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Occupation: AdministrationLocation: Melbourne - CBD and Inner Metro suburbsReference: 1478125Selection CriteriaKSC 1 Exceptional Administrative and Organisational SkillsDemonstrated ability to efficiently manage a wide range of administrative tasks with accuracy and attention to detail. Highly proficient in handling complex administrative processes. Strong time management skills, with the ability to prioritise tasks, meet deadlines, and adapt to a dynamic hospital-school environment.KSC 2 Technical Proficiency in School Management SystemsKSC 4 Problem-Solving and InitiativeDemonstrates a proactive and solution-oriented approach to managing daily operational challenges. Skilled in independently identifying, addressing, and resolving issues, while continuously seeking opportunities to improve processes and enhance the overall efficiency of school administration.KSC 5 Commitment to School Values and Student SupportA strong commitment to supporting school staff ensuring efficient administrative operations. Willingness to contribute to a positive and inclusive school culture that upholds the values and mission of the school.KSC 6 Ability to work in a complex environmentCapacity to demonstrate resilience, composure and compassion in a medical environment and its associated challenges.RoleThe role of the Office Manager includes, but is not limited to:An education support class role at this range is distinguished by:broader management responsibility, particularly in the areas of finance and human resources where management responsibility is for a range of functions under a wide range of conditions, subject to the size and complexity of school operations; ordelivery of professional student support services and/or clinical management of students and other support functions.Objectives will, generally, be clearly defined; guidelines will be broad, and day-to-day direction minimal. Management responsibility extends to ensuring appropriate support levels are maintained across the school.An education support class position supports the educational services being provided to students but must not include duties of a teacher as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students can be required where it is an integral part of the employee''s position or in circumstances where supervision is required individually or in groups up to 4 in controlled circumstances and where the responsibility for students remains clearly with a teacherA role at this range may include:- Provision of key support and advice to the leadership team and school council and/or liaison with the general school community, the Department, and other government agencies and service providers.- Professional student support positions where duties and responsibilities, relative to their professional discipline, are carried out with a higher level of autonomy and with minimal reliance on professional supervision. These positions provide health advice and clinical resources to the school community. Typical professional support positions operating at this level would be registered nurses (performing the role of Registered Nurse range 4 as described in Schedule 3), speech pathologists, psychologists, occupational therapists, physiotherapists, and social workers.- Responsibility for the development and implementation of professional support programs within an educational environment, including guidance to other professional staff.ResponsibilitiesPositions at this range possess broader management responsibilities, particularly in the areas of finance, human resources, delivery of professional student support services and, or clinical management and other support functions. Roles will possess greater autonomy in the completion of tasks and have responsibility for managing a range of functions including the provision of appropriate support levels for other staff within the school. Positions at this level will provide key support and timely advice to the leadership team and school council and may be responsible for liaising with key stakeholders.Range 4 Education Support Staff will be expected to:coordinate delivery of a range of support services across a school(s) involving a range of work areasprovide a child safe environment in accordance with the Child Safe Standardsmanage the school budgetnegotiate and manage straightforward contracts and service agreementsinterpret and analyse data to inform and provide authoritative advice to senior managementmanage the development and effective operation of the computer systems within a school(s)formulate and supervise experimental and professional development programs for colleagues or other staff involved in the scientific or technical fieldmanage the delivery of a professional support service(s) in a school(s), including the development of policy and operational practices that will guide the work of others, including teachersprovide leadership, training and development for others in the adaption and application of professional fields, andundertake advanced interventions in dealing with particularly complex cases that may require cross-profession or agency collaborationmanage staff absence, including leave delegation duties and leave trackingorganise casual backfill/CRT roster.coordinate the daily allocation of students to teachers and education consultants each morning, ensuring efficient distribution and supportprovide high-level administrative support to the principal team and Business Manager, including handling confidential matters with discretion.support the coordination of internal staff professional development sessions, meetings, and whole-school events.assist with event planning and coordination, ensuring smooth logistics and execution.coordinate schedules, appointments, and calendars for the principal team, ensuring efficient time management.assist in organising meetings, including scheduling, preparing agendas, meeting room bookings, and recording minutes.manage incoming and outgoing correspondence, preparing routine communications in line with school procedures.assist with student enrolments, maintaining accurate records and liaising with relevant stakeholders.maintain, update, and retrieve data using school management systems, including CASES21, Compass, SharePoint, and Microsoft Office applications.oversee office filing and data management systems to ensure efficient record-keeping and document archiving.prepare, format, and proofread documents, ensuring accuracy in spelling, punctuation, and formatting.obtain quotes and process online purchase orders on behalf of the principal team.organise inventories, requisitions, and general administrative documentation.contribute to the management of the school''s OHS system, including policy implementation, audits, and staff training coordination.assist with monitoring and reporting hazards/incidents via EduSafe and Victorian Health Incident Management System (VHIMS) ensuring appropriate follow-up.oversee OHS resource procurement with the Business Manager, including supplier verification and administration.perform a range of clerical and administrative duties to support the effective operation of the school.provide professional reception services, including welcoming visitors, screening calls and emails, and managing enquiries.mail collection and delivery signing and checking.undertake additional duties as required by the principal team.Skills and Attributes Required - Office Manager (Hospital School Setting)strong administrative and organisational skills, with the ability to manage multiple tasks, prioritise workload, and ensure the smooth daily operation of the school.demonstrated ability to handle sensitive information with confidentiality and discretion, particularly in a hospital environment.proficiency in school management systemsexceptional communication and interpersonal skills, capable of liaising with staff, students, families, and external stakeholders in a professional manner.experience providing reception services, managing enquiries, and maintaining a welcoming environment.knowledge of financial and procurement processes, including obtaining quotes and processing purchase orders for school resources.high attention to detail in all aspects of workexcellent time management skills, with the ability to meet deadlines and take proactive steps to improve office efficiency.ability to adapt to a dynamic and changing work environment, especially in a hospital-based school setting.understanding of child safety standards, ensuring a safe and supportive learning environment for studentsWho May ApplyIndividuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.Please submit your application with a cover letter, resume and document addressing the key selection criteria.We will be hosting an onsite visit of the school on Wednesday 2nd July 2025 at 4:30pm.register below if you would like to attend this session.Further information will be provided to the registered applicants.EEO AND OHS CommitmentApplicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.The Department of Education is committed to the principles of equal opportunity, and diversity and inclusion for all. We value diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department.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.It is our policy to provide reasonable adjustments for persons with a disability (seeWorkplace adjustment guidelines ).Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islanders from the Koorie Outcomes Division (KOD) via marrung@education.vic.gov.auChild Safe StandardsVictorian 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:The department''s employees commit to upholding the department''s Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department''s Values complement each school''s own values and underpin the behaviours the community expects of Victorian public sector employees,including those who work in Victorian Government Schools. Information on the department values is available at: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.Detailed information on all terms and conditions of employment is available on the Department''s Human Resources website at ProfileYalingbu Yirramboi - The Royal Children''s Hospital School (YYRCHS) was officially registered as a Victorian Government school in June 2024.YYRCHS keeps students connected to their education by bridging the gap between hospital, home, and their base education setting.Educators design and deliver targeted and individualised learning to improve valued student outcomes (academic, developmental, physical, social, and emotional wellbeing). We set our learners up for success by ensuring they experience continuous engagement in learning. We are dedicated to empowering students and caregivers, advocating for their needs, and fostering a supportive environment for them to become champions of their own education post-hospital discharge.Learners at YYRCHS are a transient student cohort, who receive education interventions on a short or long-term basis dependant on eligibility and educational risk.Teachers meet new patients to discuss their learning needs and determine the appropriate level of educational support. Eligible students will be offered individual (bedside) learning, group (classroom) learning experiences, or a combination of both.Each student receives an Individual Education Plan (IEP) prepared in collaboration with the student, families/carers, multidisciplinary treatment teams and the base educational setting. The IEP is reviewed regularly and updated in line with the student''s educational progress.Early YearsOur hospital kindergarten program is led by qualified early childhood educators who, through engaging play-based learning, help prepare children for school.PrimaryThe school offers an evidence-based program that is built on high-impact teaching and wellbeing strategies and underpinned by the Victorian Curriculum, with a focus on literacy and numeracy.Secondary, VCE and Senior Secondary PathwaysSpecialist teachers assist secondary and senior secondary students to remain connected to their studies during a hospital stay, with a focus on educational tasks assigned by their base school.School TransitionsA team of skilled education professionals facilitates smooth transitions for children and young people as they re-enter or enrol in appropriate educational settings while serving as advocates for all stakeholders involved.Applications close Saturday 5 July 2025 at 11.59pm #J-18808-Ljbffr