Academic Administration Assistant

An experienced Academic Administration Assistant is required to provide timely and accurate administrative support for the school’s curriculum programs at the Senior Campus. This is a 0.8FTE ongoing position.

Position: Academic Administration Assistant Campus: Senior Campus Faculty/Department: Teaching and Learning Reports to: Head of Teaching and Learning Key Relationships: Deputy Head of Teaching and Learning – Senior Secondary, Deputy Head of Teaching and Learning – MYP, Deputy Head of Teaching and Learning – PYP

Position Summary

The Academic Administration Assistant will provide timely and accurate administrative support for the school’s curriculum programs. They will have a broad range of administrative responsibilities relevant to the role and be required to communicate effectively with all members of the school community, as well as external stakeholders and members of the general public. The assistant will be responsible for the daily administration of the school’s VETiS courses, and will work closely with the Deputy Head of Teaching and Learning – Senior Secondary to ensure the smooth running of these programs. They will provide assistance for the effective administration of professional learning across the school, including responsibility for the maintenance of administrative systems and records, as well as liaison with staff, providers and external stakeholders. 

Key Responsibilities:

VETiS, SBAT, SWL and Work Experience

  • To liaise with the VASS Coordinator in support of administrative tasks related to the Victorian Assessment Software System (VASS) for VETiS, in consultation with the Deputy Head of T&L – Senior Sec. 
  • Liaising with internal and external stakeholders to ensure VETiS administration is efficient and effective 
  • Assist with VETiS enrolment process and management, in collaboration with the Deputy Head of T&L – Senior Secondary.
  • Maintain accurate records for all students involved with VETiS, SBAT, SWL and Work Experience programs
  • Monitor attendance records for all students involved in VETiS, SBAT, SWL and Work Experience programs
  • Process paperwork, student and employer packs for all placements for VETiS, SBAT, SWL and Work Experience
  • Ensuring individual students are kept up to date with enrolment information, on campus and off campus program changes and module changes as required
  • Maintaining attendance data for RTO based courses and campus-based lessons, including the signing out process for external courses
  • Liaising with external providers and RTOs to problem solve case by case issues and enquiries
  • Monitoring student certification and training including OHS, First Aid, module and TAFE qualifications
  • Liaising with financial managers in response to course fees

Professional learning

• To perform all administrative tasks related to the Education Management Solutions (EMS) software or equivalent for professional learning, in consultation with the Head of Teaching and Learning 
• To provide accurate and timely entry of data into the EMS database, as well as the production of related reports and summaries 
• Liaising with internal and external stakeholders to ensure professional learning administration is efficient and effective
• Liaising with external providers and RTOs to problem solve case by case issues and enquiries
• Assisting with the planning and administration of professional learning days, workshops and events


  • To provide any other administrative support to the teaching and learning team, as required 
  • Other duties as requested by the Principal  

Applicants should be able to demonstrate experience or skills in the following areas:

Administration and planning skills:

  • High level organisational, planning and time management skills 
  • Ability to collect, organise, and analyse information 
  • Data management and appropriate data security experience
  • Time management skills, including ability to work to fixed timelines 
  • Accuracy and attention to detail 
  • Ability to work under pressure 
  • Ability to be self-motivated and to work independently 
  • Logical, process driven and systematic approach to the development of working systems of file management, event management and enrolment processes
  • Well-developed computer skills and good level of competency with Microsoft Office Suite, including Excel, OneNote, Word and web-based applications.

Interpersonal Skills: 

  • Ability to work as part of a team 
  • High levels of communication with parents, students and institutions
  • Customer service mentality 
  • Maintain strong relationships with teaching and support staff 
  • Ability to relate to external stakeholders and wider community 
  • Positive and courteous 

Experience, Education and Qualifications:

  • Appropriate training and experience as related to database management and the use of the Microsoft Office suite 
  • Experience with mailing lists and managing communication
  • Knowledge and experience with database management, enrolments and attendance
  • Experience with setting up information sessions, programs and dissemination of information across a variety of platforms 

Highly desirable skills:

  • Knowledge of VETiS
  • Prior experience working academic administration assistant 
  • Prior experience working in a school setting

Applicants must also demonstrate:

  • A commitment to Woodleigh’s Values of Respect for Self, Respect for Others and Respect for the Environment
  • Ability to work effectively within a team
  • The determination to strive for personal best 
  • A willingness to innovate and encourage the development of creativity

Conditions of Employment:

  • A Working with Children’s Check is required for this position.
  • Qualification and First Aid Training confirmation is required for this position.
  • Woodleigh is an Equal Opportunity Employer and is committed to appointing staff on the basis of merit.
  • At Woodleigh School we have a zero tolerance for child abuse and are committed to acting in children’s best interests and keeping them safe from harm.  All staff are to abide by the Child Safety Code of Conduct.
  • It is a condition of employment that all staff take responsibility for a safe and healthy work environment and have a commitment to equal employment opportunity and a workplace free from discrimination and harassment.
  • All staff are required to observe and uphold all of Woodleigh’s Privacy policies and procedures as implemented or varied from time to time.
  • Woodleigh operates a smoke-free work environment.


This is a 0.8FTE ongoing position.

To Apply:

Applications should be addressed to the Principal and emailed to the Principal's Office by Tuesday 23rd April 2019

Any queries relating to this position to:  Dr. Richard Owens, Head of Teaching and Learning, or 03 5971 610

Applications close by 5pm, Tuesday 23rd April 2019.


Located on Victoria's Mornington Peninsula, Woodleigh School is an independent, coeducational school comprising two Junior Campuses (ECC-Year 6) in Frankston South and Moorooduc and a Senior Campus in Langwarrin South.

Woodleigh is a community that strongly values a holistic education.  It is a place where students are known and valued, where boys and girls grow into independent, creative, resilient individuals together.

Woodleigh is a school of dynamic, academically rigorous learning, which reflects and responds to the world we live in today.  Whilst very definitely an academic school, with fine VCE results equipping the large majority of students for tertiary study, it also provides a number of other very important dimensions that prepare all students for the challenges of life in the twenty first century.

Woodleigh affirms openness, independence, self-motivation and initiative, and never limits students to predetermined outcomes.  Woodleigh is entirely coeducational, committed to the belief that this is the only suitable setting to educate both boys and girls for adult life.

The Woodleigh Staff Member

An employee at Woodleigh School:

  • Encourages a culture of mutual respect, inquiry, innovation and learning
  • Places an emphasis on the 5 Elements of the Woodleigh model for Personalised Learning in their professional practice
    • Real world learning
    • Assessment for learning
    • Life-long learning
    • Student agency, coaching and mentoring
    • Wellbeing and engagement
  • Communicates effectively with students and families about student learning and progress
  • Sets high academic achievement expectations
  • Identifies and supports students’ social, emotional, and behavioural learning needs
  • Facilitates, designs and engages with effective collaboration
  • Provides timely feedback and collaborates with others to offer specialised support

Woodleigh School is an equal opportunity employer. 

Woodleigh School is committed to a Child Safe school environment and has a zero tolerance of child abuse.