Human Resources, Payroll and Administration Officer

Overview

Work Type: Fixed-term - Full-time

Salary: Salary not specified

Grade: Education Support - Level 1, Range 3

Occupation: Human resources

Location: Grampians - Ballarat

Reference: 1529687

Selection Criteria

SC1

Demonstrated experience in human resources administration, including employee records management, recruitment administration, onboarding processes and employment documentation.

SC2

Demonstrated knowledge and experience in payroll administration, including the ability to accurately process payroll documentation, maintain payroll records and manage confidential employee information.

SC3

Demonstrated ability to coordinate Occupational Health and Safety administrative processes, including maintaining compliance records, monitoring action plans and supporting workplace safety initiatives.

SC4

Highly developed organisational, administrative and time management skills, with the ability to manage competing priorities, meet deadlines and maintain a high level of accuracy and attention to detail.

SC5

Demonstrated interpersonal and communication skills, including the ability to work collaboratively with staff, leadership and external stakeholders while maintaining professionalism, discretion and confidentiality.

Role

The Human Resources, Payroll and Administration Officer is responsible for providing high-level administrative support in the areas of human resources, payroll administration, occupational health and safety, and executive administration.

Working closely with and under the direction of the Business Manager, the role supports the day-to-day administration of human resources processes, payroll functions, staff records management, recruitment administration and compliance activities. The Business Manager retains responsibility for strategic workforce planning, staffing establishment, industrial relations matters, employee performance and conduct processes, recruitment decisions and broader workforce management responsibilities.

The position plays a critical role in supporting the effective operation of the school by coordinating payroll administration, maintaining employee records, supporting recruitment and onboarding processes, monitoring workforce compliance requirements, coordinating Occupational Health and Safety (OHS) activities through eduSafe Plus, and providing administrative support to the Principal and Leadership Team.

The role requires a high degree of confidentiality, accuracy, initiative, discretion and organisational skills.

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.

Responsibilities

Human Resources Administration

Working under the direction of the Business Manager:

• Maintain accurate and confidential employee personnel records in accordance with Department requirements.
• Coordinate administrative processes associated with staff commencement, variation and cessation.
• Prepare employment documentation including contracts, letters, forms and correspondence for approval by the Business Manager and/or Principal.
• Provide administrative support for recruitment activities including advertising positions, coordinating applications, scheduling interviews, preparing interview documentation and onboarding successful applicants.
• Monitor and maintain employee qualifications, registrations, Working with Children Checks, VIT registrations, mandatory training requirements and compliance records.
• Assist the Business Manager with workforce planning administration and staffing documentation.
• Maintain HR databases, electronic filing systems and personnel records.
• Assist staff with routine employment administration enquiries and direct more complex matters to the Business Manager.
• Prepare workforce reports and staffing information as required.
• Support the implementation of Department policies, procedures and industrial agreement requirements.
• Coordinate staff onboarding and OHS induction documentation and processes.
• Assist with maintaining records relating to probation, contract renewals and employment milestones.

Payroll Administration

• Support the administration of both School Local Payroll (SLP) and Central Payroll processes.
• Process payroll-related documentation accurately and within required timelines.
• Monitor employee attendance records, leave applications and payroll adjustments.
• Liaise with Payroll Services regarding payroll enquiries, corrections and employee records.
• Assist staff with payroll enquiries and documentation requirements.
• Maintain payroll records and supporting documentation in accordance with audit requirements.
• Support end-of-year payroll processes and employment reconciliations.
• Monitor payroll deadlines and ensure timely submission of documentation.

Occupational Health and Safety Administration

• Coordinate the school's annual OHS Activity Calendar and compliance requirements.
• Monitor and maintain OHS records and documentation through eduSafe Plus.
• Support the implementation and administration of the Department's Occupational Health, Safety and Wellbeing Management System.
• Assist with scheduling workplace inspections, OHS meetings, emergency management activities and compliance reviews.
• Monitor completion of mandatory OHS activities and training requirements.
• Prepare reports and documentation for leadership, Health and Safety Representatives and OHS Working Parties.
• Assist in the administration of workplace incidents, hazards, risks and corrective actions through eduSafe Plus.
• Maintain records relating to emergency management, first aid, workplace inspections and safety compliance activities.
• Support the Business Manager with OHS reporting and compliance monitoring.

Executive and Leadership Support

• Provide administrative support to the Principal, Business Manager and Leadership Team.
• Prepare correspondence, reports, presentations and meeting documentation.
• Coordinate calendars, appointments and meeting schedules as required.
• Assist with the preparation of School Council, sub-committee and leadership meeting documentation.
• Maintain effective administrative systems and processes.
• Support whole-school events, projects and initiatives as required.
• Assist with the preparation of workforce, payroll and compliance reports for leadership and School Council.

General Administration

• Contribute to the efficient operation of the school's administration team.
• Maintain confidentiality and privacy of sensitive employee and school information.
• Develop and maintain positive working relationships with staff, students, parents and external stakeholders.
• Identify opportunities to improve administrative systems and processes.
• Undertake other duties consistent with the classification level and role as directed by the Principal or Business Manager.

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

Qualifications and Experience Desirable

• Qualifications in Human Resources, Business Administration, Payroll, Management, Administration or a related field.
• Experience working within a Victorian Government school environment.
• Experience using eduPay, Recruitment Online, CASES21, eduSafe Plus and other Department systems.
• Knowledge of Department of Education policies, procedures and employment frameworks.
• Understanding of Victorian Government Schools Agreement provisions and employment administration processes.

Key Skills and Attributes

• High level attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong organisational, analytical and problem-solving abilities.
• Ability to exercise sound judgement and maintain confidentiality.
• Strong customer service and stakeholder management skills.
• Proficient computer skills including Microsoft Office Suite and Department systems.
• Ability to work independently and collaboratively within a team environment.
• Commitment to continuous improvement and professional learning.

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

Woodmans Hill Secondary College is a vibrant, supportive and aspirational learning community, committed to learning from and with each other in order to ensure that all students grow.

Woodmans Hill Secondary College is a school that sits at the heart of its community, situated at the Eastern entrance to Ballarat, in the suburb of Ballarat East and on the Melbourne side, with newly developed facilities on a spacious site with a newly developed Science, Technology, Art and Performing Arts facilities.

At Woodmans Hill Secondary College, we pride ourselves on being a learning culture that knows each child and holds high aspirations for what they can achieve when we work together with our community.

We are committed to providing exciting learning experiences that are aimed at meeting each student at his or her academic, social and emotional point of need. Ours is a school that focuses on developing the whole child and seeks to provide a range of opportunities, both in and outside the classroom, for each student to unlock his or her potential. Our values are Respect, Determination and Excellence, and we expect and encourage the demonstration of these values every day.

We are a school that invests time and resources into our staff to increase their capacity so that they can develop and improve their skills and knowledge as teachers. We are research and data driven, constantly focusing on how we can increase our pedagogical knowledge to achieve improved outcomes for our students.

Our Leadership Team for 2026 comprises of 1 Principal, 2 Assistant Principals, and 5 Learning Specialists (Literacy, Numeracy, Junior Years and Senior Years). Currently, our teaching team consists of 62 teaching staff and 31 ES staff (admin, maintenance, learning support, and Business Manager) who cater for the needs of 650 students from year 7 ¿ 12.

Applications close Tuesday 16 June 2026 at 11.59pm

Posted

3 June 2026