Swan Christian Education Association Administration Assistant, Studies and Data Part Time in Ellenbrook WA

Swan Christian Education Association

Branch Ellenbrook WA AU

Administration Assistant, Studies and Data
Ellenbrook WA 6069

Location: Ellenbrook Work Type: Permanent – Part Time Ellenbrook Christian College is committed to delivering the highest standard of education to its…

Location: Ellenbrook

Work Type: Permanent – Part Time

Ellenbrook Christian College is committed to delivering the highest standard of education to its students, underpinned by the needs of our students as 21st Century Learners. The School employs staff who are passionate and energetic in their profession and place student learning and well-being at the forefront of all they do. Ellenbrook Christian College is a co-educational non-denominational Christian School.

Ellenbrook Christian College is proud to be a school that takes child protection very seriously. All candidates for roles at Ellenbrook are subject to screening and assessment against child safety standards as part of our thorough recruitment process.

The Administration Assistant, Studies and Data works in conjunction with the Heads of Schools to ensure compliance needs are met for the SCSA and other external providers. The role involves a large amount of data entry which requires accuracy. The Administration Assistant, Studies and Data will demonstrate a strong commitment to Ellenbrook’s vision of excellence in Christian education, and will present welcoming, professional assistance to students, their families, staff and to the wider school community.

The Administration Assistant, Studies and Data is an important member of the College’s Administration Team, responsible for supporting the students and Heads of Schools to ensure that their needs are met in accordance with the Colleges Purpose and our School Values. The Administration Assistant, Studies and Data will be keen team player who enjoys a highly collaborative and collegial work environment.

Key Responsibilities and Tasks

Data Entry and Coordination

  • Under the direction of the Dean of Curriculum and Curriculum Coordinator, Primary:
  • Coordination and processing of SIRS data and documentation
  • Coordination, maintenance and processing of Student data as required by Heads of Schools for external programs. E.g. Brightpath
  • Coordination and processing of TASS timetables and curriculum based parent lounge operations
  • Collection and collation of completed SCSA endorsed programs

Student Support Coordination

  • Assistance with the processing of the absentee process
  • Assistance with the processing of student filing (hardcopy and soft copy)
  • Assistance with the coordination of College first aid kits and stock
  • Assistance with the implementation and execution of First Aid and processes

Parent Support

  • Assist parents in directing their query to the appropriate staff or answering where possible
  • Receipt and processing of payments and refunds made, through the TASS System as required

Administration Support

  • Preparing letters to communicate with external providers through (WPL)
  • In conjunction with the Head of Secondary ensure VET compliance needs are being met including though the STTC
  • Administrative support of the Secondary subject selection process
  • Provide reports, spreadsheets and other letters as required by the Heads of Schools
  • Accurate digital and hardcopy (as required) filing and notes
  • Advise the Heads of School of upcoming needs in relation to area of responsibility.

Community Relations and Representation

  • Foster open communication and collaboration
  • Represent and promote the Schools as a whole through a variety of avenues
  • Model the School Values and Code of Conduct and hold others accountable to those
  • Receive visitors and make them welcome
  • 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 Schools and staff at all times and address any personal concerns about the School by speaking with the Line Manager


  • In collaboration with the Dean of Curriculum and Head of Secondary:
  • Work closely with registered training organisations to ensure VET compliance
  • Ensuring Student workplaces for students involved in WPL meet College expectation and OHS compliance.
  • Any tasks as requested by the Line Manager or Principal.

This is not necessarily an exhaustive list of duties, but is intended to reflect the range of duties the appointee will perform. The job description may be reviewed in response to changing needs, in consultation with the incumbent.

Selection Criteria

Essential (short written responses)

  • Have a personal commitment to the Lord Jesus Christ and be an active member of a Christian Church.
  • Pursuit of excellence in every detail
  • Strong organisational and administrative skills
  • Strong written and oral communication skills
  • Knowledge of and ability to use the Student Information and Record System (SIRS)
  • Knowledge of operating process for Work Place Learning (WPL)
  • An understanding of Vocational Education and training program (VET)
  • An understanding and appreciation of Senior Secondary Courses of Study (COS)
  • Initiative, drive and ability to problem solve


  • Sound appreciation of relevant laws, procedures and policies, including Education, Equal Opportunity, Workplace Health and Safety and Child Protection legislation, Privacy, regulations and standards
  • Excellent communication and interpersonal skills
  • The capacity to engage and relate to students, staff, parents and other members of the wider community
  • Ability to advocate for and represent the School
  • A working knowledge of TASS and the ability to enter timetable information
  • Strong organisational abilities and time management skills, including the ability to succeed in a busy and fast paced environment
  • Ability to stay calm under pressure, to be flexible and “regroup” to handle unexpected circumstances.
  • Good level computing skills including the ability to use Word and Excel at an competent level, with data base proficiency (familiarity with TASS, Kiosk, Parent Lounge and Student Café is advantageous)
  • Commitment to the establishment and maintenance of quality relationships with students, staff, parents and the wider community.

Selection Process

Your application should consist of:

  • Completed online Application
  • Covering Letter
  • Resume
  • Statement addressing each of the selection criteria
  • Copies of qualifications including WWCC and TRBWA documentation

All operational applicants must have current National Police Clearance, Working with Children Check, be regular attendees of a Christian church, be able to accept the Association Statement of Faith and be able to support the Christian ethos of the School. Applications must be addressed to the Principal and submitted through the online application portal. For any further queries, please contact Janine Jones via email at [email protected] or phone 9297 9297. Closing date for applications is 11.45pm, Tuesday 25 April 2017.

Application Process

Upon receipt of your application the following process will apply:

  • An email will be sent acknowledging your application
  • Successful applicants will receive a phone call for an interview
  • Unsuccessful applicants will receive correspondence via email
  • At the conclusion of the interview process all interviewed applicants will be contacted via phone.

or proceed with Standard Application Form.

Employment Type: Part Time
Location: Ellenbrook, WA, AU
Posted on: 2017-04-18
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