Executive Assistant / Office Manager

Reference No : 9622

External Position

Closing Date: Thursday 12 November, 2020

Location: LOCHINVAR St Joseph's College

Vacancy Type: Temporary Part Time

Hours/FTE: 19 Hours

Description

St Joseph's College, Lochinvar is seeking a temporary part time Assistant to the Executive of the College who will also share the role of Office Manager to join the school community commencing in Term 1, 2021. This position is being offered at 19 hours/week.

This position is being offered as a temporary job share due to the permanent incumbent accessing flexible working arrangements.

Offering a rewarding and challenging breath of responsibilies, the Executive Assistant / Office Manager provides effective and efficient high level administrative support to the Principal and Assistant Principals and will oversee the work of the clerical staff ensuring they are able to manage their duties and deliver high quality service. This role involves being the first point of contact for the Principal and coordinating an extensive range of office and information systems ensuring that professionalism and confidentiality is maintained at all times. The role requires a highly energetic, professional who is able to exercise initiative, develop strong rapport with all stakeholders.

St Joseph’s College, founded by the Sisters of St Joseph in 1883 is a co-educational secondary school providing a rich and diverse educational experience for 940 students from Years 7 to 12. The College aspires to be a place of learning where students, staff and families are valued and respected for their uniqueness. The community of St Joseph’s welcomes all who are ready to actively share the mission, vision, identity and life of the College.

Located in the stunning Hunter Valley, St Joseph’s has a blend of heritage and modern buildings which include a Chapel & Heritage Centre, new Administration and Resource Centre, a purpose-built hall and associated Café & Hospitality Centre, as well as recently refurbished Performance and Creative Arts spaces.

Position Requirements

In this position you will support the Executive of St Joseph’s College with various duties such as:

• Providing highly professional and welcoming first point of contact to the Executive of the College

• Providing high level administrative services to the College Executive

• Calendar Management including making appointments with parents and other stakeholders

• Coordination of Events

• Preparing a range documentation including HR documentation, agendas, minutes, reports, letters, and more;

• Improving processes and policies in support of the school’s vision to maximise the efficient carrying out of that vision.

• Maintaining a high level of awareness of matters coming into and out of the Principal’s office to effectively respond to enquiries and exercise sound judgement on the manner of response

If you have a calm, resilient demeanour, are passionate about providing exceptional customer and administrative service, have the ability to sustain high level performance, problem solve and meet demanding work deadlines and you possess a professional, welcoming and enthusiastic disposition and if you are self-motivated with the ability to work autonomously and be responsible and accountable for your own work with the added capacity and willingness to manage a team then we invite you to come and join our Team and the St Joseph’s Lochinvar community.

Essential Criteria

• Ability to articulate a clear understanding of and a personal commitment to Catholic Education and to actively support the Catholic ethos and culture of the school

• Excellent interpersonal, written and verbal communication skills including ability to communicate with a diverse range of stakeholders

• Strong time management and organisational skills, including proven ability to establish priorities, manage multiple tasks and meet deadlines

• Demonstrated experience working on confidential and sensitive matters, with proven ability to apply knowledge and experience to resolve complex administrative matters, with discretion, tact and sound judgment

• Exceptional attention to detail

• Ability to construct a variety of reports for the Principal / Assistant Principals

• Ability to be flexible, adaptable and comfortable in a fast-paced environment.

• Demonstrated ability in accurately and proficiently performing a wide range of administration tasks.

• Intermediate experience and ability to work with various databases, Microsoft office programs including Word, Excel and Power Point

• An understanding of and ability to maintain a high level of confidentiality

The applicant must provide evidence of the following:

• Current Paid Working with Children Check (WWCC)number;

• Completion of Anaphylaxis training.

Desirable Criteria

• Demonstrated experience working in a similar role (Executive Assistant / Office Manager)

Commencement: 27/01/2022

Finishing Date : 26/01/2021

Conditions of Employment: Salary is graded at a Level 6 is in accordance with New South Wales & Australian Capital Territory Catholic Systemic Schools Enterprise Agreement 2017.

Applications Close: Thursday 12 November, 2020

Instructions Forward your Curriculum Vitae together with a covering letter addressing selection criteria via email (preferred) as one pdf to the contact person.

4930 7291

Patricia Hales

Trish.hales@mn.catholic.edu.au

By post:

Principal

St Joseph's College

New England Highway

LOCHINVAR 2321

Specific School Requirements/ Additional Info

•To apply:

•Please provide a letter of application including a clear understanding of the selection criteria and details of significant experiences that address the selection criteria along with your resume and directly to the Principal – Mrs. Patricia Hales: patricia.hales@mn.catholic.edu.au

•Applicants should nominate at least two (2) referees, (including an out of hours contact number) one of whom must be the person's current supervisor 

*Please note, not adequately addressing the selection criteria may result in your application not being shortlisted* 

Applications close: 12th November 2020. 3.00pm