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Personal Assistant To Deputy Principal (School Operations)

Wenona School - Sydney, NSW

Education, Childcare & Training
Source: uWorkin


(Permanent Full-Time)

Wenona values professional services staff who demonstrate a positive and proactive approach to their work and have a willingness to participate fully in the life of the School. We look for enthusiastic, dedicated and capable staff who demonstrate initiative, good humour, and professional behaviour and support the values and aims of the School as a global learning community.

This position reports to: Deputy Principal (School Operations), and the EA to the Principal.

Overview of the role

This position has primary responsibility for ensuring that the day to day operations and strategic goals of the Deputy Principal (School Operations) office is coordinated and supported. This role will work closely with a range of academic and professional services staff to ensure the daily functions and the effective organisation of logistical aspects in the running of the School have been prepared and planned as appropriate.

It achieves this by proactive and well executed administrative and logistical support, providing timely and accurate diary management, document production and maintaining effective assistance with the Deputy Principal (School Operations) time management and workflow.

The PA will have the capability to do many things at once and can change plans often and easily, as well as being able to concentrate on multiple events happening in and around their workspace. There will be constant interruption from students, colleagues, visitors and telephone calls and the PA will need to have the ability to work well in this type of environment.

The position also contributes to the maintenance of a positive internal culture where service, integrity, kindness and humour are valued.

Key priorities

Indications that this job is being done successfully would include:

  • Understanding and managing competing demands in the Deputy Principal (School Operations) diary in order to meet the organisational and personal goals for the Deputy Principal (School Operations) and deliver the desired outcomes in a sustainable manner.
  • Screen/prioritising workflow and issues management for the Deputy Principal (School Operations), establishing a culture of calm versus crisis.
  • Prepare professional correspondence and documentation, programs and supporting materials according to Wenona style to effectively educate and communicate with all stakeholders and promote the reputation of the School.
  • Ensure timely and accurate responses to requests for logistical, operational and administrative support, including researching and preparing briefings, minute taking and organisational responsibilities to deliver student well-being and academic programs.
  • Coordinate the process for managing the current and future calendar information, with overarching responsibility for ensuring potential clashes and conflicts are identified and resolution meets the operational objectives of the School.
  • Coordinate whole School events onsite and offsite, liaising with internal and external suppliers and creating supporting documentation and materials to meet School requirements and to enhance the reputation of the School.
  • Coordinate the process of the weekly Years 7-12 Principal’s Assemblies by collecting and managing the items, preparing the run sheet, negotiation with the Principal and other key stakeholders and ensuring the room set up is managed.
  • Coordinate student focused whole school events, Variation to Routine documentation, Speech Day Celebration, awards and similar.
  • Problem solve and troubleshoot for member of the School Executive, academic and professional services staff to coordinate issues and manage situations.
  • Provide administrative and operational assistance (including relief for Reception, Junior School Office, Student Office and similar) across the School to meet functional requirements and uphold the reputation of Wenona.
  • Working in a coordinated manner to ensure the timely and accurate issuing of the weekly parent correspondence
  • Coordinating staff and student photographs throughout the year by liaising with providers and parents as appropriate
  • Maintain an awareness of contemporary practices in areas relevant to this position and critically assess processes and activities, identify opportunities for improvement in service, efficiency and effectiveness and implement as appropriate.

Education and Experience

  • Qualifications in Business Administration or similar
  • Minimum of 5 years’ administration experience, preferably in an educational setting.
  • Ability to produce complex documents (mail merge, table of contents), PowerPoint (embed video’s), and Excel (pivot tables, formula’s)
  • Experienced with a data management system (Synergetic or similar), customer relationship system and portal/web maintenance.
  • Current NSW Working with Children Check

Wenona is an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion, sexual orientation or age.

Personal Attributes

  • Ability to do many things at once and can change plans often and easily.
  • Can easily adapt to constant interruption from students, colleagues, visitors and telephone calls.
  • Committed to establishing relationships, shared connections and ensuring harmony between people.
  • Ability to concentrate on multiple events happening in and around their workspace.
  • Evidence of and commitment to continuing professional development
  • A sense of humour.

General conditions of the role

  • Award & Classification: Independent Schools NSW (Support and Operational Staff) Multi Enterprise Agreement 2017. Clerical and Administrative Staff, Level 3
  • Hours of work: Permanent, full-time Monday to Friday. Daily hours will generally be 8.00am – 4.00pm (including 30 mins unpaid lunch break)
  • Reporting Line: All positions report to the Principal.
  • The line manager for this position is: Deputy Principal (School Operations)
  • Professional Learning: You will be expected to attend and contribute to all staff professional development days and requirements as outlined in the School’s calendar.
  • School Holidays: Annual leave should only be taken during the student holiday period. The School has mandatory closure between the Christmas/New Year period (10 days) and you will be expected to take this time as annual leave
  • Parking: There is no car parking provision for this role.

Application process

Applicants should apply below, sending full curriculum vitae, a cover letter, copies of qualifications and names of two referees.

Wenona School is a child safe environment. Our School actively promotes the safety and wellbeing of all students, and all School staff are committed to protecting students from abuse or harm, in accordance with their legal and ethical obligations including child safe standards. Wenona’s Code of Conduct is available on our website. The successful applicant for this position will be required to provide the school with a current Working with Children Check. (http://www.kids.nsw.gov.au/Working-with-children/New-Working-With-Children-Check/New-Working-with-Children-Check).

Closing Date

3pm Tuesday 9 February 2021