General Assistant Reception and Records

The General Assistant Reception and Records works within the Office Services Unit of Financial & Administrative Services area.

Financial and Administrative Services delivers a range of services and high level advice and proactivity in the area of Finance, Office Administration, Procurement and Contracts, Out of Hours School Care, and ICT.

Essential Criteria

  • Support of Catholic ethos
  • Good communications skills
  • Ability to meet deadlines and multitask
  • Good initiative and ability to problem solve
  • Good time management
  • Flexible and dynamic
  • Ability to work as part of a team and also determine own work flow
  • High level of customer service skills and confidentiality
  • Good working knowledge of Microsoft office suite
  • Experience in records management (an advantage)
  • Drivers Licence

Salary and Conditions:

The salary is within the range Administration Officer Level 2 Step 1, currently $48,996 per annum to Level 2 Step 3, currently $53,896 per annum, and is subject to negotiation with the successful applicant. Superannuation and leave loading will be in addition to the basic salary. Salary packaging options are available.

Referees

Applicants must provide names and contact details, including email address, of three (3) referees, one of whom must be a current employer, from whom confidential reports may be obtained.

Applications:

Written applications, including a comprehensive Curriculum Vitae and statement addressing the criteria, are to be sent to the HR Officer, Catholic Education Office, Diocese of Parramatta, Locked Bag 4, North Parramatta NSW 1750 or by email to by Friday 15 April 2016.

General Application Form
(to be attached with Resume and other Documents)

Position Applied for

Name

Title______

Surname ______

Preferred Name______

Christian Names ______

Former Name (If Applicable) ______

Address

Home Address
______
______
______Postcode ______ / Address for Correspondence
______
______
______Postcode______

Phone & Email

Private ______Business ______Mobile______

Email______

How did you find out about this position?

Please complete and return with you application and a full resume to:

Human Resources Officer

Catholic Education Diocese of Parramatta

Locked Bag 4 North Parramatta NSW 1750

Email:

Privacy requirements – employment collection notice

Availableat:

1. WhenyouapplyforthispositionyouwillprovideCEDP(throughourschools,CatholicEarlyLearningCentres

(CELCs),Catholic OutofSchoolHoursCare services(COSHCs) andoffices)withpersonalinformation.

2. Ifyouprovideuswithpersonal information,forexampleyournameandaddressorinformationcontainedonyour resume, wewillcollecttheinformationinordertoassessyourapplication.Wemaykeepthisinformationonfileifyour applicationisunsuccessfulincaseanotherpositionbecomesavailable.

3. OurPrivacy- Statementsetsouthowyou mayaccessandseekcorrectionofyourpersonalinformationthatwe hold aboutyouifyouareunsuccessfulfortheposition.However,theremaybeoccasionswhenaccessisdenied.Such occasionswouldincludewhereaccesswouldhaveanunreasonableimpactontheprivacyofothers.OurPrivacy- Statementalsosetsouthowyoumaycomplainabouta breachofprivacyandhowwewilldealwithsuch acomplaint. OurPrivacy-Statementisavailableat:

4.We maydisclosethiskindofinformationtothefollowingtypesoforganisations:theCatholicEducationCommissionof NSWandtheCatholicCommissionforEmploymentRelations.Wewillalsodisclosethisinformationwithyourconsent orasrequiredorauthorisedbylaw.

5. Wearerequiredtoconductacriminalrecordcheckandcollectinformationregardingwhetheryouareorhavebeenthe subjectofanApprehendedViolence OrderandcertaincriminaloffencesunderChildProtection laws. Wemayalsoelecttocollectpersonalinformationaboutyouinaccordancewiththeselaws.

6. Wemayuseserviceproviderswhoprovidecertainservicestousandourstaffandstudentsincludingdatastorageand contemporaryonlineteachingtools.Wemayprovideyourpersonalinformationto suchserviceprovidersinconnection withtheprovisionoftheseservices.Ourserviceprovidersmaystore,or process,dataoutsideAustralia,includingintheUnitedStates,Singapore,Irelandandpossiblyothercountries.Weendeavourtofindwhere theseprovidersstore theirdataandupdatethiscollectionnoticeassuchinformationbecomesavailabletous.Inaddition,ouremailserviceprovider maystoreandprocessemailsintheUnitedStatesorinanyothercountryutilisedby Google.

7. Ifyouprovideuswiththepersonalinformationofothers,weencourageyoutoinformthemthatyouaredisclosingthat informationtousandwhy,thattheycanaccessthatinformationifthey wishandthatwedonotusuallydisclosethe informationtothirdparties.

8. Youmayobtainfurtherinformationfromthefollowing:

• Forour schools:theschoolprincipal

• ForourCELCs:theCELCdirector

• For ourCOSHCs:theCOSHCsupervisor

• Forouroffices: PrivacyOfficer:

CatholicEducationDioceseofParramatta

LockedBag4

NorthParramattaNSW1750

T:98405600.

How to Apply

Applicant information

  1. Address your formal letter of application to:

Mr Gregory B. Whitby - Executive Director of Schools

  1. Supply resume, including Academic Record and employment details
  1. Supply response to each essential position requirement criterion
  1. Supply details of three (3) referees (numbers and email address), including current employer, from whom confidential reports may be obtained.

Please note referees will only be contacted if preferred applicant.

  1. All application materials to be received by close of business on the due date
  1. Send all application materials to:

Human Resources Officer

Catholic Education Diocese of Parramatta

Locked Bag 4 North Parramatta NSW 1750

  1. Those who are applying by email please email:

INFORMATION FOR APPLICANTS

Catholic Education Diocese of Parramatta (CEDP) invites appropriately qualified and experienced applicants who are committed to the ethos of Catholic Schools to apply for advertised positions.

CEDP is committed to the principles of merit selection ie selecting the best person for the job and to the core values of the system vision statement, ‘to be open, inclusive and just’.

To assist in selecting the right person based on skills, knowledge and experience, it is important that your application provides all relevant details. Please consider the following information when preparing your application.

Please note: this information is to be read in conjunction with specific documents that apply to every advertised position. They can be found on our website or by calling the contact person named in the advertisement.

PREPARING YOUR APPLICATION

A selection committee decides who is to be interviewed based on the information that you present in your application.

It is very important that your application is clear and concise, and indicates how your knowledge, skills, experience and relevant work history (paid or unpaid) support your application.

So when applying for a position always include:

  1. a completed application form,
  1. a brief resume detailing your employment history, education and qualifications, and
  2. details of how you meet the individual essential and desirable criteria as stated in the “Position Criteria” document. For example:

Essential Criteria:

Demonstrated ability to deal with staff at all levels of the organisation.

Response:

In my current role, I not only deal with peers providing policy and procedural advice, I also provide financial information and advice to senior staff within my Division, including the General Manager and Director.

LODGING YOUR APPLICATION

The advertisement will state where to forward your written or electronic application, and the date by which it is to be received.

Your application will be acknowledged by email as soon as it is received.

SHORTLISTING

Approximately one week after the closing date a selection panel of a least three members will shortlist the applications, inviting for interview the applicants who best meet all the selection criteria.

Applicants who aren’t invited for interview will receive an email notifying them that they are unsuccessful.

INTERVIEW

If you are being invited for interview you will receive a phone call advising you of the time and location. Interview questions are based on the selection criteria and the key accountabilities so be prepared to give examples of your work experience, skills and knowledge, and how these relate to the position you are applying for.

REFEREES

After the interviews are conducted referees will be contacted on the applicant(s) the panel deems most meritorious, so include at least three work referees – ideally from your current employer or supervisor, or the most recent ones.

DECISION

Following the referee checks the selection panel will make a final recommendation on whom to appoint based on the merit of the written application, the performance at interview and the referees’ comments. This is forwarded to the Executive Director of Schools for approval.

Once approved, the successful applicant will be telephoned and a verbal offer made, with a written Letter of Appointment to follow. Unsuccessful applicants are notified by email.

CHILD PROTECTION

Successful applicant(s) will be subject to the requirements of current NSW child protection legislation. For further information on the legislation visit the website . Specific Parramatta Catholic Education requirements will be advised at interview.

CATHOLIC EDUCATION

DIOCESE OF PARRAMATTA

ROLE DESCRIPTION

POSITION TITLE
General Assistant Reception and Records / CURRENT POSITION HOLDER
Vacant
SERVICE AREA
Financial & Administrative Service / CLASSIFICATION
General Assistant
REPORTS TO
Officer Services Manager / DATE LAST UPDATED
31st March 2016

CONTEXT

The General Assistant Reception and Records works within the Office Services Unit of Financial & Administrative Services area.

Financial and Administrative Services delivers a range of services and high level advice and proactivity in the area of Finance, Office Administration, Procurement and Contracts, Out of Hours School Care, and ICT.

ACCOUNTABILITIES

This position supports the system strategic intents of improving learning outcomes for all students and promoting a professional and rewarding working life for teachers.

Key accountabilities are:

  • Provide quality service to schools and the public by directing incoming calls to the appropriate people and to extend a warm and courteous welcome and hospitality to all visitors to the Catholic Education Office.
  • Assist the Records Officer in the organising and maintaining of corporate records and information within the Catholic Education Office.

REQUIREMENTS FOR THE ROLE

  • Support of Catholic ethos
  • Good communications skills
  • Ability to meet deadlines and multitask
  • Good initiative and ability to problem solve
  • Good time management
  • Flexible and dynamic
  • Ability to work as part of a team and also determine own work flow
  • High level of customer service skills and confidentiality
  • Good working knowledge of Microsoft office suite
  • Experience in records management (an advantage)
  • Drivers Licence

FUNCTIONS

  • Foster Gospel values and act according to Catholic ethos
  • Answering all calls to the switchboard in a timely and courteous manner and directing to appropriate personnel
  • Extend welcome and hospitality to all visitors coming to the Catholic Education Office
  • Record and forward on all voice mail received at the switchboard after office hours
  • Franking all external mail
  • Organise courier for pick ups and organise the distribution of incoming deliveries
  • Photocopying, as required
  • Assist with bulk mailing as required
  • Creation of files/data entry
  • Entering and retrieving resubmits
  • Searching database for relevant files
  • Modifying files
  • Deliver mail, milk and other items as required
  • Record file movements using the Barcode Scanner
  • Attach information to relevant files and store files in correct locations in the registry
  • Ensure security and confidentiality of information
  • Retrieve inactive files from external storage facility
  • Assist the print room area when required
  • Maintain knowledge and understanding of the system of schools priorities and strategic intent
  • Undertake development and review processes
  • Complete other duties as required by the Head of Financial & Administrative Services area and the Executive Director of Schools

SUPERVISOR
DATE