Education Support Officer: DAILY ORGANISATION COORDINATOR & ADMINISTRATOR Name: Start: 15 January 2018 Position Title: ESO Daily Organisation Coordinator & Administrator Grade: Grade 4 44/48 weeks Stream: Administration Fraction Time: 1.0 FTE 37.5 hours per week working 7.30am to 3.30pm 44 weeks Employment conditions are in accordance with the Catholic Schools Enterprise Agreement 2017. 1. BROAD PURPOSE The position of ESO Daily Organisation Coordinator and Administrator will be responsible for staff movements and absenteeism to effectively manage the placement of temporary relief teachers (TRT) and provide daily relief timetable solutions. This role will require high quality administrative skills and the ability to forward plan identified movements and respond efficiently to last minute changes to provide the best outcomes for students whilst ensuring all conditions of the SA Catholic School Enterprise Agreement are met. The Daily Organisation Coordinator and Administrator will demonstrate a strong commitment to the College s vision of excellence in Catholic education, and will present welcoming, professional assistance to Gleeson students, their families, staff, members of the College executive and governing bodies and to the wider school community. 2. SPECIAL CONDITIONS Additional time worked (overtime) is to be pre-arranged and approved by the Business Manager in accordance with the College Policy. Out of hours work will be required.
3. KEY WORKING RELATIONSHIPS Principal and Leadership Team College Staff College Students Parents/Families/Caregivers Partner Primary Schools Campus Director 4. KEY RESPONSIBILITIES Administration Liaise with the Assistant Principal (Administration) in coordinating the school calendar and timetable Program school assemblies and liturgies in consultation with Assistant Principals, House Coordinators Manage and coordinate an equitable system of assigning relief lesson supervision that includes: - Be available to staff out of hours to receive staff absentee notification and coordinate relief allocations - Coordinate the rosters for exam supervision with the Assistant Principal (Administration/SACE) and publish and monitor these rosters - Organise and publish rosters for yard duty supervision, staff meetings, prayers, end of term and special events, including student/staff photograph sessions - Organise lesson and classroom swaps as relating to the timetable and inform staff and students - Organise the College s booking and use of the Dame Roma Mitchell Centre - Organise transport with bus companies for whole college events eg sporting events and ensure adequate and appropriate supervision of students - Liaise with Deputy Principal in approval of Staff Professional Learning requests, excursions retreats and camps and ensure that there is adequate supervision ratios and staff coverage at the College Temporary Relief Teachers (TRT) Arrange relief staff (TRT) for absent teachers both planned as approved by Deputy Principal, and unplanned on a daily basis Maintain an up to date register of available TRT staff, ensuring appropriate qualifications and clearances are provided prior to employment and temporary relief staff are appropriately inducted and introduced Induction of new Temporary Relieving Teachers (TRT s) into the College, which includes ensuring that appropriate Police and reference checks have been sighted and recorded
Informing all staff of the absence and relief setting protocols Maintaining accurate records associated with the allocation of reliefs, staff absences and the budgeting of Temporary Relieving Teachers Liaise with the Business Manager and Finance Team in relation to the TRT budget and provide timely records for Payroll purposes Manage the College diary as it pertains to staff absence Maintain Edval or other relevant packages Record relief details for relief lessons Arrange TRT s and payment advice to the Business Manager Advise Business Manager of leave taken by teaching staff Track attendance of teachers at Deputy Principal s approved professional learning activities Maintain records of all data Collect TRT claim form from teaching staff who have attended conferences. Timetable Support the Assistant Principal (SACE and Administration) to construct and manage the timetable Manage allocation of rooms Carry out regular audits on the timetable to ensure its integrity. Rosters Preparation and administration of various rosters required for the smooth operation of the College including, but not limited to: - Yard duty rosters - Staff meeting schedules - Examination supervision Rosters - Rosters for special events, such as vaccinations, competitions, NAPLAN tests, Gleeson Day etc - Coordinate school photos - End of term clean up and organisation. Parent Teacher Evenings Organisation of Parent Teacher interview, meetings and other parent information evenings including venue set up. Accelerus Reports Data Entry and/or data imports into Accelerus Template construction and maintenance
In liaison with the Deputy Principal (Administration /SACE) produce report timelines and instructions to staff Report production, checking and distribution. Skills Required Able to work collaboratively with the Leadership and Administrative Teams Efficient in the use of MS Office software Aptitude for the management of various databases such at Edval, Accelerus, ischolaris, CeSIS and any other software packages Data entry skills Ability to communicate effectively with teaching staff Ability to plan effectively and meet deadlines To have an understanding and working knowledge of College and CESA policies and procedures Maintain excellent electronic and other records, including accurate and up to date personnel files and records for all staff, keeping all records confidential Ensure that documentation regarding matters governed by laws of privacy, and confidential matters such as child protection, HR processes, discipline and grievance issues, are strongly protected through secure storage of confidential papers, files and electronic data Maintain a helpful, professional demeanour at all times and receive queries and complaints in a calm, positive and reassuring manner Promote and speak well of the College and staff at all times and address any personal concerns about the College with the Principal Undertake other duties pertinent to the scope of the position, as required by the Principal Participates in training as required Able to work autonomously and as part of a team Flexible in approach and able to manage competing deadlines and tasks, in a timely manner High attention to detail, good judgement and decision-making ability Able to analyse and problem solve Able to maintain confidential information and act with discretion and decorum An open and friendly disposition. 5. PROFESSIONAL RESPONSIBILITIES Understand and implement Gleeson College behavioural management strategies and policies Have a commitment to uphold and contribute to the Catholic ethos of Gleeson College, The Gleeson 10 and the Gleeson Staff 5 Understand the employer s requirements and act in accordance with South Australian Commission for Catholic Schools (SACCS) and the College s policies, guidelines and
procedures Ensure the health, safety and welfare of students and fellow employees Able to establish positive relationships with staff, students, parents and visitors High professional standards and the ability to present an appropriate image of the College supporting the dress/uniform requirements Attend all meetings and events as requested by the Business Manager Able to communicate effectively with people from a range of backgrounds Have exceptional organisational and planning skills Able to act calmly in the face of adversity or emergency An open and friendly disposition. 6. WORK HEALTH AND SAFETY This role is deemed to be a Worker under the South Australian Work Health and Safety (WHS) Act 2012. As a Worker while at work you must: Take reasonable care for your own health and safety Take reasonable care that your actions or omissions do not adversely affect the health and safety of other persons Comply, in so far as you are reasonably able to, with any reasonable instruction given by the employer Cooperate with any reasonable policy or procedure of the employer that is related to health and safety at the workplace that has been notified to workers. Reference: Division 4, Section 27 and 28 WHS Act 2012. 7. SPECIFIC REQUIREMENTS Acquire and maintain: Excellent interpersonal skills A demonstrated ability to support the Catholic ethos of Gleeson College Experience in engaging young people in sporting endeavours Demonstrated understanding of developing sporting programs and initiatives Excellent organisational skills High professional standards and the ability to present an appropriate image of the College Supporting the dress code/uniform requirements Police clearance to work in Catholic Education SA Approved Mandatory Notification training Approved Responding to Abuse and Neglect mandatory training BELS First Aid Certificate
Proficiency in Microsoft Office Suite. 8. PERFORMANCE REVIEW The employee must undertake a performance review on an annual basis The employee must undertake a performance review on a twice-yearly basis or at another mutually agreed time, consultation will occur between the employer and the employee to ensure that the PID is accurate. SIGNED Principal or Delegate: Date: / / Employee: Date: / /