Employment

Relief and casual positions are currently available for teachers, teaching assistants, ground staff, cleaning staff and administration staff. Please email your CV to admin@hrsderby.wa.edu.au.

Position Title 

Full time Personal Assistant to the Principal, to commence as soon as possible. 

Salaried position: CEWA Non Teaching staff EBA, Level 5 Administrator, $66 257 – $71 641 PA, (starting salary) depending on experience, with renegotiation of salary and level depending on ongoing performance review.  Location allowance conditions will be paid in addition to this.  

3 month initial contract, with strong possibility of ongoing contract after successful initial period, with a 1 month probation period.  40 weeks per year only (not working during school holidays, commencing 1 week prior to school commencing in January holidays)

Please email your CV to admin@hrsderby.wa.edu.au.

Applications will be assessed as they are received and if suitable will be called in for interview. 

Nature of the Role 

The Personal Assistant provides the Principal with administrative/secretarial support and is responsible for the day-to-day management of the Principal’s office. 

Dimensions of the Role 

This is a multi-faceted role. In addition to providing high-level executive assistance to the Principal the Personal Assistant leads the School’s Administration team, assists the Business Manager when required, and is expected to interact with the complete cross-section of the school community.  

Main Responsibility and Accountability Areas 

·  To provide secretarial/administrative assistance to the Principal, including the effective handling of correspondence, diary, and telephone calls 

·  To take minutes for the staff meetings and for Board meetings  

·  To take minutes for committee meetings chaired by the Principal 

·  To liaise with members of the school community concerning communication and meetings with the Principal 

·  To liaise with teaching and non-teaching members of staff as required 

·  To liaise with parents (current and prospective) by arranging appointments with the Principal if required 

·  To assist the Parent and Friends Association with communications to the wider community 

·  To maintain an efficient filing system 

·  To liase with students by arranging interviews with the Principal, and assisting in the direction of students as required 

·  To assist in the organisation of school functions such as assemblies, Open Days, masses or other functions as managed by the Principal 

·  Assist at the front desk and relieving reception when necessary and appropriate 

·  Organise replacement staff for the administration team when necessary 

·  Organise catering for events as required 

·  Manage Parent Teacher Online, Seesaw and the allocation of SEQTA passwords for parents.

  • Assist parents with accessing online reports or other online communications
  • Other duties associated with the position as requested by the Principal 
  • Assist with basic management of the school website and Facebook to communicate with families
  • Assist with creation of marketing materials for the school
  • Assist with liaising with maintenance workers and contractors for work done at the school
  • Send communications to parents and assist staff with parent and community communications
  • Assist in preparation of timetables and rosters
  • Create and distribute the term planners and calendars to parents and staff
  • Organise and coordinate the school’s free breakfast and lunch programs
  • Other duties as required 

Performance Indicators 

Performance Indicators for the Personal Assistant to the Principal include: 

·  Efficient management of the Principal’s diary, and provision of sufficient detail prior to scheduled appointments 

·  Accuracy in completed work, including letters, minutes and other written information coming out of the Principal’s office 

·  The administrative support provided to the Principal 

·  The quality of the communication with parents, students, staff, and wider community exercised by the Principal’s office and other school administrative staff 

Positive interpersonal relationships with staff, students and the wider school community

Position Requirements 

· Working with Children and Dept of Education screening checks required

  • An in-depth understanding of secretarial skills, including word processing, database and spreadsheet skills and social media 
  • ·  A strong working knowledge of the Microsoft suite of works, and macbooks/apple devices or ability to learn quickly

·  Experience in working in an environment that involves dealing with a wide variety of people in a personable involved manner; listening skills and the ability to direct people to their specific needs area is essential 

·  Ability to manage the day-to-day work flow in an intelligent and flexible way, allowing for the many unscheduled interruptions that occur 

·  The ability to make decisions and handle unexpected situations in a mature and professional manner 

Work well and remain calm under pressure

·  Well-developed listening skills 

·  Be self-directed, yet able to work as a member of a team 

·  An understanding of working within a multi-cultural environment 

·  Flexibility regarding hours when important deadlines need to be met 

·  A high level of attention to detail 

·  An ability to forward plan and keep to timelines and deadlines 

·  Have a thorough knowledge of the School’s policies and procedures 

  • Strong understanding of Aboriginal culture, with a high degree of empathy and understanding when working with Aboriginal children and their families, and an understanding of the impacts of intergenerational trauma on Aboriginal people. 
  • Willingness to promote the Catholic identity of the school and adhere to the Catholic ethos of the school

Internal Relationships 

·  Principal 

·  Business Manager 

·  Administration team 

·  Teaching staff and non-Teaching staff 

·  Students 

·  Parents and Friends Association 

External Relationships 

·  Parents, guardians and families of students 

·  Community committees and organisations that the Principal attends on behalf of the 

School

Personal Specifications Knowledge 

·  Strong understanding of problem solving methods 

·  Strong knowledge of business processes and procedures 

·  Solid working knowledge of Microsoft Office suite and social media 

·  Understanding and effective use of SEQTA 

Skills 

·  Strong interpersonal, relationship building and networking skills 

·  Excellent communication skills and attention to detail – written and verbal 

·  Strong negotiation and conflict resolution skills 

·  Sound analytical and conceptual skills 

·  Well-developed presentation skills 

Personal Characteristics 

·  Self-motivated, with the ability to work autonomously 

·  Analytical and clear thinking, with high attention to detail 

·  Professional and confident, with a desire for achievement 

·  Commitment and creative approach to issue identification and resolution 

·  An extremely high regard for confidentiality 

·  Team Player 

Desirable  

·  Understanding and effective use of the SEQTA data base or ability to learn quickly

·   Experience in a Senior administrative role

  • Understanding of and connections with other Derby organisations 

This Position Description is a guide only, and is not intended to be an exhaustive or exclusive list of duties of this position.