Administration Officer – Pottsville Preschool

Job Details

Category: Administration Employees
Employment Status: Part Time
Hours Per Week: 10
Application Closing Date: 08/10/2021


Job Description

Job Summary
As an Administrative Officer, you are expected to be an active team member of a team which provides high quality early childhood education and care to children. This includes all matters relating to administrative and financial nature of the service.

  • Welcoming visitors to our service.
  • Ensuring that the administration of the service is efficient and effective.
  • Developing strong relationships with families at the service.
  • Developing strong relationships with other staff at the service.
  • Developing strong relationships with the children at the service.
  • Implementing the policies and associated procedures of the organisation at all times.
  • Working with other staff towards continuous improvement in all areas of the service’s operations.

Accountabilities and Key Performance Indicators

  • General Administration.
  • Comply with the policies and procedures of the organisation at all times.
  • Work in accordance with the requirements of the Education and Care Services National Law, Education and Care Services National Regulations and the National Quality Standard.
  • Manage administration systems as directed including:
  • General administration such as mail.
  • Accounts support as directed such as lodging invoices.
  • Enrolment processes; and ensuring all documentation is completed and allocated according to requirements.
  • Ordering for housekeeping and general office.
  • Staff attendance records such as leave entitlements and attendance.
  • Maintain appropriate levels of confidentiality.
  • Experience on Using MYOB.
  • Ensure all documents are created, stored, and maintained in accordance with the Centre’s document management system and confidentiality requirements.
  • Maintenance of filing systems.
  • Under direction of the Nominated Supervisor, maintain ongoing records of the children’s information.
  • Assist the Nominated Supervisor with occupancy projections and re-enrolment procedures for the following year.
  • Implement service fee collection policy and procedures.
  • Assist families to maintain regular fee payment.
  • Act as a resource person for families in relation to fees.
  • Ensure the Nominated Supervisor is informed of any problem arising, which would affect the children, service approval or rating, regulatory and legal compliance, or the smooth running of the service.
  • Be aware of the service budgets and, along with the Nominated Supervisor, prepare financial reports as required.
  • Assist the treasurer as required.
  • Timely and effective general administration according to work lists and schedules.
  • Properly organise and manage working time to ensure efficient productivity.
  • Perform customer service, telephone, and reception duties.
  • Provide effective administration support to other administrative and education team members.

Professional Conduct & Learning

  • Work within the ECA Code of Ethics, the service philosophy, policies and procedures to ensure quality service delivery.
  • Work as an effective team member.
  • Actively participate in performance appraisal process.
  • Engage in reflective practice and ongoing professional learning.
  • Develop and maintain positive relationships with families.
  • Encourage families to contribute to the community of the centre.

Organisational Representation

  • Actively support the organisation’s philosophy, policies and procedures and positively represent the organisation to external contacts at all opportunities.
  • Workplace Health and Safety
    ⊲ Ensure a safe and healthy work environment at all times.
    ⊲ Implement and monitor effective WHS practices in accordance with legislation and service policy.
    ⊲ Understand and implement emergency management procedures as required.
    ⊲ Take responsibility for the protection and rights of children attending the service.
    ⊲ Respond positively and consistently to children’s additional needs/requirements – diet/allergies, developmental etc.
    ⊲ Report all workplace accidents and hazards to your supervisor.
    ⊲ Implement immediate action for identified hazards if able to do so.
    ⊲ Ensure the service’s duty of care to children and their families is strictly maintained.
Essential Criteria


  • Qualifications in business or office administration.
  • Working with Children Check.


  • Proven experience in a similar role.
  • Proven administrative skills, including proficiency in using a range of software applications, including Microsoft Word, Excel, PowerPoint, and databases.
  • Demonstrated ability to perform duties responsibly under limited supervision to ensure the achievement of team goals.
  • Experience in an education and care service is highly desirable.


  • Well-developed written and verbal communication skills with a focus on providing strong customer service.
  • Excellent organisational and time management skills with the ability to establish priorities, manage workloads and identify when to reschedule and reorganise work to reflect changes in priority.
  • Ability to relate effectively to children and their families.
  • Ability to work effectively in a team environment.
  • Positive communication and inter-personal skills.


Contact Details

Service Name: Pottsville Community Preschool
Application Email:
Contact Phone: 0266761448
Contact Name: Sofia Machado

This post expires on Friday October 8th, 2021

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