Operations Manager and Executive Assistant to the Principal

Overview

Work Type: Ongoing - Full-time

Salary: Salary not specified

Grade: Education Support - Level 1, Range 4

Occupation: Education and training

Location: Melbourne - Northern suburbs

Reference: 1535600

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 marrung@education.vic.gov.au

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:

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.

Applications close Thursday 6 August 2026 at 11.59pm

Posted

24 July 2026