Receptionist, Administration Officer. St Michael's Lutheran Primary School. Hahndorf, Adelaide Hills & Barossa SA. Receptionists (administration & office support). Part time. $31.80–41.40 per hour.

Role description and employee specification details Position Title: Receptionist/Administration Officer Reports to: Principal and/or their delegate

Tenure: Permanent part-time with 12-week probationary period Standard Terms and Conditions of Employment: Lutheran Schools SA Enterprise Agreement 2024

Classification: Lutheran School Support Officer Level 3.1Working Hours: 8.15am – 4pm (7.25 hours per day and a 30-minute lunch break)

Working Days: 4 days per week Working weeks: Weeks (40 Weeks term time, 3 weeks non-term time).

Full Time Salary: $74,650Position Full Time Equivalent: 0.69Official

Commencement Date: Negotiable but as near as possible to January 20th, 2025

Title of Role: Receptionist/Administration Officer

Classification: Grade 3 - administration

Tenure: Permanent Part-Time

ROLE DESCRIPTION

Summary: The Receptionist/Administration Officer will be working in a small admin team. This role provides front-desk reception and administrative support to the school, ensuring smooth communication between parents, students, staff, and visitors. The position serves as the first point of contact for the school, requiring professionalism, effective communication skills, and the ability to manage multiple priorities in a dynamic environment.

This role encompasses a range of tasks and responsibilities aimed at supporting the operational, reporting, and communication needs of the school. The position requires initiative, strong communication skills, and the ability to handle multiple priorities in a dynamic environment

The Receptionist/Administration Officer will have excellent communication and interpersonal skills.  They will have the ability to prioritise and manage tasks to meet deadlines, work well under pressure and react efficiently and proactively.

Use of Knowledge: Comprehensive understanding of front-office procedures, school policies, and visitor protocols. Knowledge of student attendance procedures and communication processes with parents. Familiarity with appointment scheduling and visitor management systems.

Use of Skills and Problem Solving: Efficient use of reception and administrative software to manage phone calls, appointments, and visitor check-ins. Ability to solve front-desk operational issues, such as scheduling conflicts and handling inquiries. Competence in managing multiple priorities while ensuring a positive visitor experience. Control, Authority, and Decision-Making. Authority to manage the reception area, including visitor sign-in procedures and ensuring compliance with school security policies.

Authority to handle general inquiries and direct calls or visitors to appropriate personnel. Decision-making responsibilities for resolving immediate reception/administration-related issues and escalating more complex issues to senior staff.

Judgment: Exercise discretion in handling sensitive information received from parents, students, and visitors. Apply sound judgment when managing visitor access and school security protocols. Identify when issues need to be escalated to senior management or other relevant staff.

Responsibilities and Accountabilities: Serve as the first point of contact for the school, welcoming visitors, parents, and students in a courteous and professional manner.

Provide administrative support, including but not limited to: Managing incoming phone calls and emails. Handling general inquiries and providing information about the school including supporting communication efforts by relaying messages to relevant staff and ensuring timely follow-up. Managing student attendance reporting and absence notifications. Overseeing visitor check-in/check-out processes and maintaining visitor logs. Maintain calendar bookings for visiting specialists. Maintain school workroom including purchasing of general office supplies. Maintaining records relating to volunteers, contractors and visiting specialists including but not limited to WWCC, RRHAN and insurance requirements. Assist school staff in administrative tasks including but not limited to camps and excursions, parent/teacher interviews, cocurricular activities, first aid, bus bookings, and student related events such as concert, graduation etc.

Maintain certification for First Aid in line with school requirements. Maintain student medical records and administer basic first aid to students and other persons on school grounds. This may include administering medication provided by parents (EpiPen, Asthma inhaler etc).

Working Relationships (Context of Operations)

Supervisor: The position is accountable to the Principal but will primarily take direction from the Business Manager. The Receptionist/Administration Officer has authority as delegated through the Principal and/or their delegate.

Level of Supervision: Operates with moderate independence, seeking guidance when required.

Responsibility for other staff: May provide guidance to junior administrative staff, or volunteers.

Other Significant Relationships: Interacts regularly with students, parents, school staff, and external visitors. Statement of Key Outcomes and Associated Activities. High-level reception support: Welcome and direct visitors, ensuring a positive first impression of the school. Answer phone calls and respond to inquiries, providing accurate information or referring calls as appropriate. Manage and maintain the reception area, ensuring it is clean, tidy, and well-presented.

Administrative support: Handle student attendance processes, including recording absences and communicating with parents as needed. Coordinate and manage appointment scheduling for key staff and visitors. Provide clerical support, such as filing, data entry, and basic document preparation. Assist school staff in administrative tasks as required.

Security and visitor management: Oversee the visitor check-in process, ensuring compliance with security and child protection procedures. Maintain accurate records of visitor sign-ins and student pick-ups. Respond to emergency situations in line with school protocols.

Employee Specification

Essential Characteristics

Educational and Vocational Qualifications: Relevant qualifications in administration, customer service, or equivalent experience.

Personal Skills, Abilities, and Aptitude: Strong interpersonal and communication skills. Excellent organizational and time-management skills. Ability to remain calm under pressure and manage multiple tasks simultaneously. Ability to maintain confidentiality and handle sensitive information with discretion.

Experience: Proven experience in a receptionist, customer service, or front-office role. Experience working in an educational or child-centric environment is desirable.

Knowledge: Understanding of visitor management and school security protocols. Familiarity with multi-line phone systems and customer service best practices.

Desirable Characteristics

Educational and Vocational Qualifications: Additional qualifications in customer service or office administration.

Personal Skills, Abilities, and Aptitude: Ability to proactively improve reception processes and visitor experience. Capacity to support student well-being initiatives at the front desk.

Experience: Experience with school-specific administration software

Knowledge: Awareness of education sector compliance requirements (e.g., child protection, visitor protocols).

Educational/Vocational Qualifications: Evidence of prior experience in a similar position. Post-secondary qualifications in an administration related topic will be viewed favourably.

Personal Skills, Abilities and Aptitude: Demonstrated ability to accurately and proficiently perform a wide range of administrative tasks. Excellent communication and interpersonal skills. Ability to interpret and promote the culture of the school into the wider community. Evidence of active involvement in a Christian denomination and/or ability to support the Christian ethos of the school.

Superior organisational ability, attention to detail and demonstrated self-motivation in setting goals, prioritising work and managing multiple tasks. Demonstrated levels of discretion, confidence, flexibility, initiative, perseverance, emotional stability and resourcefulness necessary to contribute to a professional learning community. Superior ICT skills including but not limited to Microsoft Office Suite and desktop publishing programs.

Genuine desire to work with young children and the school community to reflect the mission and values of the school.

Knowledge and Experience: Relevant or related experience at a similar level. Demonstrated ability to relate effectively to a diverse range of people. A high level of computer skills including Microsoft Office programs and desktop publishing.

Staff at St Michael’s are expected to: Understand their child safe responsibilities and comply with the Child Safe Policy. Maintain a current Working with Children Check. Understand and practice procedures for responding to child safety incidents or concerns. Adhere to the Child Safe Adult code of conduct and the Staff and Student Professional Boundaries expectation.

Application Process

Applicants with sufficient skills and experience are required to: Write a covering letter including previous experience. Respond to each of the selection criteria to a maximum of half a page per criteria; Include a curriculum vitae. List three referees.

Applications close 4pm, Friday 11th January 2025 and may be sent electronically email

It is expected that those short listed for interview will need to be available for an interview between January 13th – 17th.

NOTE: Never make payment to any employer, person, company, contractor or agency to get hired for a Job.

Email to tdowning@stmichaels.sa.edu.au