Administration Officer

Internal Audit & Enterprise Risk/Compliance & Improvement

The Administration Officer works within the Internal Audit & Enterprise Risk, School Compliance and Improvement teams of the Office of the Executive Director.

Key accountabilities include collaborating with the Professional Officers Internal Audit & Enterprise Risk and School Compliance and Improvement in the delivery of services and the management of Registration and Accreditation of schools with the Board of Studies Teaching and Education Standards (BOSTES) and assisting schools in the system with quality assurance/school improvement processes and the Annual School Reports.

Essential Criteria

  • Support of Catholic ethos
  • Proven experience and a record of success in working to support the administrative complexities of a multi-disciplined team in a fast paced environment
  • High level oral and written communication skills
  • Demonstrated high degree of accuracy and attention to detail
  • Well-developed skills in using relevant ICT including databases and Microsoft Office suite
  • Capacity to interact effectively as an individual or member of a team
  • A commitment to ongoing professional development
  • Good organisational and planning skills
  • Strong problem solving skills
  • Understanding of process associated with effective change
  • Capacity to facilitate processes in an adult setting
  • Current driver’s license and comprehensively insured vehicle

Salary and Conditions:

The salary is Administration Officer Level 4 Step 1 - 3, currently $70,555 - $77,022 per annum but 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 29 January 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
Administration Officer / CURRENT POSITION HOLDER
Vacant
SERVICE AREA
OED (IA&ER, Compliance) / CLASSIFICATION
CEO Admin Officer – Level 4
REPORTS TO
Team Leader Internal Audit and Enterprise Risk/School Compliance / DATE LAST UPDATED
December 2015

CONTEXT

The Administration Officer works within the Internal Audit & Enterprise Risk, School Compliance and Improvement teams of the Office of the Executive Director.

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:

  • providing high level administration support to the Internal Audit & Enterprise Risk (IA&ER) and School Compliance and Improvement (SC&I) teams
  • collaborating with the Professional Officers, IA&ER, in delivery of IA&ER services, including liaison with CEDP management – schools and CEO
  • collaborating with the Professional Officers, School Compliance and Improvement in the management of Registration and Accreditation of schools with the Board of Studies, assisting schools in the system with quality assurance/school improvement processes and the Annual school Reports
  • collaborating with the Professional Officers, School Compliance and Improvement in liaison with the Board of Studies, Teaching and Educational Standards (BOSTES) and the Catholic Education Commission (CEC) in regards to regulatory and accountability requirements and information about schools in the system
  • supporting the Team Leader, Internal Audit and Enterprise Risk, Compliance in efficient and effectively delivery of administration on a wide range of assurance activities

REQUIREMENTS FOR THE ROLE

  • Support of Catholic ethos
  • Proven experience and a record of success in working to support the administrative complexities of a multi-disciplined team in a fast paced environment
  • High level oral and written communication skills
  • Demonstrated high degree of accuracy and attention to detail
  • Well-developed skills in using relevant ICT including databases and Microsoft Office suite
  • Capacity to interact effectively as an individual or member of a team
  • A commitment to ongoing professional development
  • Good organisational and planning skills
  • Strong problem solving skills
  • Understanding of process associated with effective change
  • Capacity to facilitate processes in an adult setting
  • Current driver’s license and comprehensively insured vehicle

FUNCTIONS

  • Foster Gospel values and act according to Catholic ethos
  • Provide high a level of administration support to the IA&ER, SC&I Teams, including records management, managing diaries, enquiries, liaison with CEDP management (including schools)
  • Assist the Professional Officers in managing the Registration and Accreditation of all systemic schools including administrative support as necessary
  • Provide information about schools in the system as requested by BOSTES, CEC and other authorised external authorities
  • Assist the Professional Officers in setting up and training for compliance audit activities
  • Correspond with principals and other school staff regarding the internal audit program and compliance audit activity
  • Assist the Professional Officers in preparing audit reports and following up on audit and compliance issues
  • Assist the Professional Officers in the management of the internal audit and compliance programs (247 Checklist)
  • Assist the Professional Officers in training principals and other school staff in completing the Annual School Report (ASR)
  • Submit the ASR via RANGS to BOSTES
  • Assist the Professional Officers in planning and managing the budget for IA&ER and SC&I
  • Assist Team Leaders in the administration of staff leave
  • Assist the Team Leader and Team members with development of wiki pages on the organisational intranet (OSCAR)
  • Complete other duties as required by the Team Leaders and the Executive Director of Schools

SUPERVISOR
DATE