This Role:

Job Purpose
To assist the Office Manager in ensuring a high standard of support to the school office team in performing school related tasks in the areas of office administration, accounting and reception.

Responsible To
The position holder reports directly to the Office Manager (Primary School) who reports to the Principal.

Responsibilities

Reception
● Providing a warm and welcoming greeting to every parent, child and visitor who makes contact with and/or visits the school
● Ensure provision of effective office administration and reception services as the school’s public front
● Appropriately responding to all reception inquiries
● Coordinating the timely collection and distribution of mail
● Operating a neat, clean and tidy reception area
● Managing the daily attendance sheet
● Performing errand duties as required including preparing deposit slips and depositing the incoming cash and cheques to the bank
● Support class excursion process (such as checking paperwork and payment)
● Screen and verify visitors, and maintain security of the school

Administration
● Assist with the organisation, setting up and execution of school functions as required.
● Provide the Principal and the office team with administrative support as required
● Perform first aid duties when required
● Work together with other office staff to provide effective office administration
● Organise staff events and the ordering of food
● Keep stock of supplies at school and reorder as needed, and assist staff with the ordering of items
● Conduct inventory of delivery items
● Keep up-to-date CHP guidelines and procedures, and other communicable diseases
● Manage CHP immunisations, and health and dental services
● Maintaining an appropriate office filing system of school records
● Supporting the Principal and office staff in required tasks
● Performing other office related tasks as required

Student Services
● Assist in data gathering and entry as well as data filing and maintenance of applicants’ files whilst maintaining confidentiality
● Liaise and organise lunch, school uniform and bus services for students including, but not limited to, communicating with vendors, parents and staff, problem-solving, support and monitoring quality of service
● Liaise and arrange After School Activities with vendors, staff and families including, but not limited to, finding suitable vendors, completing necessary paperwork, managing sign-up, organising its delivery, monitoring quality of service, and problem-solving
● Communicate with parents regarding matters related to student services
● Liaise with staff to prepare for the onboarding of new students and families (such as the Year 1 Orientation)
● Communicate with the Kindergarten campus as necessary relating to student services
● Interact positively and patiently with young children when delivering student services and administrative support

Ad-hoc Projects
Perform ad-hoc projects as assigned by the Office Manager (Primary School) or the Principal

Organisational Relationships
Internal Liaisons: Executive Director, Principal, Directors, Officers, School teaching and non-teaching staff, the Schools’ Parents’ Association, Parents, Students and Custodians
External Liaisons: New and interested Parents, Vendors

Accountability & Extent of Authority
The position holder must ensure that they operate in accordance with the specific objectives and strategies determined for the effective management of the Schools’ resources and ensure that decisions made by the position holder are subject to review by the Principal.