St Therese School, Colonel Light Gardens

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School Receptionist / Secretary

St Therese School, Colonel Light Gardens

Position Information Document

Position Title:School Receptionist / Secretary

Grade: 4 37.5 hours per week (Monday – Friday 8.15am – 4.15pm)

Permanent:43 weeks per year
January - 1 week prior to school returning, (5 days)
April – 1 day per week of school holidays (2 days)
July – 1 day per week of school holidays (2 days)
October– 1 day per week of school holidays (2 days)
December - 2 days following the end of Term 4 (3 days)

Commencement Date:15th May 2017 (Negotiable)

Employment conditions in accordance with The Catholic Schools Enterprise Agreement

Key Working Relationships

Reporting Relationships

•Principal

Key Relationships

• Finance Officer
• Teachers
• Students
• Parents
• Parish Community
  

Broad Purpose:

The Secretary / Receptionist will work collaboratively with the Principal, Teachers, Administration and Support Staff to create a welcoming and inclusive atmosphere.

As a key member of the school community, The Secretary / Receptionist will be responsible for the welcome and care of visitors and clients of the school and will support the Catholic ethos of the school in performing these duties.

Description of Position:

The Secretary / Receptionist plays a significant role in the efficient operation of the school office, attending to daily tasks and general enquiries.

DUTY STATEMENT

ADMINISTRATION DUTIES:

Reception

•Provide a front office reception service to the school community.

•Deal with all enquiries either personally if possible or by referring them on to the appropriate person.

Secretary

•Assist Principal with letters/correspondence as requested.

•Maintain Principal electronic diary and bookings.

•Take minutes for Board Meeting held twice per term

Enrolments

•Be the first point of contact for all enrolment enquiries, prepare and send out enrolment packages and follow up.

•Correspond with families for enrolment interviews, prepare letters of offer and enrolment contracts, maintain accurate list of future enrolments and prepare orientation information packages.

•Keep adequate stock of school folders.

•Maintain adequate supplies of all school booklets, brochures, forms, stationery and toners.

Communication

•In conjunction with the Principal assist teachers to develop and distribute regular class news.

•Liaise with the website maintenance officer to provide up to date and relevant information for the school website and skoolbag app.

•Distribute “info@” emails to Principal and staff as appropriate.

•Compile fortnightly newsletter and distribute to families

Screening

•Arrange police and CEO security checks for staff as required by CEO guidelines (Nominated Authorising Person)

•Arrange Police and CEO security checks for volunteers and contractors.

•Ensure all volunteers have completed Responding to Abuse and Neglect training and assist where necessary.

Information and Recording

•Enter student and family information into school data base (CeSIS).

•Review and update student and family information records on a regular basis.

General

•Ensure photocopier and other office machines are in good working order. Arrange service when needed.

•Maintain Booking Diary for use of school building. Liaise with Parish for school use of Church.

•Enter daily student attendance records onto CeSIS.

•Perform End of Term and End of Year procedures and print off relevant reports.

•Perform Student roll over at end of year and ensure accuracy of numbers per classroom, school and families.

•Receive all monies and provide receipts as required and sign off on Cash Collection.

•Receive and distribute all notices through the Office Box system.

First Aid

•Maintain current Senior First Aid certificate and perform the role of First Aid Officer for the school.

•Maintain current and accurate health information on students and communicate this with the staff.

•Maintain current and accurate list of all student medication with relevant expiry date and notify parents when new medication is required.

•Maintain current and accurate student medical information in TRT folders, classrooms.

•Collect and collate excursion notes ensuring student safety and wellbeing.

•Ensure necessary medication accompanies students to all sporting carnivals, excursions etc.

Daily Organisation

•Be first point of contact for absent staff.

•Contact and arrange TRT’s when required.

•Keep accurate record of TRT attendance.

•Maintain up to date record of TRT’s availability.

OTHER DUTIES

•Support other Administration Staff in ensuring all office enquiries are efficiently managed.

•Assist the Principal with appropriate filing and archiving of school records.

•Undertake the role of Fire Warden.

•Maintain Signatory on School Bank Accounts.

•Other duties as directed by the Principal.

PERSON SPECIFICATIONS

•Be proficient in the use of Microsoft Office.

•Work collaboratively with other staff members, parents, parish and the local community.

•Ability to develop positive relationships and apply interpersonal skills in a team situation.

•Possess excellent interpersonal and communication skills.

•Have highly developed organisational and planning skills.

•Maintain confidentiality at all times.

•Show initiative and be able to work under pressure.

•Be a creative thinker with problem solving skills.

•Apply a high level of expertise in developing and managing systems.

•Work without supervision or with minimal supervision using excellent time management skills and giving attention to detail.

•Be open to learn new operating systems and to continually improve ICT skills.

•Be passionate and committed to working in a Catholic school and community.

WORK, HEALTH & SAFETY

Workers

This role is deemed to be a Worker under the South Australian Work Health and Safety (WHS) Act 2012.

As a Worker, while at work you must:

•take reasonable care for your own health and safety

•take reasonable care that your actions or omissions do not adversely affect the health and safety of other persons

•comply, in so far as you are reasonably able to, with any reasonable instruction given by the employer

•cooperate with any reasonable policy or procedure of the employer that is related to health and safety at the workplace that has been notified to workers

Reference:

Division 4, Section 27 and 28 WHS Act 2012

KNOWLEDGE / PREVIOUS EXPERIENCE

•Experience within a school environment including experience with CeSIS, Dux SSS Finance Modules and Dux Assistance software or similar databases will be an advantage.

SPECIFIC REQUIREMENTS

Qualifications and Training:

•Senior First Aid.

•Approved Mandatory Notification training.

•Police Clearance to work in Catholic Education SA.

•Perform any other duties as required from time to time by the principal.

PERFORMANCE REVIEW

The Employee will undertake a performance review on an annual basis. On the anniversary of appointment and biennially thereafter, or at another mutually agreed time, consultation will occur between the employer and the employee to ensure that the duty statement is accurate and conforms with the classification levels set out in the SA Catholic Schools Enterprise Agreement.

SIGNED______Date ______

(Principal or Delegate)

SIGNED______Date ______

(Employee)

ROLE REVIEW DATE ______PERFORMANCE REVIEW DATE ______