Student Registrar, Communications and Community Engagement Officer_ES1-3_Ongoing - Melbourne Northern Suburbs VIC
9 hours ago
Job description
Overview
Work Type: Ongoing - Full-time
Salary: Salary not specified
Grade: Education Support - Level 1, Range 3
Occupation: Administration
Location: Melbourne - Northern suburbs
Reference:
Selection Criteria
SC1 Demonstrated ability to work independently, flexibly and constructively in a team ensuring the continuous and efficient operation of the work environment as well as working creatively and proactively to enhance work systems, practices and relationships.
SC2 Demonstrated initiative and organisational skills including the ability to determine priorities and meet deadlines using a solution focused approach.
SC3 Demonstrated proficiency in the use of office systems as relevant to the position, including Compass, CASES21, Microsoft Suite
SC4 Demonstrated high level written and oral communication skills and high-level interpersonal skills with an ability to relate effectively and sensitively with teaching and support staff as well as students, parents, external providers and the wider school community.
SC 5 Demonstrated commitment to professional learning and growth for both self and others.
Role
Attendance for1-2 days may be required at the start of the school year.
Range 3 is distinguished by the introduction of management responsibility and accountability for the delivery of professional support services. The role will usually impact beyond the work area or professional field. It seeks to gain cooperation of other staff members or members of the school community to achieve specific objectives, such as in school administration, operations or educational programs.
Direction on targets and goals is provided but the position will have some degree of latitude in determining how they are achieved. This latitude will generally be limited by standard procedures and school policy. Deviation from standard procedures and school policy will require guidance and direction from senior management.
The provision of business management responsibilities becomes a feature at range 3. Management of staff to achieve the expected outcomes is a key responsibility. Staff management issues will be resolved with minimal reference to senior management, although guidance will be required in more complex cases. Senior management will be provided with timely reports and advice, although this will generally be confined to matters relating to the immediate work area, service provision or educational program and is unlikely to impact substantially on whole of school operations.
This is the minimum range for positions that carry a mandatory qualification requirement of not less than four years. Professional student support positions become a feature at range 3 (e.g. therapists, psychologists) where standard professional services are delivered. Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from senior management.
An education support class position supports the educational services being provided to students, but must not include duties of teaching as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor. Supervision of students cannot be required except where it is an integral part of the employee¿s position or involves supervision of students individually or in small groups, in controlled circumstances, where the responsibility for students remains clearly with a teacher.
At Viewbank College, the Student Registrar, Communications and Community Engagement Officer play a strategic role in strengthening the school¿s profile and community connections. The position oversees the integrity and effective management of the student enrolment database, leads enrolment communications and processes, and manages facility hire to optimise community partnerships. The role also drives community engagement initiatives and promotes the school¿s brand and public image, fostering strong relationships with prospective and current families and the wider community.
Responsibilities
Student enrolments & transition
Manage all new enrolment enquiries
- Arrange enrolment interviews with Principal staff as required
- Liaise with transferring schools, ensuring correct documentation is received within the required timeline
- Manage Year 7 transition timeline, ensuring eligibility
- Notify transition coordinators of incoming students
Provide key organisation functions for tours, open days, enrolment information evenings, and orientation days
- Prepare and distribute Prospectus Packs
- Prepare Year 7 Tour Booklets and attend tour mornings
- Prepare Year 7 enrolment packs
- Attend and distribute packs at the Year 7 information evening
- Liaise with transition coordinator to ensure students¿ needs are met during orientation days
Database Management
- Maintain accurate enrolment information including visa documents, parental/legal orders
- Communicate with all stakeholders regarding enrolment changes
- Lead the annual collection of SFOE data to ensure CASES21 is up to date
- Maintain and manage student hard copy files, including annual archiving
- Complete Census February/August
- Complete the EOY CASES21 admin rollover
- Manage the student exit process
Facilities hire management
- Engage with the community to promote the hiring of college facilities
- Coordinate external booking requests for theatre, room, gym hire
- Conduct tours of facilities as required
- Ensure all bookings align with college policies and availability
- Prepare Hire Agreement documentation for presentation for School Council approval
- Liaise with external AV technicians to ensure technical and logistical requirements are met
- Ensure compliance with occupational health and safety regulations
- Prepare and distribute invoices according to hire agreements
- Maintain an accurate calendar of external hiring of facilities
Communications
School Promotion/Branding
- Create external marketing materials and templates for information booklets, tour packs and other signage in the community
- Plan and produce digital and physical media marketing strategies
- Maintain the school style guide and logos
- Collaborate with Alumni Coordinator to promote partnerships
- Create printed and digital signage/marketing such as posters, flyers, postcards, college TV network slides to promote school events and activities
- Coordinate, edit and publish articles for the college newsletter on the website
- Document school activities and events through image galleries and videos
Format digital handbooks, guides and resources including
Curriculum handbooks
- Instrumental Music handbook
- Create and coordinate fundraising materials and provide support for fundraising campaigns
Compliance
Maintain confidentiality at all times in accordance with the Schools¿ Privacy Policy
Adhere to relevant Department of Education and college policies
Technical
Prepare reports, documents and presentations using Canva, Microsoft Office (Word, Excel, PowerPoint), Compass and CASES21
Other
- Assist with reception and first aid as required
- Prepare and update DISPLAN packs
- Other duties as directed by the Principal
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
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:
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:
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
Location Profile
VIEWBANK COLLEGE
With a student enrolment of approximately 1450 and located on 5.4 hectares in the City of Banyule, Viewbank College provides outstanding educational opportunities to families in Rosanna, Heidelberg, Viewbank and surrounding suburbs. The College is academically focused and has a high level of participation in other curriculum areas such as Sport, Music and the Visual & Performing Arts.
The College has developed a strong and tangible ethos based around hard work, respect for learning, the rights of others and the pursuit of success. We are a Respectful Relationships School, promoting positive behaviours, empathy, inclusion and respect for diversity. Through the very successful student leadership program, the house program and our Social and Emotional pathways programs, the College promotes involvement, student participation and service to others. The College's sporting teams are regularly successful right through to the state level. The College production, the debating program, public speaking and the previously mentioned Music Program and the Social Action group are ways students can become involved and inspired.
The College Curriculum is a standard academic curriculum with VET subjects offered off campus. The College offers German and Japanese through to Year 12 and Music Performance is a strong VCE subject. The Instrumental Music program has over 300 active participants and the College employs 20 instrumental music teachers. The College has a much sought after Acceleration and Enhancement Program and a stratified Maths program at Year 10. Students transition through to VCE and VCE/VM.
The College maintains buildings and facilities to a high standard with well - equipped classrooms and staff rooms, complete with data projector facilities. A 1:1 laptop program was introduced in 2015 and has been expanded to include all year levels. Other valuable facilities include a well-resourced library and our new 420 seat Performing Arts Centre and STEAM Complex which opened in July 2018
Applications close Thursday 5 March 2026 at 11.59pm
Posted
20 February 2026