Administration Assistant - Hornsby, Australia - Barker College

Barker College

Verified Company

Hornsby, Australia

1 week ago

Posted by:

Olivia Brown

beBee Recruiter

**Administration Assistant - Psychology

OVERALL PURPOSE OF THE POSITION

To facilitate the smooth running of the Careers & Counselling Centre;
To liaise between the School Psychology Team, Careers & External Programs Department and other
Departments and staff within the School;
To liaise with external providers to students seeking assistance through the School Psychology Team;
To facilitate the effective operation of the School Psychology Service;

- to a critical incident; and

To provide professional administrative support to the School Psychology Team and Careers & External

Programs Department.

**PRIMARY DUTIES & RESPONSIBILITIES

School Psychology Services:

Manage student attendance in Engage for those that sign in and / or sign out of School through the
Careers & Counselling Centre, and those attending appointments;
Manage and maintain Time-Out Register of students nominated by School Psychologists;
Triage of students requiring "timeout" from class determine the needs of individual circumstances and

- supervision of those students;

Manage each School Psychologist's diary through Outlook and other digital platforms

- co-ordinate appointments for staff, students, parents and external professionals; and
- schedule meetings for various teams within the School.

Provide administrative support regarding the organisation of parent forums / seminars and meetings,

including liaising with Heads of Schools, BCPA and Facilities Co-ordinator;

Assist in the maintenance and retrieval of information from Engage database, including student

academic reports, student attendance records;

Taking minutes for meetings and interviews, and transcribing recordings of confidential interviews;
Prepare Agendas for fortnightly JSSST and ICSST Meetings and distribute information to relevant staff;
Update and maintain Intake list;
Monitor and maintain School Psychology Services content of School Website, Portal and Intranet;
Coordinate reception for critical incidents;
Undertake correspondence for School Psychologists;
Manage archive filing and file disposal for School Psychologists;
Monitor and maintain psychological testing resources;
Order psychometric test materials;
Maintain a library of resources for students and families; and
Assist the Head Psychologist to manage the budget for the School Psychology Team.

Psychology
***
Careers & External Programs Department:

CHALLENGES

Prioritising the workload for the position given the diversity of responsibilities and expectations and

- competing demands of staff, students and parents;

Managing a significant database of students to provide timely, uptodate information whilst maintaining

- a high degree of privacy and confidentiality;

OPPORTUNITIES

The position will play a vital role in supporting the integrity and value of the School Psychology service,

- with opportunities to further develop skills and experience;

To provide effective support to a systematic and structured Careers Program;
The position will be integral to maintaining uptodate information and advice via the School's database;

- and

The position has the opportunity for a person with initiative to review and continuously improve systems.

DECISION MAKING

Independently:

As the first point of contact to the Careers & Counselling Centre, there is a need to identify students'

- needs and refer to the School Psychologists or Dean of Careers & External Programs for action;

Day to day responsibility for the administrative tasks of the School Psychology Service, and for

- prioritising workload in regard to criticality and importance;

Handling, at first instance, students and parents who are concerned or distressed;
Responsible for the maintenance of an effective filing and archiving system and other related

- administration matters;

Responsible for accurately maintaining database information and running regular reports;
Day to day coordination of the elements of the Careers Program and issues that arise, including liaison

- with students, parents and providers; and