Administration Officer
Belmont State School P&C Association
Full-time – 38 hours per week
Permanent contract
Belmont State School P&C Association is seeking applications from experienced Administration Officers who are looking for a new challenge. The P&C has recently taken over the OSHC service for the school and we are looking for a dynamic, flexible and fun Administration Officer to join our team.
The role will be varied but primarily focused on supporting the operations of the OSHC program. The successful individual must have excellent customer service skills, a problem-solving attitude, great attention to detail, and the ability to work independently. Experience in a P&C would be highly regarded, as the role will also support the Exec Committee.
This is a full-time permanent position, and we are looking for a candidate to start as soon as possible. Flexible working arrangements will be considered, but most of the work needs to be done on site.
Key administrative responsibilities including but are not limited to:
- Enrolment and Registration:
- Process enrolments for children in the OSHC program.
- Maintain accurate and up-to-date enrolment records.
- Ensure all necessary documentation, including medical information, is collected.
- Attendance Monitoring:
- Record and monitor the daily attendance of children in the OSHC program.
- Communicate with parents or guardians regarding attendance changes.
- Fee Collection:
- Manage the collection of fees and payments from parents.
- Manage CCS enrolments, payments and processes.
- Keep accurate financial records related to fee collection.
- Communication with Parents:
- Assist with developing communications to parents regarding program updates, activities, and special events.
- Address parental inquiries and concerns in a timely manner.
- Meeting Coordination:
- Organize and coordinate BOSHC advisory panel meetings, including scheduling, agenda preparation, and venue arrangements.
- Record and distribute minutes of meetings.
- Assist with other meetings as required.
- Staff Coordination:
- Assist in ensuring that mandatory staff training is up to date.
- Assist in the coordination of professional development for OSHC staff
- Recordkeeping:
- Assist in the preparation of reports as required by regulatory bodies or school administration.
- Grant applications and mandatory reporting
- Assist in preparing grant applications.
- Assist in preparing mandatory reporting requirements such as QIP and CCS audits.
- Evaluation and Improvement:
- Assist with gathering and analysing feedback from parents, staff, and children to identify areas for improvement.
- Community Engagement:
- Foster positive relationships with parents, the school community, and local organizations.
- Play a lead role in assisting volunteers to organise community events.
- Policy and Procedure Compliance:
- Ensure that the P&C businesses operate in accordance with its constitution and any applicable regulations.
- Keep abreast of relevant policies and procedures.
- IT support
- Assist with resolving IT issues for P&C and OSHC staff.
Qualifications & Skills:
- Previous experience in administrative roles that have a strong customer focus.
- Exceptional organizational and time-management skills.
- Excellent communication and interpersonal abilities.
- Knowledge and understanding of current P&C operations and practices, as well as familiarity with key documents such as the P&C Model Constitution, Accounting Manual for P&C Associations, and other guides.
- Knowledge and understanding of ACECQA regulations.
- Proficient in computer applications such as Microsoft Office.
- Previous experience using childcare management software, OWNA.
- Problem-solving mindset and strong analytical skills.
- Ability to work in small teams and across multiple projects.
APPLICATIONS CLOSE 17.03.2024
Please send any queries or applications to