Position Description – School Operations Manager
Reports to: Principal
Direct Report:
Receptionist
Administrator
Finance Officer
Maintenance Officer
Contract Management (HR Adviser, ICT Provider and Cleaners)
Position Overview
Sophia Mundi Steiner School is a progressive Prep to Year 12 school set in the beautiful grounds of the historic Abbotsford Convent arts precinct. Offering a unique blend of Steiner’s considered, holistic educational approach and the prestigious International Baccalaureate Diploma Programme, we focus on personal growth and academic excellence. Our curriculum fosters critical thinking and a lifelong passion for learning, intertwining skills in literacy, numeracy and the arts with our renowned outdoor education and music programs. At Sophia Mundi, we introduce applied learning at key developmental milestones, integrating engaging challenges with supportive guidance to nurture growth and spark joy in discovery. A small student body, capped class sizes, and skilled teachers enrich our diverse community, ensuring attuned, vibrant learning with a focus on holistic development from prep through to graduation.
The Senior Operations Manager role is tasked with overseeing the non-educational (business) operation of the school. Core responsibilities include Human Resources, Budget Management, Administration and Compliance, and Operational and Strategic Business Planning for the school.
The role is primarily operational, rather than strategic-financial in nature. While it does include responsibility for budget oversight, the production of management accounts, liaison with auditors and submitting Government financial returns is carried out by the School’s financial consultant.
The ideal candidate is an experienced operations professional who is an aspiring Business Manager and enjoys creating efficient, well-organised systems that allow teachers and school leaders to focus on student learning. They are a practical leader with excellent judgement, capable of balancing operational efficiency with the warmth, care and community focus that characterise Sophia Mundi. They value collaboration, continuous improvement, and service, and understand that strong operational management is essential to delivering the school’s vision of holistic education.
Key responsibilities
- Provide leadership in collaboration with the Principal and oversight of the School’s day-to-day operational functions.
- Ensure that operational systems, processes, and services are effective, efficient, and responsive to the needs of the School.
- Support the Principal in the implementation of operational priorities and organisational improvements.
- Contribute to whole-school planning and decision-making as a member of the leadership team.
- Administration and support services
- Oversee the effective delivery of administration, reception, and general support services.
- Ensure administrative systems and processes are well organised, customer-focused, and fit for purpose.
- Promote high standards of service to staff, students, families, and external stakeholders.
- Facilities and asset management
- Work closely with the maintenance team to plan and budget the annual maintenance schedule for the school’s buildings and
- Ensure the school’s grounds, buildings and assets are maintained, legislatively compliant and fit for
- Contribute to the selection of appropriate contractors to conduct maintenance
- Manage insurance policies and
- Build and maintain key stakeholder relationships including landlord
- Act as the Schools Health & Safety Officer
- Ensure that facilities-related issues are addressed in a timely and effective manner.
- Compliance, risk and governance support
- Oversee operational compliance requirements, including child safety, work health and safety, risk management, and relevant regulatory obligations.
- Maintain effective systems for monitoring compliance and reporting requirements.
- Support the preparation of governance documentation, policies, and reports for the Principal and Board as required.
- Assist in ensuring the School meets relevant State and Commonwealth reporting obligations.
- Financial oversight and budgeting
- Prepare, monitor, and manage operational budgets in partnership with the Principal and external finance consultant.
- Monitor expenditure against budget and ensure responsible use of School resources.
- Supporting the Finance Consultant with financial reporting, budget tracking, forecasting inputs, and provision of operational data as required.
- Work collaboratively with the external Finance Consultant to support management reporting, audit processes, and financial compliance.
- Human Resources Management and Payroll Oversight
- Liaise with specialist advisors to provide guidance to the Principal
- Oversee operational aspects of human resources administration, including employment documentation, records management, and staff-related compliance processes.
- Provide oversight of payroll processes to ensure accuracy, timeliness, and appropriate controls.
- Support the Principal in maintaining sound operational HR systems and practices.
- To support the monitoring of staff sickness absence escalating poor attendance in line with appropriate policies
- To support in the identification of support staff development needs and staff appraisals
- ICT and service provider oversight
- Provide oversight of ICT operations and liaise with internal or external ICT providers to ensure reliable and effective service delivery.
- Oversee contracts and relationships with key suppliers, contractors, and service providers.
- Monitor service standards, value for money, and contractual compliance.
- Lead and support operational staff in a manner that promotes accountability, professionalism, collaboration, and continuous improvement.
- Build productive working relationships across the School community.
- Contribute positively to a safe, respectful, and values-aligned workplace culture.
Key relationships
Internal
- Principal
- Leadership team
- Board and Board committees
- Teaching and professional staff
- Administration and operational support staff
External
- External finance consultant
- Auditors
- ICT providers
- Contractors and suppliers
- Regulatory and government bodies
- School families and community stakeholders, where relevant
Person specification
The successful candidate will demonstrate the following knowledge, skills, and attributes:
Essential
- Significant experience in operations, business administration, or support services leadership, ideally within a school or similarly complex organisation.
- Demonstrated ability to manage a broad operational portfolio including administration, facilities, compliance, contractor management, and operational budgeting.
- Sound financial acumen, including experience in budget preparation, monitoring, and reporting.
- Highly developed interpersonal and communication skills, with the ability to build effective relationships across a wide range of stakeholders.
- Demonstrated leadership capability, including the ability to lead staff, improve systems, and foster accountability.
- Good judgement, discretion, and the ability to manage sensitive and confidential matters appropriately.
- Understanding of risk management, regulatory compliance, and child safety obligations in a school environment.
- Strong commitment to professionalism, service, and continuous improvement.
- Capacity to work collaboratively with the Principal, Board, and external advisers.
- Commitment to the values and ethos of the School.
Desirable
- Experience working in an independent school or values-based educational setting.
- Knowledge of State and Commonwealth compliance and reporting requirements relevant to schools.
- Experience supporting governance processes and Board reporting.
- Experience overseeing payroll or HR administration.
- Relevant qualifications in business, management, education administration, or a related field.
- Knowledge of Steiner Education.
Conditions and requirements
- A current Working With Children Check.
- Eligibility to work in Australia.
- Satisfactory background and reference checks.
- Commitment to the School’s child safety and wellbeing obligations.
- Occasional out-of-hours work may be required to support Board meetings, events, or urgent operational matters.
How to Apply:
- Please submit your resume and a cover letter outlining your teaching experience and approach to business [email protected]. Applications will be reviewed on a rolling basis until the position is filled. For further information, please call 0421 336 276.
