Operations Manager and Executive Assistant to the Principal

About this role

Selection Criteria SC1: Demonstrated expertise in the construction and management of complex school timetables, including the coordination of allotments, special timetable arrangements and the management of timetable changes arising from staffing or student program needs. SC2: Outstanding financial management skills and demonstrated experience with Department of Education financial processes and procedures including the capacity to produce and provide advice on financial reports. SC3: Demonstrated ability to build and lead a highly efficient and effective administration team to develop a positive and cohesive to prioritise workflows and to implement change when required. SC4: Demonstrated ability to contribute to strategic decision-making within the school by providing advice, information and recommendations to the principal team, school leadership and school council. Proven capacity in facilities management negotiating and managing contracts and service agreements. SC5: Demonstrated knowledge of DE operating systems, including cases 21 finance and administration, SRP, asset management, ROL, Edupay, Edusafe Plus, compass, AIMS, and other relevant administrative processes, policies and guidelines. SC6: Demonstrated highly developed interpersonal, written and verbal communication skills, including the ability to build positive relationships with students, families, staff and external stakeholders. Role Meadows Primary School is seeking an experienced and highly organised Operations Manager with a strong finance background to join our school community in a dual-purpose role, supporting both the day-to-day operations of the school and working closely with the Principal in an executive support capacity. This is a unique opportunity for a versatile professional who thrives on variety, brings strong financial acumen, and enjoys being at the centre of a busy, purpose-driven school environment. About the Role Reporting directly to the Principal, you will oversee the smooth running of school operations while also acting as a trusted right hand to school leadership. You'll balance strategic operational and financial oversight with the practical, people-focused demands of daily school life. Responsibilities Key Responsibilities & Capabilities Finance • Manage school budgets, forecasting, and financial reporting • Oversee accounts payable/receivable, payroll liaison, and banking • Ensure compliance with DET financial policies and audit requirements • Manage grants, funding acquittals, and financial record-keeping • Support the Principal and School Council with financial planning and reporting Digital Technology • Oversee school ICT systems, software, and administrative platforms • Liaise with IT support providers to resolve technical issues • Manage digital data systems, including CASES21/Compass and student information systems • Support the rollout of new technology and digital process improvements across the school Delivering School Services / Marketing • Support the delivery of school services including enrolments, uniform, and facility hire • Coordinate school marketing and communications, including newsletters, website, and social media • Assist with promotional materials and community engagement initiatives • Support open days, tours, and community events Managing Administration Staff • Supervise and support the school's administrative team • Coordinate rosters, workloads, and training for office staff • Provide guidance, mentoring, and performance support to administration staff Return to Work Coordinator • Act as the school's designated Return to Work Coordinator • Manage workers' compensation claims and return-to-work plans • Liaise with staff, medical providers, and WorkSafe on injury management matters • Ensure compliance with return-to-work legislative obligations Daily Organisation • Coordinate daily school operations, including staff absences and relief/CRT bookings • Manage room and facility bookings • Oversee daily scheduling and troubleshoot operational issues as they arise Human Resources • Support recruitment, onboarding, and induction of new staff • Maintain staff records and ensure compliance training is up to date • Assist with HR policy implementation and staff welfare matters • Support the Principal with employee relations matters as required OHS (Occupational Health & Safety) • Oversee the school's OHS compliance, including risk assessments and incident reporting • Coordinate emergency management procedures and drills • Maintain OHS documentation and liaise with relevant authorities • Promote a safe working and learning environment for staff and students Timetables • Coordinate the development and maintenance of school timetables • Support timetabling for staff, specialist programs, and facility use • Manage timetable changes and communicate updates to relevant stakeholders General Administration • Provide high-level executive support to the Principal • Prepare reports and meeting materials for School Council • Manage school records, policies, and procedural documentation • Coordinate special projects and events as directed by the Principal • Liaise with families, staff, and external stakeholders on administrative matters Who May Apply Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position. Diversity and Inclusion The department is committed to diversity and inclusion and developing a workforce that is representative of the community we service. We value diversity and inclusion in all forms - culture, gender, religion, ethnicity, LGBTIQA+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department. The Department recognises that the provision of safe, respectful and inclusive workplaces is essential to high performance and promotes flexible work and diversity across all schools and Department workplaces. It is our policy to provide reasonable adjustments for staff with disability (see Workplace adjustment guidelines ). Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islander candidates from the Koorie Outcomes Division (KOD) via [email protected] Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school. Child Safe Standards Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the department's exemplar available at: https://www2.education.vic.gov.au/pal/child-safe-standards/policy DE Values The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees, including those who work in Victorian Government Schools. Information on the department values is available at: https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview Other Information About You • Proven experience in operations management, business management, or a similar role, ideally within a primary school • A background in finance or accounting, with strong budgeting and reporting skills • Experience in HR, OHS, and Return to Work coordination highly regarded • Confident with digital systems and school administration platforms, including AIMS, EduSafe, CASES21 • Excellent organisational skills with the ability to manage competing priorities and confidential information with discretion • Excellent record keeping • Outstanding interpersonal and communication skills, including phone manners • Outstanding written skills • Experience providing executive-level support to Principal and the executive leadership team • A proactive, solutions-focused approach and genuine commitment to supporting a positive school culture Conditions of Employment • All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements. • Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check. • A probationary period may apply during the first year of employment and induction and support programs provided. • Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at http://www.education.vic.gov.au/hrweb/Pages/default.aspx Location Profile Located in the well-established residential area of Broadmeadows, within the North West Victorian Region (NWVR), our school was established in 2009 through the merger of Meadowbank Primary and Campmeadows Primary Schools. Since then, Meadows Primary has grown into a dynamic, inclusive, and community-focused learning environment. Our beautiful and spacious school grounds provide a calm and inspiring space for learning and play. The school features a Twenty-First Century Learning Centre with modern classrooms, a large, well-resourced library, dedicated AUSLAN and ART rooms, and a purpose-built sensory room, all interconnected to enhance collaboration. Our students enjoy specialist programs in Physical Education, Visual Arts, AUSLAN, and STEM, which support creativity, physical wellbeing, communication, and critical thinking. Technology supports our learning across all levels, with TV screens in every classroom, laptops for students in Years 5-6, and iPads for Foundation to Year 4, ensuring digital tools are accessible to all. We currently have 12 generalist classes, including: Meadows Primary School is committed to educational excellence and continuous improvement. Our staff participate in targeted professional learning aligned with the school¿s strategic directions, aiming to build teacher capacity and improve student learning outcomes in literacy, numeracy, and wellbeing. We are proud of our strong partnerships with Dallas Neighbourhood House, Banksia Gardens and MacKillop Family Services, which enable us to provide responsive, tailored support to students and families, ensuring that wellbeing, safety, and care remain at the centre of our school culture. Adding to the vibrancy of our community is our large community garden, a space where learning, sustainability, and community connection come to life. Our garden is tended with care and expertise by our very own horticulturalist, who leads weekly Community Garden Groups every Thursday. Students and community members come together to plant, harvest, and cook with the vegetables grown on-site, creating powerful learning experiences around food, health, and sustainability. Meadows also offers both a kindergarten, run by the Northern Schools Early Years Cluster, and a Community Hub that serves as the heart of our extended school family. Through the Hub, families have access to playgroups, Maternal Health Care Nurse services, community events, and a free Breakfast Club three mornings a week, served from our fully equipped kitchen. This makes Meadows a true Birth to Year 6 school and supports positive transitions and lasting community connections.