Glenroy College Leadership Handbook

Admin Role Descriptions 

These role descriptions are to detail the Administration roles and responsibilities of positions within the College that are attached to specific, permanent roles

Business Manager

Role: The Business Manager is responsible for the management of financial, HR of the college.  In collaboration with the Principal, she oversees and is responsible for the business needs of the college. Susie can assist you with any Budget, Salary or Leave queries.

Responsibilities include but are not restricted to the following: 

  • Office Management 
  • SRP Workforce Plan/HR and Edupay
  • Curriculum Budgets
  • Bank Reconciliation
  • Schools Recruitment
  • Contracts – Hirers, Service Providers
  • Management of External Funding
  • Manage Finance & School Council Meetings
  • ES Rep for Consultation Committee
  • Other duties as required by the Principal

Committee Membership:

  • Prin Team
  • Consultative
  • Admin

Office Admin

Role: Kylie is responsible for reception duties, directing calls, attending to the front reception, student, parent and general community enquires. She supports our admin, finance and enrolment teams.

 

Responsibilities include but are not restricted to the following: 

  • Reception Duties
  • Admin & Finance Support
  • Accounts Payable and Receivable
  • Corporate Card Reconciliation
  • Enrolment Administrator
  • Transition Administrator
  • Other duties as required by the Principal

Committee Membership:

  • Transition team

Office Admin

Role: MelissaIs responsible for reception duties, incoming and outgoing mail, directing the calls, attending to the front reception, student, parent and general community enquires.

She supports our enrolment and account teams.

 

Responsibilities include but are not restricted to the following: 

  • Reception Duties
  • Admin Support
  • Accounts Receivable Support
  • Key Register
  • Excursions
  • Distribution Lists and pigeon holes
  • Manage college tour bookings
  • Manage school voicemail
  • Other duties as required by the Principal

Office Admin (Finance)

Role: Anna is responsible for

 

Responsibilities include but are not restricted to the following: 

  • ****
  • Other duties as required by the Principal

First Aid

 

Role: Michelle is responsible for first aid needs and is responsible for the updating of student medical data.

 

Responsibilities include but are not restricted to the following: 

  • Student medication and action plans
  • First Aid kits and bags for school activities
  • Updating of student medical alerts 
  • Epi-pens & action plans 
  • Manage school email
  • Manage Human Resource tasks for Principal team
    • Reference checks
    • Interview times
  • Other duties as required by the Principal

OH&S Officer

 

Role: The OH&S Officer is crucial in ensuring safety, health, and environmental compliance at Glenroy College. Their primary responsibility is to oversee and manage the implementation of effective health and safety practices to prevent accidents, injuries, and environmental damage at the college

 

Responsibilities include but are not restricted to the following: 

  • Preparation and actioning of quarterly Workplace Inspection Checklists including arranging tradies and repairs
  • Induction of all staff and Contractors
  • Arranging and compliance of Audits I.e. PAC Seating, Bus Roadworthy, Arborist, Emergency and Exit Lights etc.
  • Arranging Essential Audits and Inspections (e.g. Air-Conditioners Essential Safety Measures
  • Preparation of Signage and attending to place same around school (I.e. Emergency Evacuation Plans, Action Card Posters, First Aid Notices (with First Aid Officer)
  • Other duties as required by the Principal

Committee Membership:

  • OH&S Committee

Sub-School Admin – Senior School

 

Role:

 

Responsibilities include but are not restricted to the following: 

  • Absences Yr 10 to 12
  • Administration support
  • First Aid Support
  • Exits & Exemptions
  • Support college SWPBs program
  • Facilitating out of uniform passes
  • Facilitating administration of referrals, restorative conversations, confiscations and suspensions
  • Ensure records are well maintained to support Census
  • Facilitate student data transfers
  • Ensure accurate updating of family data on CASES21
  • Other duties as required by the Principal

Sub-School Admin – Junior School

 

Role:

 

Responsibilities include but are not restricted to the following: 

  • Absences Yr 7 to 9
  • Administration support
  • First Aid Support
  • Exits & Exemptions
  • Facilitating administration of referrals, restorative conversations, confiscations and suspensions
  • Ensure records are well maintained to support Census
  • Facilitate student data transfers
  • Ensure accurate updating of family data on CASES21
  • Support college SWPBs program
  • Other duties as required by the Principal

Facilities Manager

Role: The Facilities Manager’s primary role is to be responsible for the care and maintenance of the grounds and buildings and equipment.  This responsibility extends to ensuring that the environment and the physical infrastructure of the College are maintained to their optimum to ensure that the students and the staff of the College have access to a safe and ascetically pleasing environment, one which is conducive to learning and teaching.

 

The Facilities Manager will report directly to the college Principal and Business Manager on a regular basis. He or she will also be responsible for recording all relevant data on the college computer network and for meeting all the requirements of AIMS. and Compliance checklist requirements from DE&T.

 

Responsibilities include but are not restricted to the following: 

  • Manage the College Maintenance and Minor Works budget.
  • Develop a comprehensive College maintenance plan which will ensure that grounds and buildings are kept in first rate condition.
  • Carry out weekly inspections of the school site to determine work that needs to be carried our and the extent to which allocated tasks are being professionally completed. 
  • Engage the necessary trades to attend to tasks that fall outside the expertise of Council employed staff.
  • Be completely familiar with the mechanical, electrical and hydraulic systems of the college and to keep operational manuals current.
  • Record all relevant information on the college computer network and to operate the PRMS/SMS DET maintenance package and Compliance requirements
  • Ensure that all building works carried out meet statutory requirements.
  • Assist the senior management team to ensure that all OH&S requirements are met.
  • Flexibility relating to urgent callouts if necessary
  • Electrical tagging.
  • First Aid knowledge. 
  • Manage hire of facilities
  • Grounds and Building Maintenance 
  • Projects 
  • Repairs/Keys Locks, FOBS Register 
  • Facility audits 
  • Undertake other duties as may be deemed necessary by the Principal and Business Manager.

Committee Membership:

  • OH&S Committee

Maintenance

Role: The Maintenance team is responsible assisting and supporting the Facilities Manager with the maintenance, improvement, safety and security of the Schools physical assets including the buildings, facilities and grounds which are used for the provision of the Schools education programs and wider community needs

 

Responsibilities include but are not restricted to the following: 

  • attending to facility and OH&S requirements when required. 
  • shared attendance with other gardener and facility officer.
  • annual leave and time in lieu requirement: one week during school holiday period Term 1 Term 2 & Term 3 and three weeks in Term 4. 
  • liaising with BM Principal and Facility Manager 
  • calling contractors if necessary.
  • maintenance of garden, building and supplies.
  • preparation for school activities and exams relating to setting up chairs
  • preparation of lockers and setting up for new term.
  • managing OH&S requirements to safeguard school community.
  • working on tools associated with gardener and facility officer duties.
  • ensuring school meets compliance requirements-keep updated to any relevant training including those in relation to OH&S and DET requirements.
  • ensure documentation in relation to contractors in liaison with facility manager when required.
  • maintain school security outside school hours if necessary. 
  • liaise with AP and teachers regarding security of students if necessary.
  • maintenance of facility equipment if necessary.
  • ensuring student incident report for injuries are notified to first aid officer or BM. 
  • liaise with DET security, insurance consultants, local council and other professional bodies as required in liaison with facility manager.
  • attend to teacher requests.
  • other duties as negotiated with Facility manager, BM and Principal.