team comprises a 1 x full time Business Manager, 1 x full time Senior Office Manager and 1 x full-time office administration.
Our dedicated and diverse teaching staff, plan and teach collaboratively in teams, sharing strategies, resources and expertise. While the school does have limited access to resources staff are fully committed to providing the best possible programs for their students. The school enjoys the support of its community; parents regularly assist in the classrooms as helpers supporting the learning of all children. As well as assisting in the classroom, our parent community share their talents and skills to support the creative aspects of learning, music, visual arts, gardening and cooking. Parents are encouraged to participate in the school’s School Council, Parents and Friends Association (PFA) or join any of our sub-committees of school council.
Newlands Primary School has seen its enrolments steadily increase over the past five years. We believe this reflects the continued regeneration of the area and the positive attitudes the community has for their local neighbourhood primary school.
Selection Criteria
SC1 Demonstrated capacity to perform duties consistent with established guidelines and frameworks, including coordinating and supporting others in respect to specific work functions relevant to the role.
SC2 Demonstrated capacity to work and collaborate with others in a team environment.
SC3 Demonstrated capacity to communicate effectively in a team environment, including high level oral and written communication skills.
SC4 Possess the technical knowledge and expertise relevant to the position.
SC5 Demonstrated capacity to provide advice and support to management and other school staff in respect to the work area.
SC6 A commitment to professional learning and growth for both self and others.
Role
[Attendance requirement for this position]
An education support class position at this range will perform tasks that are carried out in accordance with guidelines, accepted practice, and school policy under supervision and direction. This may include coordination of other education support class staff within the work area or educational program.
An education support class position supports the educational services being provided to students but must not include duties of a teacher as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students can be required individually or in groups up to 4 in controlled circumstances and where the responsibility for students remains clearly with a teacher.
Certification and/or qualifications of up to three years can be required at this level (noting that Registered Nurse is not included at this level, the first level for which is Level 1 range 3).
A role at this range may include:
Specific support tasks to achieve outcomes. Typically, this will involve accountability for a single function, (e.g. ensuring data is properly maintained) or the co-ordination of a work area under the direction of the principal or a manager.
Assisting teachers, within an educational program, by undertaking specific support tasks or the coordination of the support function.
Supervised health and wellbeing support tasks, medical intervention support tasks, or other specialised student/teacher support roles (e.g. enrolled nurses performing the role as described in schedule 3). These roles require specific qualifications and/or training, including roles where further training must be undertaken from time to time. The role is for a specific purpose, for which there will be direct accountability as opposed to support roles that are carried out by a range of staff performing routine tasks under direction.
Technical tasks that require a sound knowledge of basic technical and/or scientific principles that are used to develop and adapt work methods and make judgements where there are clear guidelines and limited options. Routine technical support in libraries, science, and information technology would be typical examples.
An education support class position at this range commencing at the base will initially be limited to undertaking routine tasks that are carried out under close supervision and direction. Work that carries some degree of independence will generally involve a limited number of tasks performed on a regular basis where priorities are clear, procedures are well established, and direction is readily available. Subject to any specific qualification and/or training requirement, an education support class employee employed in this range may be progressively required to undertake coordination, specialised student/teacher support tasks, or technical tasks as experience in the role is gained.
Responsibilities
Serve as the first point of contact for visitors and callers; triage queries appropriately.
Provide professional reception services, ensuring a prompt and positive client experience; offer advice, support, and direction to clients and external service providers as required.
Coordinate all aspects of the Selective Entry enrolment and admissions process, including ongoing improvement of school-level procedures, course confirmation, and student data management.
Provide routine administrative support, including mail handling, stock control, filing, calendar management, and form processing.
Follow guidance and direction from the Principal regarding Selective Entry enrolment processes.
Contribute to school tours and information sessions as required.
Assist in the organisation and administration of school events, excursions, and Presentation Night.
Maintain and extract data using CASES21 and other relevant school software platforms.
Maintain student and family databases; file staff documents appropriately.
Provide support to the First Aid Officer and broader Education Support (ES) team as needed.
Manage student filing and archiving.
Perform other duties as directed by the Business Manager or Principal.
Handle routine clerical and administrative tasks, including telephone and front office enquiries, mail deliveries, stock control, and meeting support.
Receive and initially process standard paperwork and forms.
Enter, maintain, and retrieve data from school IT systems, including computerised student, staff, and school records.
Maintain and update office records, enrolment information, calendar entries, and written records.
Support or coordinate the preparation of standard internal and external communications (e.g., form letters, newsletters) in accordance with school procedures.
Source basic factual information from specified resources to support school administrative functions (e.g., books, reports, manuals, catalogues).
Coordinate the delivery of administrative services within the school environment.
Determine and manage work priorities within the school office in consultation with the Principal.
Develop and implement strategies to enhance administrative efficiency and effectiveness.
Coordinate purchasing, requisitioning, and issuing procedures for school supplies and equipment.
Oversee client reception and general office operations.
Liaise with teaching and support staff regarding administrative support needs.
Coordinate staff timetabling requirements.
Support the school’s first aid services and assist with delivering first aid to students.
Who May Apply
Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

EEO AND OHS

Commitment
Applicants seeking part-time employment are encouraged to for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.
The Department of Education is committed to the principles of equal opportunity, and diversity and inclusion for all. We value diversity and inclusion in all forms – gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to for roles within the Department. The Department recognises that the provision of family friendly, supportive, safe and harassment free workplaces is essential to high performance and promotes flexible work, diversity and safety across all schools and Department workplaces. It is our policy to provide reasonable adjustments for persons with a disability (see Workplace adjustment guidelines).
Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islanders from the Koorie Outcomes Division (KOD) via marrungeducation.vic.gov.au
Child Safe Standards
Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the department’s exemplar available at:
https://www2.education.vic.gov.au/pal/child-safe-standards/policy
DE Values
The department’s employees commit to upholding the department’s

Values:

Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department’s Values complement each school’s own values and underpin the behaviours the community expects of Victorian public sector employees, including those who work in Victorian Government Schools. Information on the department values is available at:
https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview
Conditions of Employment
All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.
A probationary period may during the first year of employment and induction and support programs provided.
Detailed information on all terms and conditions of employment is available on the Department’s Human Resources website at http://education.vic.gov.au/hrweb/Pages/default.aspx Applications close Monday 23 June 2025 at 11.59PM
Posted 10 June 2025
Action