Westminster School is a leading coeducational, Early Learning to Year 12, day and boarding Uniting Church School. We aspire to be the best school for an exceptional all-round education, developing individuals of great character who enhance and inspire the world. To make this happen, we share a real sense of purpose, service and a commitment to learning and improving. Our outlook is global and we build authentic relationships to foster a strong community. We want Westminster to have a world class reputation, providing every opportunity for our students to succeed.

POSITION DESCRIPTION

Position name Senior School Office Coordinator

Area of School Senior School Office

Employment Status Permanent Part-Time 37.5 hours per week, 45 weeks per year.

Employment Conditions Westminster School Inc. Teaching Staff and School Assistants Enterprise Agreement 2017

Key Relationships

The Senior School Office Coordinator reports to the Head of Senior School and works closely with the Administration Officer and Office Assistant and other Senior School staff. Ultimately responsible to the Principal via the Director of Corporate Services.

Position Objective:The Senior School Office Coordinator provides a high quality, efficient and confidential professional administrative support to the Head of the Senior School as well as effectively coordinating the Senior School office staff, systems and events. The position promotes the development and maintenance of a service culture within the Senior School office and may provide administrative support to other senior leadership staff and senior school teaching staff to enable the efficient operation of the Senior School.

Key Responsibilities:1. Provide a high level of secretarial and administrative support to the Head of Senior School, including:

Diary and meeting coordination Preparing correspondence and information, responding to emails as appropriate Arranging travel, accommodation, conference and seminar registrations Purchasing items as required, raising purchase orders and reconciliation of credit card statements Coordinating relevant Committees and associated documentation

2. Provide efficient and effective administrative support for Senior School operations by: Event managing relevant Senior School activities, such as Speech Day and Valedictory Service, meetings,

programs, weekly and special assemblies, parent teacher interviews, information nights, etc. Coordinating Senior School activities such as school photos, immunisation programs and guest speakers –

arranging catering, invoice payments, communications to staff, students and parents, online event management and room bookings

Providing information booklets, classroom keys, roll and class information, and general assistance for relief staff

Managing all confidential Senior School student files and records, and ensuring data is accurately recorded and up-to-date within the School’s online database

Designing, preparing and updating relevant Senior School documentation, information booklets, communications and assist with dissemination

Managing the information on the Senior School intranet webpage Manage the process of School calendar creation and Senior School Teacher and Student diaries Providing administrative assistance to Senior School staff Assist with general office activities, such as mail-outs, reception and answering queries.

1 | P a g e

3. Coordination of the Senior School Office administration team by Providing oversight of the Senior School Office workload for and guidance to the Office Assistant and

Administration Officer. Developing and promoting a service culture with the Senior School Office to provide exceptional customer

service to students, parents and staff. Build teamwork within the Senior School Office

4. Other Responsibilities Provide administration support for the Foundation Board once per term, attending meetings and acting as

minute taker and preparing agenda items in consultation with the Director of Advancement and Marketing Provide basic first aid to students as required Continuously improve the efficiency of administration processes and procedures in the Senior School Office

and contribute to wider school improvement practices

Key Selection Criteria: Qualifications, Skills and Experience Excellent administrative, organisational and time management skills Competency in taking minutes, preparing agenda documentation and maintaining confidentiality Demonstrated experience in a similar role with supervisory responsibility for a small team Demonstrated high standard of proficiency in using information technology including: MS Office (Word, Excel

and PowerPoint), electronic diary, email as well as intranet, database software, InDesign and the manipulation of data within and between these applications

Well-developed written communication skills with the ability to write in a clear, accurate and easily understood style

Ability to model efficient and effective practices of information technology, including the understanding of management procedures and file structures.

Demonstrated ability to develop a service culture within a team. Current First Aid Certificate Business/administration related qualifications are desirable but not essential

Key Selection Criteria: Personal Qualities• Demonstrated high level interpersonal skills to accurately and efficiently communicate with a diverse range of

staff, parents and adolescent students, including high levels of tact, initiative and diplomacy.• Demonstrated ability to handle sensitive information in a confidential manner• Displays initiative and can pre-empt required support• Professionally presented with a customer service focus• Ability to work effectively as part of a team in a fast changing environment, to work productively with limited

supervision and to prioritise and work to deadlines.• A lateral thinker who is self-motivated with an optimistic approach to work• Attention to detail and excellent grammatical skills • Demonstrated commitment to continual professional and personal development

Safety and WellbeingAll staff must:

Take reasonable care of, and cooperate with actions taken to protect, the health and safety of both themselves and others

Report all accidents, incidents and hazards to their supervisors as soon as is practicable Read and abide by all WHS policies.

Conditions of Employment• All applicants must be eligible to work in Australia• All staff must satisfy child protection screening and adhere to Westminster’s Child Protection policy• A probationary period applies to new staff

Updated: January 2021

2 | P a g e