Administration Officer

Knowledge, Skills & Experience:

1. Able to work cooperatively and under broad guidance and/or direction and be directly reportable to CoM.
2. Will have an understanding of policies, processes and best practice.
3. Are responsible and accountable for their own work in collaboration with the Educators and CoM.
4. Are responsible and accountable for the work that is under their control or supervision and resolving operation problems.
5. Show initiative, discretion, judgement and dedication in all areas of their work
6. Knowledge of child protection procedures and requirements and a commitment to uphold the Child Safe Standards.
7. Commitment to undertaking on-going professional development and participate in an annual performance development review process.
8. Excellent organisation skills and ability to plan, prioritise work and manage time effectively.
9. Ability to use initiative and solve problems effectively while influencing outcomes.
10. Have excellent written and oral communication skills.
11. Current Working With Children Check

1. Manage, maintain and update files on the PH One Drive.
2. Attend monthly CoM meetings and provide an update on activities, including advising COM on operational matters relating to the Playhouse
3. Attend staff meetings
4. Liaise with general suppliers:
   1. Ensure all insurance policies are up to date
   2. Create purchasing forms for all general suppliers and facilitate purchasing with Educators and CoM when required
5. Administrative Duties:
   1. Committee of Management
      1. Annually facilitate all aspect of CoM handover process
      2. Produce monthly administration report for CoM meeting

• Assist CoM with social fundraising event and working bees where required

1. Assist Grants officer with applications where required
2. Assist OHS Officer with compliance actions
3. Co-ordinate special events such as open day, AGM

• Assist all other members with any queries or activities as required

1. Staffing
   1. Assist Education Co-ordinator to ensure Playhouse is compliant with all ACECQA framework/guidelines.
   2. Communicate ACECQA updates and requirements to all staff members

• Assist Education Co-ordinator with staff recruitment and orientation process from start to finish

1. Draft annual employment contracts for President review
2. Assist where required with Performance Reviews with Educators and President
3. Help roster Educator holidays/long service leave

• Help and act as an impartial party in regards to any Educators conflict and resolution
• Assist with any timesheet queries through Enrolnow

1. Digital Communications
   1. Maintain website
2. Enrolments
   1. Control enrolment process from start to end:
      1. Execute all communications from start to end with families
      2. Manage all Enrol Now processes
      3. Prepare and distribute all enrolment lists, parent contact details, emergency contacts and various other enrolment reports as required.
      4. Co-ordinate any orientation for new families with Co Ordinator
      5. File get to know me forms
      6. Send reminders and chase up outstanding immunisations
      7. Request allergy and medical action plans where required
      8. Ensure extra adhoc days are invoiced at the end of term
      9. Update Parent Handbook
   2. Invoicing
      1. Maintain Payrix/Transact invoicing system
         1. Ensure all membership fees are correctly invoiced at the start of each term
         2. Update membership contracts as required
         3. Invoice for additional days at the end of each term
         4. Ensure maintenance Levy applied to fees at Term 1 and Term 3
         5. Ensure Levy refunds applied for Term fees where applicable
         6. Manage CCS rebates as applicable

1. Compliance
   1. In collaboration with the Co-ordinator control and maintain policy compliance from start to finish in accordance with the policy tracker
   2. Co-ordinate all actions associated with policy procedures

• In collaboration with Nominated Supervisor, ensure compliance with the Child Safe Standards

1. Maintain WWCC register
2. Update all compliance display information

1. General duties
   1. General office management including management of: receipts, mail, general enquiries via phone, email and mail
   2. Act as a cross check and/or back-up to FO for processing payroll and direct debit arrangement

• Help chase outstanding fees and report to the committee

1. Keep track and inform the Co Ordinator of the no photo list
2. Manage any ad-hoc maintenance requests with the council