About this job
Location: Florey, ACT
Employment Type: Permanent
Employment Status: Full-time
Salary Range: $91,859 full-time equivalent plus superannuation
Start Date: Commencing 2025
Closing Date: 11.55 pm, Sunday 17 November 2024
About St Francis Xavier College
St Francis Xavier College is a comprehensive 7 -12 Catholic secondary school of 1200 students located in the heart of Belconnen and has an outstanding reputation for leading excellence and innovation in learning and teaching. As a member of the College, the successful candidate will demonstrate a love of learning and foster innovation and aspiration for the College vision.
St Francis Xavier College is part of the Catholic Education, Archdiocese of Canberra and Goulburn (CECG), which operates 56 Catholic Systemic Schools and nine Early Learning Centres across ACT and NSW.
CECG is committed to workforce diversity and creating inclusive workplaces. We welcome applications from suitable candidates from all diversity groups to support our system of schools and early learning centres in delivering quality education outcomes for the students in our care.
About the Role
The Front Office Manager is a member of Support Staff Management Team, and will belong to a College leadership characterised by vision, strength, and a strategic focus. The position of Front Office Manager at St Francis Xavier College will provide primary support to the Business Manager with the Business Administration functions, process improvement and the implementation of the new management systems.
The Front Office Manager is accountable to the Principal, and directly supervised by the Business Manager. A close working relationship is also vital with all members of the College Executive and faculty leadership team. The Front Office Manager must have highly developed organisational skills to balance the demands of a multi-tasking position with extraordinary attention to detail and follow through to meet deadlines and commitments.
Benefits and Opportunities
- A positive and collaborative workplace culture
- 24 weeks of paid parental leave (maternity/adoption)
- Up to 14 weeks of paid parental leave (paternity/non-initial primary carer leave)
- Support for ongoing professional development and study opportunities
- Opportunities to transfer to other schools within the Archdiocese across ACT and NSW to support lifestyle choice
Key Responsibilities
The Office Manager performs key functions for the College, specifically in areas including, but not limited to:
Staff Administration
- Support the Business Manager as directed with the recruitment administration of support staff, including maintaining recruitment instances in the CE Page Up portal, maintaining position descriptions and coordinating interview and selection documentation for the Hiring Manager and interview panels.
- Maintain the College Working With Vulnerable People (WWVP) register (for all staff), including the timely administration of renewal reminders.
- Responsible to the Business Manager for the on-boarding induction administration of new support staff, including WWVP cards, system access, staff ID and access pass card and provisioning and issue of a laptop (where applicable).
- In liaison with the Business Manager, arranging the initial first day reception of all support staff including meeting with the Principal, Business Manager, their supervisor, Coordinator and/or Executive member.
Financial Administration
- Assist the Business Manager and Enrolments in the preparation of annual Government census declarations and student attendance reports.
- Collate and submit Executive Credit Card reconciliations for Business Manager review and sign-off monthly.
Team Leadership
- Lead a team of front office, Student Support and Administration assistant staff, including assigning tasks, setting objectives, and evaluating performance.
- Provide guidance, training, and support to staff to foster professional growth.
General Business Administration
- Workplace Health and Safety: Assist the Assistant Business Manager, by processing incident reports, and maintenance of WHS, incident, Hazards and Risk register(s). This includes the maintenance of associated College policies, procedures and compliance controls, and reporting. Produce monthly (Executive), quarterly (Board), and annual (CE) WHS reports.
- Document Management: Ensure appropriate policies, procedures and compliance controls are in place for digital and physical document management. This includes File structures, naming conventions, security, access and change controls, and version and revision control.
- Archives: Ensure appropriate policies, procedures and compliance controls are in place for document retention, disposal and archiving; in particular to meet required CE and Government statutory compliance requirements. Ensure appropriate on-site and off-site archive and working document storage facilities and equipment are available to meet the effective and efficient administration access, and compliance requirements are met.
- College and Student Reception: Ensure the effective and efficient administration, upkeep and support of the college front office reception functions and staff. This includes College office equipment and stationery supplies.
Qualifications
- Working With Vulnerable People (WWVP) Registration in the ACT.
- A minimum of a Diploma or Certificate IV in accounting, book-keeping or related discipline, or advanced study towards such a qualification is required.
Selection Criteria
- A passion and aptitude for information precision and attention to detail.
- Ability to align work and tasks with the College's educational needs.
- Be adept with digital technology, and an experienced user with Microsoft Windows and Office software suites.
- The ability to prioritise tasks, manage time, plan, and organise one's own work to ensure deadlines are met.
- The ability to exercise sound judgement, decision making, and engage with a diverse range of stakeholders to build productive working relationships.
- Highly professional manner and strong interpersonal skills with a courteous, calm, and welcoming demeanour with the demonstrable ability to positively engage with a diverse range of stakeholders and build productive working relationships
- Work cooperatively within a team environment and to also be self-directed and work autonomously without supervision.
- Demonstrable experience in business administration, and highly competent in the use of accounting and finance systems is essential.
- Demonstrable experience in the supervision of quality management systems, document and records management, workplace health and safety, and risk management.
- Demonstrable project management experience preferably with the implementation of new systems.
Please refer to the position description for in-depth details regarding the position duties, criteria, and skill set required.
Other Eligibility Criteria
- You must be an Australian Citizen or Permanent Resident to be eligible to apply for this position.
- Appointment is subject to satisfactory employment screening for child-related employment in accordance with CECG policy.
Application Process
Applicants are required to submit a cover letter and current resume including a statement of suitability against the skills, attributes, and experience as outlined in the Position Description.
This position involves working with children. The appointment of successful applicants will be subject to satisfactory employment screening for child-related employment in accordance with CE policy.
For further information about the School please visit our website. Information about the Catholic Education Archdiocese of Canberra & Goulburn can be accessed here.
Position-specific queries: Please contact Jennifer Madgwick on 02 6258 1055 or via email Jennifer.Madgwick@cg.catholic.edu.au
Application queries: Please contact the Recruitment team on 02 6234 5427 or via email recruitment@cg.catholic.edu.au.
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