Key responsibilities of the role
Administration
• Provision of administration support for sector-wide projects and events.
- Preparation of correspondence and reports, reviewing document submissions, and electronic file
management.
- Supporting Education Program and Support team employees with administrative and operational tasks as required.
Including but not limited to:
o data entry, contract management, organising contractors, quotes and invoicing, budget and requisition
orders as required to meet project needs.
- Draft and edit internal and external correspondence and communications, take minutes, and prepare agendas,
preparation of publications, reports and papers for Education Programs and Support staff.
- Prepare presentations and papers for a variety of stakeholder meetings.
- Coordinate meetings and support diary management for the Education Programs & Support team including but not
limited to:
o scheduling meetings with internal and external stakeholders, room bookings, catering, distributing agendas,
minutes, and action items registers.
Event Management Support
• Support the planning, coordinating, and implementing events from initiation to completion, ensuring milestones and
deliverables are met on time.
- Support in monitoring progress of event coordination, identify risks, and implement mitigation strategies.
• Collaborate with cross-functional teams and stakeholders to achieve event objectives.
Technical and Analytical Support
• Use project management tools, Microsoft Office Suite, and other relevant software to track and report on programs,
prepare slide packs, and draft papers.
- Support in analysing data and information to inform decision-making and project planning.
Quality and Accuracy
• Maintain a high level of attention to detail in both event management and administrative tasks.
- Ensure documentation and reporting are accurate, complete, and compliant with organisational standards.
Other Duties
• Undertake other duties as assigned by the Manager, Education Programs and Support.
Key selection criteria
• Ability to produce clear, accurate and timely written communication for a range of audiences, with a focus on
attention to detail.
- Excellent ICT skills with strong competency in the use of Microsoft Office suite, online platforms such as Canva and
other relevant applications.
- Well-developed interpersonal skills, including: the capacity to effectively communicate with stakeholders,
manage correspondence, with proven capacity to work effectively in a team environment.
- Proven skills to organise and assist with the preparation of meetings.
- Ability to manage funding requests and allocations, including budget, requisition orders, correspondence, electronic
file management, contract management, invoicing and maintain accurate and accessible records.
- Experience coordinating events, programs or activities involving multiple stakeholders.
- Ability to understand internal and external procedures and compliance requirements related to State and Australian
Government Grants to Catholic Schools, VCEA funding allocations across the Victorian dioceses, accountability, and
governance requirements at all levels of the education sector.
PD000XX - September 2024 2
