Office Manager

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Executive Assistant/Office Manager Eynesbury Senior College Adelaide; Full-time or part-time (job share), ongoing Navitas is a diversified global education provider that offers an extensive range of educational services for students and professionals including university programs, English language training and settlement services, creative media education, workforce education and student recruitment.

An exciting opportunity has arisen at Eynesbury Senior College, one of Adelaide’s oldest private senior secondary colleges offering Years 10-13 and specialising in preparing students for university and life beyond the classroom. We are currently seeking an experienced and driven Executive Assistant/Office Manager. This role is based at our Franklin Street campus in the city. The Executive Assistant/Office Manager reports to the Principal ESC and is responsible for providing a high level of administrative and executive support. This position will also effectively manage the Administration team and ensure all key processes associated with the administration operation are smooth and efficient and that a high level of internal and external customer satisfaction is maintained. Essential skills and experience:  Experience in a similar role at a senior level  A self-starter with excellent time management and organisational skills  Comfortable in a role with competing priorities, multiple responsibilities and differing reporting lines for particular functions  High level of confidentiality and discretion  Highly developed interpersonal, written and verbal communication skills with both internal and external parties  Good people management skills with experience in managing a small team  Advanced knowledge of the Microsoft Office suite, in particular calendar management, Outlook and Word. Intermediate knowledge of Excel including working with formulas.  Comfortable in using new software packages and happy to self-train if necessary Desirable criteria:  Knowledge or experience in a school or service industry environment  Knowledge or experience in using MAZE and/or Daymap Learner Management Systems.  Some experience in using Adobe InDesign and Photoshop is desirable  Understanding of local and international education environment  Experience working in a customer related industry providing a high level of customer service and administrative support in an education environment Special Requirements:  Training in reporting abuse and neglect to be completed within three months of appointment  Possession of, or eligibility for, current DCSI check. If you do not possess a current DCSI check, the organisation will apply for one immediately for the successful applicant. What we offer: An attractive remuneration package will be negotiated with the successful candidate. The Navitas Group offers outstanding long-term career opportunities and is values driven and an equal opportunity employer. Enquiries should be addressed to Jill Taylor on (08) 8216 9149. Applications, including a resume and cover letter, should be sent to our recruitment portal Expr3ss via https://navitas.expr3ss.com/?d=11&. Applications close on 23 May 2018. Successful applicants require working rights in Australia, and will be subject to relevant pre-employment checks. Navitas strives to be a workplace that promotes diversity, flexibility and equal employment. As such, we invite experienced candidates of all ages, people with a disability and Indigenous Australians to apply.

www.navitas.com

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Position Description Title:

Executive Assistant/Office Manager

Division:

University Partnerships Australasia

Reports to:

Principal, Eynesbury Senior College (ESC)

1.

Overview and Objectives of the Position:

The Executive Assistant to the Principal ESC is responsible for providing a high level of administrative and executive support to the Principal. This position will also effectively manage the Administration team and ensure all key processes associated with the administration operation are smooth and efficient and that a high level of internal and external customer satisfaction is maintained.

2.

Key Relationships: i.

College Leadership Team (CLT)

ii.

Finance Director

iii.

Marketing Manager

iv.

Student Services Officers

v.

College Staff

vi.

Students and parents

3.

Key Result Areas:

Executive Assistant  Ensure the Principal is fully and efficiently supported in the role administratively; this includes but is not limited to: o Diary management o Monitoring of and managing particular budget lines o Fielding phone calls and answering queries where possible. This may include calls from parents (both current and prospective), teachers, students and companies o Dealing with incoming and outgoing mail o Monitoring e-mail and replying where possible  Manage and update the ESC website in collaboration with the Marketing Manager and with technical assistance from other parties as necessary  Assist in event management for various staff functions and meetings.  Oversee the Scholarship process and keep track of budgets for scholarships and remissions.  Manage and run any out of cycle Scholarship testing.  Undertake special projects as required e.g. renewal of school registration, managing the alumni project, collating and updating the information required for a new website  Assist in the administrative duties associated with staff recruitment and changes to pay in conjunction HR Shared Services Office Manager  Manage the overall administrative activities of the front office, to facilitate the smooth and efficient day-to-day running including supervising a small admin team.  Co-ordinate and facilitate weekly and fortnightly team meetings including preparing agendas, taking minutes and following up on actions.

www.navitas.com

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Be a point of contact for academic staff in relation to admin support and office processes generally. Lead and manage process improvement and make contributions towards a continuous improvement cycle including development, implementation and maintenance of policies, procedures and job-specific manuals. Manage the front office generally, including maintaining the condition of the office and arranging for purchase of any new equipment, and ensuring stationery supplies and consumables are maintained and kitchens stocked appropriately. Manage and facilitate appropriate document control, ensuring key student documents are scanned, filed and uploaded to Daymap and the originals are retained in line with statutory requirements and company protocols. Co-ordinating WHS activities, including arranging external emergency training. Provide procedure and system training to new employees. Facilitate a team culture that focusses on engagement, transparency and communication so that each team member is aware of each other’s workload and the impact of impact of absences.

Finance Related  Use the database to manage tuition fee billing, including creating and charging fees and producing invoices for mailing.  Run and produce the pre-billing report and distribute for review and comment to relevant parties.  Approve, code and determine the student split on all ESC invoices and return to Account Payable for processing.  Manage the family fee process, including sending statements, creating payment plans, and provide regular updates to school Council on debtors.  Liaise with the College debt collection agency for outstanding debts.  Reconcile the College credit card monthly. HR         

Prepare Business Case proposals and obtain approvals prior to recruitment in line with company protocols. Facilitate recruitment and on-boarding of new staff including preparation of all contract documentation and induction, in line with company protocols and processes. Conduct performance reviews with new staff. Ensure the Human Resource management system (iChris) is up-to-date including ensuring all leave has been entered correctly and relief payments are approved. Provide any training on iChris usage to staff. Be a point of contact for Staff with any HR issues and liaise with HR Shared Services to resolve them. Facilitate the smooth on-boarding of new staff, including arranging system and site access including logons, specific software access and equipment Assist in the induction/training and administration of new starters; Support with the implementation of general HR processes and procedures;

Compliance  Under guidance of the Principal and Director of Shared Services, ensure the College meets its compliance requirements, including: o Gather, analyse, collate and enter the data for the Annual School Performance Information Report. o Responsible for the annual submission of student attendance rates to DWER, working closely with the Database Systems Coordinator to ensure data is stable, accurate and in the correct format. o Annually confirming with the TRB our currently employed teachers and ensuring personal information and registrations are up to date. o Work closely with the Director of Shared Services and Database Systems Coordinator to ensure Commonwealth Census data is accurate and gives the best possible funding outcomes for the College. Database  Support the Database Systems Coordinator in the running and management of the ESC MAZE Database including: o Ad-hoc user training and problem solving

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o

Responsible for a range of database annual updates e.g. upgrading of school year levels, setting calendar dates for absence monitoring, administering scholarships within a context of fee billing and transferring of old scholars.

Administrative  Ensure the wider Leadership Team and other teaching staff are administratively supported as appropriate through effective management of the administration team.  Manage and oversee a range of annual projects, including booklist updates, subject selection book updates, the annual school jumper etc.  Produce, in conjunction with the Leadership Team, the annual school calendar of events, term dates, TPT Calendars etc.  Other administrative duties as required General Responsibilities  Work safely in accordance with the WHS policy and procedures.  Abide by all organisational policies and procedures.  Abide by Confidentiality and Privacy obligations.  Participate in professional collegiate relationships with other staff members, students and management.  Participate in the Professional Development Process that forms part of the Performance Culture of the organisation.  Other duties as requested by the Principal or Key Relationship staff.

4.

Qualifications and Selection Criteria

Essential:  Experience in a similar role at a senior level  A self-starter with excellent time management and organisational skills  Comfortable in a role with competing priorities, multiple responsibilities and differing reporting lines for particular functions  High level of confidentiality and discretion  Highly developed interpersonal, written and verbal communication skills with both internal and external parties  Good people management skills with experience in managing a small team  Advanced knowledge of the Microsoft Office suite, in particular calendar management, Outlook and Word. Intermediate knowledge of Excel including working with formulas.  Comfortable in using new software packages and happy to self-train if necessary Desirable:  Knowledge or experience in a school or service industry environment  Knowledge or experience in using MAZE and/or Daymap Learner Management Systems.  Some experience in using Adobe InDesign and Photoshop is desirable  Understanding of local and international education environment Special Requirements:  Training in reporting abuse and neglect to be completed within three months of appointment  Possession of, or eligibility for, current DCSI check. If you do not possess a current DCSI check, the organisation will apply for one immediately for the successful applicant

www.navitas.com

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