Assistant Office Administrator - Permanent - Part time
We are looking for an assistant Office Administrator for our School, to start mid February.
If you are :-
then we would welcome your application.
Application by letter with CV to the School Office for attention of The Principal
email office@stmaryshastings.school.nz or deliver to 901 Frederick St, Mahora, Hastings.
Applications close Wednesday 29 January 2025 at 3 pm.
A copy of the full job description is available below.
Job Description - Assistant Office Administrator
RESPONSIBLE TO: St. Mary’s School Board of Trustees and Principal
Primary Objectives:
To uphold the Special Character of our Catholic School
To ensure and support the well-being of students
To ensure the effective administration of the school office
To be discreet and provide a friendly and welcoming environment as school’s front office person
To constantly seek ways to enhance the administrative systems within the School
To provide a friendly and welcoming environment as school’s front office person
To maintain high levels of confidentiality at all times
KEY TASKS
The Office Administrator works in close co-operation with the Principal and the Principal’s Secretary.
Responsibilities include working alongside the Principal’s Secretary in a shared role capacity.
Greeting visitors to the school
Answering telephone, recording and distributing messages
Taking enquiries from parents as the first point of communication regarding enrolment.
Taking messages for staff and students during class time (following procedures regarding urgency, etc.)
Expected Outcomes
A positive image of St Mary’s Catholic School will be projected at all times.
Efficient communication links maintained to, from and throughout the school.
2. OFFICE ADMINISTRATION
Emailing notices and newsletters to parents/school community
Taking messages from parents
Preparation of morning tea for staff
Fire and Emergency / Fire Drill - Designated Fire Warden.
Enrolment enquiries; ENROL database requirements as outlined by Ministry of Education
First aid treatment of injured or sick pupils; recording of relevant information.
Maintaining a current First Aid Certificate
Maintain Student Management System database
Providing printed data to Principal and teachers from database
Undertake ongoing training
Expected Outcomes
School administrative operation is effective and efficient.
Assigned responsibilities completed.
You will need :
Proficient use of Microsoft Office suite – Microsoft Word, Excel and Publisher.
Proven work experience as a Receptionist, Front Office Representative or similar role
Professional attitude and appearance
Solid written and verbal communication skills
Ability to be resourceful and proactive when issues arise
Excellent organizational skills
Multitasking and time-management skills, with the ability to prioritize tasks
Positive Customer service attitude
ADDITIONAL INFORMATION
Will also carry out specific responsibilities as delegated by the Principal
Internet Use at this school is strictly for educational purposes. This includes personal use and use for professional development of staff.
Police Vetting : it is mandatory for all staff in Schools to undergo a Police Vet. The successful applicant will be required to do so.
REMUNERATION
Administrative Class – Grade 2 in accordance with the Support Staff in School Collective Agreement.
HOURS OF WORK – 14 hours per week - term time only (includes paid break for morning tea; 30 minute unpaid lunch break)
40 weeks per year.
Commencement Date – February 2025, or a mutually agreed date.
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