Patrician Brothers’ College
Job Description
Position: Administration Officer
Classification: Clerical Administrator
Responsible to: College Principal via Office Administrator
Hours of duty: Mon – Friday 8.00 – 4.15
Weeks: School Terms & Call-back
In line with the School Support Staff State Award this position will be required to perform the entire range of clerical duties that exist in schools other than those required of the Clerical Administrator Level 6. These tasks will include and not be limited to –
· Must be able to produce school publications – including and not limited to, fortnightly school newsletters and college annual yearbook,
· Be able to update various social media platforms with current up-to-date information and photos
· High level IT skills and knowledge, as to be able to incorporate in the use of various software programs for both PC and Mac Platforms
· To provide effective liaison between the school, students and the public,
· To assist with the provision of services to enhance the education and welfare of students,
· Secretarial work as required
· Word processing/typing, including reports relating to outcomes/key competencies, Certificates and References, BOS Letters
· Data Entry and computer operation
· Collection and receipting of school fees and special purpose money
· Assist with the roles of a First Aid Officer as required
· Assist as required with the Collection of Census information
· Assist with the Reception/Switchboard
· To assist with provision of support services to teachers
· Other duties as required
Primary Responsibility:
The position is primarily responsible to the Principal and will be required to provide support to produce school publications including and not limited to, fortnightly school newsletters and college annual yearbook. The position will be required to update various social media platforms, eg Website, Facebook, twitter, Instagram with current up-to-date information events and photos files etc.
Duties:
1. Office Support to the college executive – as required provide assistance to the Principal and (other members of the college executive as required) on a daily basis from maintaining electronic and paper diary, arrangement of appointments, and other duties to assist the principal
2. School Publications – Must be able to produce school publications – including and not limited to, fortnightly school newsletters and college annual yearbook, Be able to update various social media platforms with current up-to-date information and photos
3. Word Processing – Assist with the preparation of, College Newsletter, confidential and general typing, reports relating to outcomes/key competencies, Certificates and References, and as required the college year book. Other word processing as required by the Principal and Assistant Principal.
4. College Fees – Assist with the, collection and receipting of College fees, in accordance with the School Manual on Financial Management. Maintain the School Fees System – Matthew.
5. College Reporting System – In line with the college requirements, complete all tasks required for this system, which includes, updating the key competencies and outcomes, student database, subject database and checking teacher comments etc when required.
6. Provide First Aid – As required provide first aide to staff and students.
7. Census – Assist with collection of Census Forms
8. Assist with Reception – Including telephone, liaising with visitors and general enquiries.
9. Filing – Maintenance of Student and School files as required.
10. Provide assistance – to staff within the office as required.
11. Other Duties – Consistent with the role of this position or directed by the Principal or Business Manager, any other duties.
Key Performance Indicators:
· Completion of draft fortnightly newsletter
· Completion of computer files for external publication of pictures
· Completion of Reports relating to outcomes/key competencies, Certificates and References within a timely manner
Personal Skills/qualities:
1) Customer Focus: Demonstrates concern for meeting internal and external customer needs in a manner that provides satisfaction for the customer within the resources that can be made available.
2) Team Orientation: Willingly cooperates and works collaboratively toward solutions that benefit all involved.
3) Improvement Orientation: Is continuously aware and looks for incremental improvements in work processes and results.
4) Communication Skills: Is able to convey thoughts and express ideas effectively in written and verbal form.
5) Interpersonal Skills: Develops and maintains good working relationships with others and team.
6) Initiative: Pursues work with energy, enthusiasm and drive.
7) Analytical Skills: Thinks through a situation logically to identify causes and drawn conclusions.
its dynamic office team. Duties will be varied but include support for the Principal, confidential and general typing; data entry; receipting; producing school publications; and reception duties.
3 23/10/2014
H:\Staff\smulligan\College Staffing\Current Duty Statement\Draft Duty Statement PA Job Description Oct 2014 - 2.docx