Coordinator Of Netball - Administration

Lauriston Girls' School

Armadale, VIC

Posted 1/11/2019

- Administrative Assistant – Reception and Music School

Administrative Assistant – Music School and Reception

Lauriston Girls’ School actively encourages and supports students wishing to participate in the

music program consisting of classroom music, music lessons (instrumental and theory) and

ensemble groups. The School offers instrumental music programs at particular year levels

where all students are expected to participate.

In addition to the year level programs, a large number of students participate in the optional

music program.

The position of Administrative Assistant – Music School and Reception exists to facilitate the

administrative tasks necessary for the effective running of the Music School and provides

administrative support to reception and other areas of the School.

The primary objective of this role is to ensure all functions of the Music School are attended to

and maintained. This role requires excellent communication and interpersonal skills together

with a positive customer-oriented attitude.

This is an important role within the School as it is the initial contact, for parents, students, staff

and visitors. She or he provides general office and administrative assistance as appropriate

and supports Lauriston’s goals, performs other duties as assigned.

This role also incorporates general administrative duties as determined by the Administration

Manager and the Business Manager from time to time and requires flexibility to assist

colleagues as required during quiet periods with any tasks to meet office priorities, whether or

not specifically listed as part of the duties.

It is essential that the incumbent has strong communication skills (verbal and written).

Reports to:
Director of Music

Administration Manager / Business Manager

Key Contacts:
Director of Music

Events and Community Relations Officer

Administration Manager

Business Manager

Business Office Staff







Maintain databases for students, instruments, new purchases, ensembles, awards,

examination results, excursions (including Synergetic, Flexischools)

Produce correspondence and documentation (letters, forms, certificates, staff


Provide administrative assistance to all music staff

Timely and effective communication with music staff, parent and students

PD - Administrative Assistant - Music School and reception 2018

Manage music book room purchases including ordering music and accessories and

stock take

Process and record requisitions and invoices

Manage Room bookings and timetable of room use

Maintain music noticeboards

Maintain appearance of Music office reception area

Photocopying and filing

Take minutes of Music Meetings

Manage music school reception ensuring a professional and friendly manner,

accurate message taking and prompt customer service

Provide accurate information for School newsletters and other School publications

Compile information and liaise with the Business Office to ensure timely processing of

staff timesheets, staff payments and student billing

Provide general administrative assistance including reception relief duties and student

services relief

Fire Warden – Music School

Actively seek feedback and assistance / guidance when necessary

Music Lessons & Scheduling

Maintain enrolment of students and record student attendance

Maintain student class lists

Co-ordinate AMEB/examination entries, forms and certificates

Co-ordinate information to ensure timely student reporting

Communicate changes to daily routine and calendar changes to all music staff

Provide accurate and timely information in regards to student billing

Manage room bookings and timetable of room use

Manage instrument hire including accurate and timely recordkeeping and reporting

Music Events and Functions

Manage a busy music events calendar together with the Director of Music and events


Liaise with the Events and Community Relations Officer and FLA (Friends of Lauriston

Arts) to ensure smooth running of all music events and functions including use of

ticketing programs

Prepare programs and relevant communication

Co-ordinate logistics for music events

Reception Cover

Perform general receptionist duties and to serve as the initial contact point for

Lauriston Girls’ School

Responsible for the overall appearance and security of the Reception area

Act as a resource to clients and staff on a wide variety of organisational information

Student Services relief

Provide administrative support to Senior School reception as required

Administer Senior School Absentee Collation and Data Entry

Management of School lost property

Other reasonable administrative duties as required by the Business Manager or Heads

of School in other sections of the School

Position Description - Administrative Assistant – Reception and Music School

Child Safe Standards:
Lauriston Girls’ School has zero tolerance for child abuse. Everyone working at Lauriston

Girls’ School is responsible for the care and protection of the children and young people

within our care and reporting of information about suspected child abuse.

All members of staff share in the responsibility for the prevention and detection of child

abuse, and must:

Familiarise themselves with the relevant laws, Code of Conduct and Lauriston

Girls’ School’s policies and procedures in relation to child protection, and comply

with all requirements;

Read and formally acknowledge their acceptance of the school’s Code of

Conduct for staff;

Take all reasonable steps to protect children from abuse;

Report any reasonable belief that a child’s safety is at risk to the Principal or


Teachers and nurses fulfil their obligations as mandatory reporters;

Report any suspicion that a child’s safety may be at risk to their supervisor (or, if

their supervisor is involved in the suspicion, to the Principal or delegate);

Promote the cultural safety, participation and empowerment of Aboriginal and

Torres Strait Islander children;

Promote the safety, participation and empowerment of children with culturally

and/or linguistically diverse backgrounds;

Promote the safety, participation and empowerment of children with a disability;

Provide an environment that is supportive of all children’s emotional and physical


PD - Administrative Assistant - Music School and reception 2018

Position Description - Administrative Assistant – Reception and Music School




Prior experience as an Administrative Assistant


Prior experience in an education environment (particularly a music school)

Knowledge of the Synergetic software



High levels skills in using the following programs: Microsoft, Word, Excel, Publisher,

Outlook Express (Microsoft Suite)

Excellent verbal and written skills

High level of interpersonal and organizational skills

Excellent interpersonal skills, with demonstrated ability to build rapport and

interact effectively at all levels within the School

Strong organisational and time management skills, with an ability to prioritise

tasks, meet deadlines and manage competing tasks

Solution oriented person with an ability to bring improvement and streamlining

of processes, systems and record keeping

Ability to use initiative, prioritize and work independently

Accurate and professional presentation of work

Ability to understand the complexity of situations and recognise the broader


Flexibility to deal effectively with a variety of people with skill and sensitivity

The ability to be articulate in a variety of situations

A high level of personal presentation

Friendly and warm personality

A strong commitment to teamwork

Ability to maintain confidentiality


Knowledge of music

Position Description - Administrative Assistant – Reception and Music School

Education, Qualifications, Special Training


A high standard of written English is required


Qualifications in office administration

Personal Requirements/Competencies:

Presents a professional, warm, positive and welcoming presence

Demonstrates high levels of confidentiality and cultivates credibility and honesty

Displays empathy, enthusiasm, commitment and is highly motivated to contribute

Operates effectively in a collaborative team environment; establishes a rapport

and builds strong relationships

Ability to organise and prioritise projects and tasks

Ability to maintain high work standards with minimal supervision

Demonstrates concern for the quality of work produced

Attention to detail

Flexible and has the ability to adapt and operate effectively in a changing


High standard of personal presentation

Commitment to excellent customer service

Self motivated and proactive

Alignment with School Values


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