About Loreto

Loreto College is an independent Catholic Day and Boarding School for girls from Early Learning to Year 12. It is one of many schools throughout the world directed by the Institute of the Blessed Virgin Mary IBVM (also known as the Loreto Sisters).

To work in a Loreto school is to be part of a vibrant tradition reaching back to 1609 when Mary Ward established her first school for girls in Europe.

A strong belief in the capacity and responsibility of women to contribute significantly to society and to the Church underlies the emphasis in Loreto’s education tradition. This is based on Mary Ward’s conviction that “Women in time to come will do much”.

In 1905, Loreto in Adelaide opened in Sydenham Road at Norwood. The present site, “The Acacias”, on Portrush Road was opened in 1921 with 100 students. Today, there are some 550 students from Reception to Year 12 including 58 boarders. The Loreto Schools of Australia Mission Statement embodies this vision:

“Loreto schools offer a Catholic education which liberates, empowers and motivates students to use their individual gifts with confidence, creativity and generosity in loving and responsible service.”

Role Receptionist and Student Services Officer

Employment Status Permanent

Terms 8.00 am – 4.00 pm

Weeks per year 43 weeks per year

Classification Education Support OfficerAdministration Stream Grade 3 Year 1

Responsible to Personal Assistant to the Principal

Position Overview

Key Accountabilities Responsibilities and Expectations Key Performance IndicatorsWorking effectively establish and maintain a welcoming atmosphere in the Reception area;

act as the first point of contact for the College, welcoming visitors in a helpful, friendly and professional manner;

ensure all visitors and guests to the College sign in and are offered refreshments, when needed;

answer and direct all internal and external telephone calls in an efficient and professional manner;

ensure the Reception area and front office areas maintain a professional image;

maintain telephone systems (eg updating extensions) on a term basis for the purpose of providing essential telephone communications within the College;

maintain familiarity with telephone contact listings so that enquiries can be promptly directed to the most appropriate member of staff;

respond to emergency calls for the purpose of notifying appropriate parties to address immediate safety and/or security issues;

screen all enquiries from staff, students, parents and the public (eg phone calls, visitors, etc) for the purpose of taking appropriate action and/or directing to appropriate staff;

receive enrolment enquiries and direct to the Enrolments Manager as appropriate;

receive and manage deliveries of mail, supplies, messages for the purpose of disseminating materials to appropriate parties;

manage stationery requirements of the administration area;

provide secretarial support for staff and support for the leadership team, as directed;

coordinate courier deliveries;

evidence of welcoming environment in Reception

evidence of professional approaches to all visitors

evidence of efficient practices being adopted

evidence of maintenance of telephone system numbers

evidence of efficient and accurate distribute of all telephone calls

evidence of emergency practice awareness

evidence that all calls are screened

evidence of support provided

evidence of efficient and accurate administrative and secretarial support provided

evidence of efficient and accurate follow of student movement

evidence of appropriate information dissemination strategies being adopted

evidence of accurate data entry records of student movement

evidence of efficient management of student files

evidence of accurate maintenance of OSHC bookings and appointments

evidence of maintenance of classroom communication methods

other duties as directed by the Principal or Personal Assistant to the Principal;

Annual

prepare and distribute student personal information and medical details together with consent for photographs to all families;

distribute to parents each students’ personal and health record information and update and maintain student management system;

prepare student references in liaison with Personal Assistant to the Principal;

ensure correct procedures are followed of student movement to and from the College eg late arrivals, early departures, appointments, Health Care Centre;

refer concerns regarding student patterns of absenteeism/movement/behaviour to the appropriate Head who will monitor and follow up in consultation with the Year Level Leaders/class teachers;

record student absentee information into system on a daily basis including follow up telephone calls to parents of students with unexplained absences;

collect and collate reply slips from students;

collate student forms that are returned to Student Services and issue any reminder forms to students;

manage and maintain student files ensuring that all statutory documentation is contained therein and that files are kept in excellent order;

undertake data entry of information as directed;

prepare Year 12 Graduation invitations and replies, provide support for Year 12 Formal and Graduation Dinner and prepare Award certificates, Certificates of Participation and Commitment Awards, including for Merit ceremonies;

act as sales area for disco tickets, student functions and collect money for various fundraising events,

issue minor first aid;

provide support in ensuring recess and lunchtime yard duties are carried out;

assist with recording and follow-up of lunchtime/Friday personal responsibility guidelines;

provide support for annual booklist requirements;

prepare and distribute general correspondence to parents, students, staff;

maintain bookings for Out of School Hours Care and provide administrative support for Out of School Hours Care bookings;

maintain and assist with photocopier in Print Room – ensure consumable supplies are maintained;

maintain communication bag/class boxes for teaching staff;

prepare reports and envelopes for posting to parents at end of each term;

maintain care and follow up of Lost Property items, maintain small supply of petty cash for loan to students, maintain supply of additional student related forms and maintain register of confiscated jewellery;

assist Parents and Friends with various fund collecting;

photocopy as directed by the Personal Assistant to the Principal;

provide morning tea and lunchtime relief, as required;

other duties as directed by the Principal or Personal Assistant to the Principal;

Communication communicate effectively with parents, staff, students and members of the public;

communicate effectively and respectfully with students, parents, staff and visitors to assist in supporting the students’ development and well-being;

have good interpersonal and communication skills with all visitors;

range of communication strategies being adopted

Continuous Learning engage in professional development opportunities or associations in relevant areas which are external to the College;

take responsibility for achieving challenging personal professional goals;

evidence of memberships of associations and committees and participation in professional associations

evidence of participation in personal/professional initiatives

develop and sustain a positive image and profile within the Loreto community;

engage in reflective reviews with your line manager;

Mission and Ethos incorporate Loreto’s Mission Statement, its principles and values in all interactions;

role model Christian values in all dealings with students, staff and parents;

fully support the Catholic ethos by taking part in staff and student prayer, retreats, social justice activities and voluntary service;

participate in community events;

evidence of how values are exhibited

evidence of attendance

Community provide consistent public support both within and outside of the College for school-wide policy initiatives and strategic plans;

maintain a professional standard of dress in accordance with the College’s Staff Dress Guidelines;

maintain confidentiality at all times and demonstrate high professional standards within the College and community;

evidence of support of College’s goals and strategic objectives

evidence of availability to participate at College functions

evidence attire meets standards

evidence confidentiality and high professional standards are maintained at all times

Person Specification – Essential Criteria

Personal Qualities

Excellent interpersonal skills, including the ability to listen and communicate effectively Strong capacity to achieve positive student, parent and staff relationships Excellent communication skills, both verbal and written, that can be used effectively with staff, parents, students and members of the public Excellent organisational and time management skills Ability to gather and process information quickly High attention to detail Ability to work be self-motivated and proactive and also be an active and supportive contributor in a team environment Strong customer service focus and act in a professional manner at all times Have an understanding of the Catholic ethos and be supportive of the College’s values and expectations

Essential Skills

Experience in Microsoft Office computer packages including Word, Excel, Publisher and PowerPoint Experience in database administration including queries, maintenance, update of information Experience in preparation of invitations, publications, correspondence

Work Health and Safety

Teachers (including PORs), Non-teaching positions – WORKERS

This role is deemed to be a Worker under the South Australian Work Health and Safety (WHS) Act 2012.

As a Worker, while at work you must –

take reasonable care for your own health and safety take reasonable care that your actions or omissions do not adversely affect the health and safety of other persons comply, in so far as you are reasonably able to, with any reasonable instruction given by the employer cooperate with any reasonable policy or procedure of the employer that is related to health and safety at the workplace that has been notified to workers

Reference: Division 4, Section 27 and 28 WHS Act 2012

Annual Review

An Annual Review is undertaken with your line manager to provide feedback and discussion for professional growth.

APPROVAL

Job Description Approved

……………………………………………………………. ……………………………………………………………… ………………………………..Print Name Signature Principal or Delegate Date

……………………………………………………………. ……………………………………………………………… ………………………………..Print Name Signature Staff Member Date

February 2018

Applications

Applications for the position of Receptionist and Student Services Officer should be addressed to:

Dr Nicole ArchardPRINCIPALLoreto College316 Portrush RoadMARRYATVILLE SA 5068

The position is a permanent position, working 8.00 am to 4.00 pm, for 43 weeks per year commencing 3 April 2018

Terms and Conditions

All applicants will be required to undergo a federal police check and undertake mandatory notification training and Basic Casualty Care. Please attach any relevant certificates to your application.

Included with your application

Please provide 3 copies of the following documents:

Address each of the Selection Criteria outlined in the position description.

Your Curriculum Vitae

The names, addresses and full contact details of three referees who may be approached.

All applicants will be required to complete an Applicant Declaration Form for School Employees which is available on our website. This Form must be submitted with your application.

Closing Date

Applications close at 4.00 pm on Monday, 5 March 2018