Timetabler/DO/ Administration Officer

Collingwood English Language School (CELS) is a major provider of the New Arrivals Program in the North Western Victoria Region.  It is a combined primary and secondary school, which provides full time, intensive English courses for newly-arrived migrants and refugees prior to their enrolment in a mainstream school or further education.

PURPOSE

Collingwood English Language School provides an intensive English language program for newly arrived students.

We provide a safe, supportive and stimulating learning environment where students prepare for a smooth academic, social and cultural transition to mainstream school or further education. We also support families and guardians to understand and engage with our school community and the Victorian Education system.

VISION

• At Collingwood English Language School:
•       we provide an exceptional English as an Additional Language program in a welcoming, caring, friendly, collaborative and inclusive learning community
•       we provide EAL leadership and advocacy
•       our dedicated and friendly teachers provide quality learning and teaching in a safe and supportive environment
•       our students are courageous and determined learners and become effective members of the school and wider community
•       our parents and guardians are active participants in their students’ learning and in the school community
•       the school is a actively engaged with the community
•       we operate with excellent facilities, up to date technology and resources to enhance learning across all curriculum areas
•       we attract, retain and continually develop staff members who collaborate effectively to lead the school towards this shared vision.

Our school community:

• values a positive, harmonious, respectful, safe and engaging learning and working environment
• promotes respect for diversity and values the richness of cultures
•  promotes the development of self-confidence
• develops active, critical and responsible learners
• encourages the full potential of students and staff
• promotes good communication, cooperation and decision making
• cares for the environment 

Our aim is for graduates of Collingwood English Language School to leave our school with:

•         English language skills in speaking and listening, reading and writing
•         knowledge and skills across the Australian curriculum, e.g. maths, science and the arts
•         a belief in the value of independent, life-long learning
•         knowledge, understanding and respect for of the Australian culture, community and the education system
•         self-confidence, motivation and resilience
•         well-developed interpersonal skills
•         a sense of belonging in Australian society and a love of learning
•         respect for others and the wider community
•         respect and care for the environment.

CRITICAL SUCCESS FACTORS

Collingwood English Language School has high expectations within a culture of support for all in our community. We provide an effective teaching and learning program and also deliver an opportunity for parent and community engagement. We offer effective and responsive leadership, a positive and respectful environment, a commitment to student and staff wellbeing and high quality resources, facilities and physical environment.

KCS 1  

Significant understanding and experience of school office management practices and processes including an ability to co-ordinate completion of administrative priorities, financial recording and reporting arrangements.

KSC 2

Demonstrated high level administrative experience in DET and other systems including CASES 21 Accounts receivable, Student Administration, Compass and Edval.

KSC 3  

Demonstrated high levels of professional integrity, sensitivity and an ability to engage with leadership, staff, CELS’ diverse school community and external schools.

KSC 4  

Demonstrated ability to show initiative, work independently and in teams,  work creatively and proactively to enhance work systems and practices to ensure efficient and responsive operation of the work environment.

KSC 5  

Demonstrated ability to manage a busy work environment, contribute towards strategic decision making within the school including the provision of advice to the Principal, Director of Operations, staff, and the wider community. 

The successful applicant will be paid a leave purchase allowance for this position and will be required to attend for duty consistent with the advertised position for 30 days [52 / 52] of the additional paid leave period

Range 3 is distinguished by the introduction of management responsibility and accountability for the delivery of professional support services. The role will usually impact beyond the work area or professional field. It seeks to gain cooperation of other staff members or members of the school community to achieve specific objectives, such as in school administration, operations or educational programs.

Direction on targets and goals is provided but the position will have some degree of latitude in determining how they are achieved. This latitude will generally be limited by standard procedures and school policy.  Deviation from standard procedures and school policy will require guidance and direction from senior management.

The provision of business management responsibilities becomes a feature at range 3.  Management of staff to achieve the expected outcomes is a key responsibility.  Staff management issues will be resolved with minimal reference to senior management, although guidance will be required in more complex cases.  Senior management will be provided with timely reports and advice, although this will generally be confined to matters relating to the immediate work area, service provision or educational program and is unlikely to impact substantially on whole of school operations.

This is the minimum range for positions that carry a mandatory qualification requirement of not less than four years.  Professional student support positions become a feature at range 3 (e.g. therapists, psychologists) where standard professional services are delivered.  Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from senior management.

An education support class position supports the educational services being provided to students, but must not include duties of teaching as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor.  Supervision of students cannot be required except where it is an integral part of the employee¿s position or involves supervision of students individually or in small groups, in controlled circumstances, where the responsibility for students remains clearly with a teacher.

Collingwood English Language School is comprised of the Collingwood/Broadmeadows and Cragieburn Campuses you will work across the three campuses.

Collingwood English Language School is comprised of the Collingwood, Broadmeadows and Craigieburn Campuses. The purpose of this new position is to ensure whole school consistency in processes and procedures as the school introduces a new timetabling package and consolidates responsibility for both timetabling and daily organisation under one manager

The role of the Timetabler/Daily Organiser/Administration Officer is to manage the delivery, evaluation and improvement of the following services within the school: liaise closely with the Principal, Assistant Principals and Director of Operations regarding management of time-tabling and daily organization, ensuring they comply with regulatory and legislative requirements and department policies and procedures; ensure that internal and external stakeholders are provided with up to date information relating to management of daily organization and timetabling; provide timely and appropriate advice to the Principal, Assistant Principals and Director of Operations to enable informed decisions relating to the management of staffing across the whole school.  The Timetabler/DO/ Administration Officer reports directly to the Director of Operations and the Principal.

The role has a major emphasis on:

• The review, development and improvement of all processes and practices relating to time-tabling and daily organisation across all campuses, including oversight of the introduction of the new timetabling package.
• Provision of administrative support and advice to CELS transition coordinators and wellbeing team at campus level including liaison with transition and enrolment administrators at feeder schools.  
• Responsibility for the management of the Administration roll over each year.
• Provision of administrative support and advice to the CELS Wellbeing team
• Management of all school’s administrative processes for enrolments/exits

• Sound knowledge of DET guidelines and processes, adhering to best practice

• Developing and maintaining relationships with key internal and external stakeholders
• Personal Development, through accessing appropriate professional learning to enhance performance
• Ensuring best practices in the role.

Ensuring school level accountability so resources are used effectively and efficiently to optimise student outcomes

Daily Organisation:

To be responsible for the whole school staffing on a daily basis.

To liaise with the Principal/Assistant Principals across the campuses  to schedule all events occurring in the school.

To be responsible for Casual Relief Teachers budget across whole school.

To co-ordinate the induction and support of Casual Relief Teachers.

To aware of staffing needs and work in conjunction with the Executive team regarding this.

To meet with the Principal and Director of Operations to provide reports of staff absences, extras and Casual Relief Teachers.

To be responsible for organizing and monitoring a system to ensure work is available for replacement staff.

To ensure that appropriate protocols are in place for organization and staffing of all camps.

To contribute to the whole school accountability process, as per the Department guidelines.

To undertake other tasks as requested by the Principal and Director of Operations

Timetabler:

To be responsible for allocation of staff allotments in conjunction with the Principal/Director of Operations/Assistant Principals.

To be responsible for the blocking of subjects as required by the Principal/Assistant Principals.

To be responsible for the development and implementation of flexible and creative timetable options which are consistent with the whole school curriculum.

To disseminate all timetables and related information to students and staff.

To assume on-going responsibility for managing and updating the timetable over the year – note this will be performed on a term by term basis.

To be proactive in anticipating staffing requirements, and to participate in, and advise the Principal/Director of Operations and Assistant Principals.

To ensure systems are in place to maintain accurate student timetables

To ensure yard-duties are displayed on teachers’ timetables.

To contribute to the whole school accountability process.

To undertake other tasks as requested by the Principal and Director of Operations.

Administration Role:
To work with the transition and wellbeing leaders to enhance the processes and systems in each area, across whole school.

Collaborate with school staff to ensure accountability

Management of school processes for enrolments/exits.

Management of CSEF processes for exits.

Maintain accurate data and monitoring of all reports across whole school.

Establish communications strategies to disseminate information and provide opportunities for exchange of information across the whole school.

Must be willing to have training in the finance area of CASES21: Accounts Payable/Receivable

Sound knowledge of all school systems including Compass and Edvale with the willingness to have further training.

Advanced Planning and Organisational skills

Stakeholder Management skills – Internal/External

Problem Solving abilities

Initiative and Accountability

To undertake other tasks as requested by the Principal and Director of Operations

Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

The Department values diversity and is committed to workforce diversity and equal opportunity in schools and all education workplaces. The Department recognises that the provision of family friendly, supportive, safe and harassment free workplaces is essential to high performance and promotes flexible work, diversity and safety across all schools and Department workplaces.

Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the Department’s exemplar available at http://www.education.vic.gov.au/about/programs/health/protect/Pages/childsafestandards.aspx

The successful applicant will be paid a leave purchase allowance for this position and will be required to attend for duty consistent with the advertised position for 30 days [52 / 52] of the additional paid leave period.

Collingwood English Language School is comprised of the Collingwood/Broadmeadows and Cragieburn Campuses you will work across the three campuses

• All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
• Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.
• A probationary period may apply during the first year of employment and induction and support programs provided.