Staff & Student Services Officer

Hours3 days per week – Monday to Wednesday.

7.5hrs per day - 8am – 4pm per day

41 weeks per year (school terms and 1 week before the commencement of teachers/students)

FTE0.53144

SalaryLevel 2.1, Administration and Technical Offices Award, RCA of Perth Non-Teaching Staff EBA 2014

Current full-time equivalent salary - $50,153 per annum

This position is 0.53144 FTE - $26,653.40 per annum

The role of the Services Officer provides a link between students and staff. Working in partnership with the College Receptionist, the Services Officer is the first face of the College responding to staff, students and parent’s initial enquiries. The role ensures student absentees and movement is accurate and staff are supported in their daily roles.

Student Absentee Support

  • Manage student sign in and sign out process
  • Support Receptionist to retrieve absentee notifications and enter intoSeqtaas well as checking any students at risk who may be absent
  • Phone parents of students that report to student admin for an early departure without a note. Record in Seqta.

Student Services Desk

  • Attend to student general requests
  • Enter lost property into daily notices
  • Keep student toiletry supplies topped up
  • Print daily notices for admin counter
  • Back up receptionist with calls/enquires and front desk
  • Update all current Student's changes, scan into Pastoral care file, email Library of change for their database and file hard copy of changes into Students file.

General Administration

  • Amend student addresses, contact details and other information from parents and excursion forms into MAZE. Scan and enter into pastoral care file in SEQTA
  • Scan Medical Certificates and load onto student's Pastoral care file and scan absence notes and enter into absence file.
  • Update and distribute phone lists
  • Birthday Cards process
  • Manage Transperth communications
  • Order secure bins for the archive room to dispose of old student files.
  • Manage student Yearbook distribution
  • Respond to past students requests
  • Prepare letters for all current Students (drivers licence etc)

New and Departing Students

  • Manage new students’ arrival and withdrawing students’ exit
  • Send transfer notes
  • Fill in departure forms for left students. Amend records in MAZE.
  • File student information/changes in hard copy files
  • Order new Smartriders
  • Organise information and make up Year 7 (following year) PIN packs for meeting in October
  • Create new files for incoming new students for following year
  • Management of students locker and lock information
  • Management, updates, archive and disposal of student files

Staff

  • Manage pigeonholes
  • Manage the printing of all photocopy requests received
  • Organise Ricoh technician for maintenance and trouble shooting
  • Manage end of term photocopy budgets for Assistant Bursar
  • Set up all staff codes on all machines and for new staff each term.
  • Order stationery for staff and Departments, when requested through Office works or Campion using a Purchase order and sign off on them once received and distributed to staff member. Stock stationery cupboard

Exams(process to be reviewed)

  • Distribute individual student exam timetables for all Year 10/11/12, once given (from Deputy) into PCA pigeon holes
  • Organise prep work for exams :
  • ie download and print off all class lists
  • write up cover sheets for supervisors for each exam
  • Print off all copies of exam paper required for each student/each exam and spares
  • Print off all inserts (often on different coloured paper) and insert into each test paper ready for student
  • Organise “extra time/special requirements” forms for individual students and relevant exams and remove these students exam paper and stickers from main group as they will usually sit separately with Ravdip
  • Keep a register of all and lock away in Finance cupboard
  • Assist Deputy with distribution on exam day if required.

Short description / Staff & Student Services Officer
Reports to / Business Manager
Responsible Team / Administration
Date introduced / 1 January 2018 (Version 1)
Next scheduled review date / April 2018
Legislative and system requirements / CECWA Guidelines for Catholic Schools
And Non-Teaching EBA 2014
Related College documents / Quality Catholic School Improvement Framework

Please submit applications to , by 5pm Wednesday, 4 April 2018. Please include your resume, a covering letter outlining your reasons for applying and a completed Employment Application Form.