Office Administrator: Personal Assistant to Principal, Enrolment Registrar
St Francis of Assisi College · Renmark, SA
St Francis of Assisi College invites applications for the position of Personal Assistant to the Principal, offering a unique opportunity to contribute to the continued growth and success of the College.
Hours of work will be 8am to 4pm Monday to Friday with a 1/2 hour meal break.
45 week per year (negotiable)
Under moderate direction, the position of Office Administrator/Executive requires a wide range of advanced level and varied executive administrative duties and project work to assist the leadership team, School Board, staff and other members of the school community and visitors, to deliver an efficient and responsive customer focused administration service.
This position requires a professional and highly competent frontline person to efficiently handle the flow of people and enquiries associated with the day-to-day administrative running of the school and Principal’s office.
KEY RESPONSIBILITIES
Duties include, but not limited to:
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Enrolment Registrar – responsible for end-to-end student enrolment administration and records management, including processing applications, maintaining accurate and confidential student data, and ensuring compliance with institutional policies and regulatory requirements
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Personal Assistant to the Principal – responsible for providing high-level administrative and executive support, including diary and schedule management, coordinating communications, preparing correspondence, and maintaining confidentiality across all matters
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Provide a complete professional administrative service to school leaders including routine organisational activities (calendar management, scheduling meetings etc), work of a highly confidential and sensitive nature, recruitment activities (listing positions, arranging interviews etc) and meeting support (preparing Agendas, taking notes, follow-up actions etc).
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Liaise on behalf of the Principal (or delegate) with the school community and service providers to effectively support school activities including Assisting parents with the Allied Health Service Provision requests and agreements
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As directed, draft more complex correspondence which initiates or responds to new cases or situations as well as non-standard executive correspondence including confidential and sensitive correspondence and communications.
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Using computer software packages (i.e. Microsoft Office) including desktop publishing and web software and management information systems at an advanced level to support the effective administration operations of the school.
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Undertake responsibility for special projects where advanced administrative and organisation skills are required to effectively deliver required outcomes.
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Ensure relevant data systems are maintained for currency of student and employee records including medical and emergency contacts, absentee lists, and class rolls, and provide accurate reports when required.
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When required, process Working with Children Clearance and screening requests and maintain an accurate Volunteer Register to ensure timely completion and compliance with CESA and legislative requirements for new staff and volunteers.
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As applicable, undertake the full scope of Registrar administrative duties including data management, arranging meetings/events/functions for prospective/new families/school tours/orientation days, etc.
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Act as a designated First Aid Officer and provide timely first aid assistance for students and staff. Maintain appropriate First Aid facilities and accurate First Aid records including confidentiality, accuracy and currency of Medical Emergency Plans for students.
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Actively support organisation of and participate in school events/activities, meetings, required training and professional reviews.
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Obtain and Maintain SAVA Nominated Approved Persons qualification to assist with Human Resourcing Compliance requirements
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Undertake other duties, as required by the Principal (or delegate).
PERSON SPECIFICATION
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Commit to upholding and actively contributing to the Catholic ethos of the school.
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Demonstrated experience in providing a high level of specialised administrative tasks and applying a broad knowledge base incorporating theoretical concepts with substantial depth in areas of responsibility.
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Advanced level of proficiency in using a computer and applicable programs, particularly Microsoft Office (i.e. Word, Excel, Outlook, Powerpoint), databases and other ICT equipment, and full technical competency to operate office equipment.
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Excellent interpersonal and communication (written and verbal) skills for positive engagement, role modelling, interaction and collaboration within the team, broader school community and with external parties. Experience in supervising others to achieve group outcomes is expected.
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Demonstrated ability to work under moderate direction, be responsible for own outcomes within broad parameters and remain fully competent requiring little or no guidance during the performance of work to achieve stated objectives.
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Demonstrated experience in supporting and administering projects.
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Able to analyse, diagnose, design and implement solutions across a broad range of functions and evaluate information and use for forecasting, planning or research purposes. Experience in preparing and monitoring a budget is also expected.
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Comprehensive knowledge of relevant policies, procedures and associated obligations to meet all compliance requirements.
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Demonstrated ability to maintain a very high level of confidentiality.
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Willingness to positively lead and support school activities/events, attend meetings and undertake required training.
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Demonstrated ability to follow procedures lead and deal effectively with emergencies and/or unexpected situations.
Additional Information
St Francis of Assisi College was Established in 2022, and will Offer years 7 to 12 from 2026.
The College embraces the message of Laudato Si’ (Praise be to you) in every manner of its operation. https://www.youtube.com/watch?v=Rps9bs85BII
This appointment is offered in accordance with the SA Catholic Schools Enterprise Agreement 2023.