Co-Ordination and Running of Various Events Also Forms Part of the Role

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Position Description
Administrative Assistant (Development Office)
POSITION TITLE: / Administrative Assistant (Development Office)
RESPONSIBLE TO: / Director of Development
TIME FRACTION: / Full Time - Out of hours work required
QUALIFICATIONS:
INDUSTRY AWARD:
CLASSIFICATION: / Relevant admin qualifications and experience
First aid certificate
St Andrew’s School Enterprise Agreement 2013
School Administration Services
Level 1.3
Mission and Purpose
St Andrew’s School:
•Is a creative and dynamic learning community committed to educational excellence where all students can achieve their highest potential
•Aims to foster the individuality of each student in a caring and nurturing and Christian environment;
•Is connected with our community, church and parents an encourages a culture of participation and involvement
Vision
St Andrew’s is a leading primary school, distinguished by the delivery of tailored quality teaching and learning programmes that build on the unique talents, strengths and success of all students.
We will be recognised for this achievement when each of our students can demonstrate that:
•as individuals, they are confident, resilient, enriched, respectful and responsible;
•as learners, they are intellectually curious, keen to participate and skilled collaborators
•as members of the community, they are inclusive, committed and globally connected;
•asleaders, they are creative, enterprising and articulate world citizens.

ROLE

The assistant to the Director of Development has responsibility for managing all administration aspects of the Development Office and is accountable to the Principal through the Director of Development. The key role is to support the administrative needs of the Foundation andfunctions of marketing and fundraising, as well as the Old Scholars’ Association and the Parents’Association.

The Development Office co-ordinates marketing, community relations and fundraising within the School and facilitates administrative needs of voluntary groups within the St Andrew’s community.

Co-ordination and running of various events also forms part of the role.

Applicants for this position, as well as fulfilling the responsibilities as listed below, will be able to demonstrate flexibility, a capacity to accept high level of accountability and will have excellent client and co-ordination skills. They will also have high level computer and secretarial skills gained from previous experience. A sound knowledge of Microsoft Office suite, In Design or equivalent and integrated database systems is essential.

This role will work as a member of the Development Team, including the Registrar, Communications Officer and Archivist.

KEY ATTRIBUTES

1. Results Achieved – delivering the duties outlined herein and expected outcomes
2. Internal Customer Satisfaction – building and maintaining optimum services to school
3. Personal- demonstrating organisation; work ethic; self-motivation
4. Teamwork – adopting a collaborative team ethic
5. Communication – ensuring clarity of communication in all dealings
6. Problem Solving – identifying, resolving and implementing solutions
7. Procedures – compliance
8. Process Improvement – seeking to continuously improve systems
9. Welfare Health & Safety – compliance to all safety policies and procedures

DUTIES AND RESPONSIBILITIES

KEY RESPONSIBILITIES

• Database management

-to support fundraising campaigns, to create and maintain an accurate record of Old Scholars and donor history

• Website

-update information and events for Foundation, Old Scholars and Parents’ Association

• Correspondence

-typing and distribution of Development reports, and committee meetings

-mail merge

-typing and distribution of Development Office general correspondence

• Foundation, Parent Association and Old Scholars Association

-attendance at meetings and Minute taking when required

• Capital Campaign

-track approaches and pledges and update information in database

-track receipts of donations and coordination of banking with Finance

-recording all donations

-thank you letters

-liaise and support all presentations

-preparation of fundraising collateral

• Publications

-creating and provide mailing data base

-overseeing editing and proofing

-liaise with suppliers

• Annual Giving

-produce a data base of all past givers and current community, prepare letters and donation forms for mailing

-enter donor history on data base

• Parents’ Association

-type and mail agendas and minutes

-type all correspondence from the President

-assist in co-ordination of fundraising events

-communication (flyers, invitations, data base of event sponsors)

-prepare reports and promotion for the Bell

-attend meetings

• Special Events

-liaise with venue

-assist in co-ordination of the event

-develop data base of sponsors and send out letters of request and thanks

-develop data base of potential guests and send invitations

-set up/clean-up for events in liaison with the Facilities Manager

-arrange catering for events as required

-setting up and management of Try Booking and summarising payments

-preparation of catalogues and new literature

-assist with the organisation of Grandparents Days

• Past Students Old Scholars’ Association

-typing and emailing of minutes, letters and memos from the President

-type and distribute agendas, reports and minutes of monthly meetings, AGM along with Principal’s report (provided)

-maintain website to promote events

• Old Scholar’ reunions

-source and book suitable venues

-gather information from database and send out invitations

-keep track of RSVP’s and payments

-update database with event information

-produce name tags for the attendees

-liaise with old scholars

-attend reunion events

• Marketing

-Media liaison

-School Tours

-Open Days

-Exhibitions and external events

-Publicity opportunities

These duties may be varied by the Director of Development, the Principal and/or the Business Manager.

WORK HEALTH & SAFETY

All staff are required to take reasonable care for their own health and safety and that of other personnel who may be affected by their conduct.

As the programmes and activities of St Andrew’s School are based upon

strong Anglican principles and traditions, the successful applicant should be

supportive of and comfortable within such an educational environment.

Administrative Assistant (Development Office)April 2016