Review Date: 2017
Kolbe Catholic College
Job Specification
POSITION TITLE:
Administrative Assistant
AREA/DEPARTMENT:
Performing Arts
LEVEL/STEP:
Level 2 Step 6
FULL TIME/PART TIME:
Part time
DAYS WORKED:
Monday to Friday
HOURS PER WEEK:
0.59 FTE (25 hours per week)
9.00 am-2.30 pm (Monday to Friday)
30 minute unpaid lunch break
(to be taken prior to the students’ lunch break)
WEEKS WORKED PER YEAR:
45 weeks (being 41 worked and 4 weeks annual leave at the
convenience of the College)
WEEKS ON STAND DOWN:
7 weeks
AWARD:
Roman Catholic Archbishop of Perth
Enterprise Bargaining Agreement 2012.
Non
Teaching
Administration & Technical Officers Award
RESPONSIBLE TO:
Head of Performing Arts
KEY RELATIONSHIPS WITH:
Principal, Director of Finance and Administration, PA to the
Deputy Principals and Performing Arts Teachers
STATEMENT OF DUTIES SPECIFIC TO THE ROLE
Administration of Peripatetic Teachers (“Music Tutors”) and Music Lessons
1.
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)
Preparation of pay sheets.
Processing of music program applications.
Processing of student absences and cancelled lessons.
Allocation of music instruments, equipment and library resources to students under
direction of Head of Music.
Managing database of music tuition students.
Liaison with the Finance Manager regarding music tuition fees.
Prepare and display music tuition timetables. Distribute hard copies to students and
arrange for electronic copies to be uploaded to College Intranet.
Act as primary liaison for music tutors.
Coordinate production of music tuition reports each semester.
2.
Performing Arts Department Property Accession Register
(i)
Maintenance of musical instrument, equipment, costumes, props and Performing Arts
library databases.
Preparation of all instrumental hire documentation and correspondence.
Organise purchase and accession of all sheet music relating to music courses, tuition
and ensembles.
Organise purchase and accession of all texts and audio/visual recordings for
Performing Arts programs.
Ensure copyright rules and other regulations and procedures are adhered to.
Source and order new equipment and spare parts relating to Performing Arts spaces
(including, but not limited to: Stage 7, Sports Hall sound/lighting and Chapel sound
equipment.)
(ii)
(iii)
(iv)
(v)
(vi)
3.
Administration of Performing Arts Spaces and General Office Duties
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
4.
Support Extra-Curricular Involvement of Students
(i)
(ii)
(iii)
(iv)
(v)
5.
The Administrative Assistant would be expected to be present at the major extracurricular events involving College Performing Arts students. These may be outside
normal working hours such as the annual music camp, College productions and
information nights. Overtime or time off in lieu would be negotiated in these cases.
Prepare documentation for extra-curricular Performing Arts events.
Assist with the preparation for special functions and events (eg: Awards Night, Kolbe
Day Mass.)
Manage collection of monies and work with the Finance Manager in the disbursement
of these monies (eg: Musical Production.)
Provide support and assistance to the Performing Arts Staff.
Maintain the cleanliness of the College Staff Room. Including, but not limited to:
(i)
(ii)
(iii)
(iv)
(v)
6.
Provide secretarial support to Performing Arts teachers.
Publication of Performing Arts events occurring including newsletters, programs and the
annual calendar.
Liaise with the Public Relations Officer regarding Performing Arts events.
Receive all incoming correspondence and telephone calls.
Take minutes of meetings, as directed.
Attend to queries in Performing Arts office at scheduled recess and lunch time breaks
for students.
Manage bookings for Stage 7 venue.
Maintain Performing Arts storage spaces and music tuition rooms.
Wiping tables and benches after recess and lunch.
Stacking and operating dishwasher after recess and lunch.
Ensuring general hygiene of staff room (ie check food fridge at the end of each week).
After lunch dismantle coffee machine, clean and soak appropriate items.
Ensure there is a stock of cleaning products for use in the staff room.
Other duties as directed by the Principal or Line Manager
ESSENTIAL CRITERIA
1.
Model and maintain the Catholic ethos in the spirit of Maximilian Kolbe.
2.
A warm, welcoming and friendly disposition.
3.
Strong sense of confidentiality and loyalty.
4.
Well-groomed, well spoken, familiar with protocol and etiquette.
5.
Interpersonal skills and written and oral communication skills of a high order.
6.
Demonstrated capacity for self-directed work and for taking initiative.
7.
The ability to work independently and as part of a team.
8.
Well-organised, able to work to deadlines, accurate, flexible, creative and innovative.
9.
Advanced level of IT skills, including Microsoft suite (word, excel, publisher, outlook and
internet) and Denbigh Administration Software.
10.
F class licence
11.
Background in the Performing Arts
12.
Personal responsibility to improve professional qualifications.
ADDITIONAL CONSIDERATION FOR ALL ADMINISTRATIVE STAFF
All support staff have similar responsibilities as identified below:

Perform conscientiously and confidently the duties that are assigned by the Principal.

Maintain positive working relationships with other staff.

Provide a Christian leadership role by their own example for the benefit of all members
of the College community.

In the case of a Catholic staff member, to participate actively in the life of the Church.
(All members of staff are strongly encouraged to grow in their faith in God and to give
authentic expression to their faith in their personal and professional lives).

Attend College Masses and assemblies and other such College functions as the
Principal may require.

Be actively involved in the House system of the College, including active participation in
House Activities, Friday morning PC Prayer.

Help develop the spirit of friendliness within the College.