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Coordinator

Little Sophia Inc

Background

Little Sophia is a not-for-profit, inner-city Steiner long day kindergarten. In 2018 we achieved an Exceeding rating in all 7 areas of the National Quality Framework from the Department of Education and Training. We are located close to the historic Abbotsford Convent Arts Precinct, Sophia Mundi Steiner School and Collingwood College. Little Sophia has been part of this community for 25 years. We offer playgroup and two Steiner Association approved all-day kindergarten programs. The quality and depth of our experience is demonstrated by the care and love our community of educators, office staff and families bring to our kindergarten and the warmth and joy they take home. Little Sophia has two rooms, Dragonfly and Kingfisher, catering for 19 and 20 children respectively each per day
Little Sophia has a team of approximately 14 dedicated staff and approximately 70 families that use our service each week.

Position objectives

The Coordinator will be employed for 2.5 days a week (0.5 days are from home/being contactable during the week for teacher’s queries, checking emails and ensuring a timely response for parents or staff that can't wait). They are also responsible for creating an environment that fosters healthy relations between staff and will serve as the escalation point for parent and staff concerns that can’t be otherwise resolved. Care must be taken to bring balance within the kindergarten; operating a viable and sustainable business whilst supporting the impulse to bring anthroposophy to life. The two can at times appear to be incompatible, and it’s the Coordinator's role to bring balance between the two, in partnership with the other members of the leadership group.

The successful applicant must be committed to the concept of distributed leadership, where all members of the leadership group have a voice and decisions are made collaboratively.

Organisational relationship

The Coordinator is accountable to the Leadership group, of which they are a member. This means:

  • Each member of the group comes together to work collaboratively as well as holding their responsibilities and role within the kindergarten
  • Each member has clear responsibilities and a shared idea of what is needed when delivering on their responsibilities
  • Willingness to take on tasks as required
  • Reporting progress
  • Expressing difficulties
  • Discussing changes to conditions or circumstances
  • Actively foster an environment of trust and inclusion
  • Supporting all members to be the best they can be
  • The Coordinator will work with members of the Committee of Management if/as required.
  • The Coordinator will work collaboratively with the receptionist and manage this email account when the Receptionist is not present
  • The Coordinator will oversee and be the escalation contact for the Receptionist

Values and Behaviours

The role of the adult in a Steiner Kindergarten is to conduct ourselves in a manner that is always worthy of imitation. From the way that we move about the space to how we speak to the children is always done with an awareness that the children will perceive it and internalise it and imitate it. They are affected by everything we do. Little Sophia staff are expected to perform their duties professionally, reflective of Rudolf Steiner’s philosophy and values. Our families, children and fellow workers should be treated with integrity and respect at all times. It is very important that Little Sophia staff work as an effective team, in doing so we must each support our fellow workers and develop our working relationships to enhance the quality of our program and everyone’s job satisfaction. All staff need to be aware that when they are at the Kindergarten and when attending work-related functions, their behaviour and manner reflects directly upon the Kindergarten.

Responsibilities and duties

General responsibilities

  • Operate within the requirements of the service’s policies and procedures, as well as funding and regulatory requirements.
  • Respect the confidentiality of information relating to parents and children and comply with the service’s privacy policy.
  • Attend special kindergarten social events and foster positive relationships.

Specific responsibilities

Front of house & family support

  • Develop positive and caring relationships with families and act as the next point of contact (beyond the receptionist) for families seeking assistance outside of basic billing and administration tasks
  • Collaborate with teachers regarding queries about child development, education and pedagogy.
  • Lead collaborative efforts to continually review the parent handbook.
  • In the event of complaints, encourage parents to address the issue at the source and where that is unsuccessful support them to use the complaint procedure as outlined in the parent handbook
  • Maintain confidentiality on all issues relating to children and families, and comply with the service’s privacy policy.

Enrolments

  • Lead and collaborate on efforts to improve enrolments with the support of the Receptionist
  • Oversee enquiries from prospective parents, send/email information packs and maintain the waitlist in collaboration with the Receptionist
  • In collaboration with the leadership group, update information material as required.
  • Oversee class list/room allocations in conjunction with teachers
  • Research new advertising streams, and assess the need to advertise according to vacancies, waitlist etc.
  • Create relationships with potential ‘feeder’ organisations e.g. local playgroups, and use these relationships to both improve and promote the kindergarten.

Staff support

  • Demonstrate a living connection to Anthroposophy in holding the kindergarten and bringing staff together; foster positive supportive relationships.
  • Support resolution of staff conflict where staff have been unable to successfully negotiate resolutions themselves.
  • Call in trained facilitators of restorative conversations timely, when the need arises
  • Build connections with Steiner community; organise mentor support, specialists, facilitators, where necessary, training of new teachers and continuous improvement
  • Support staff in their personal and professional development
  • Participate in Performance Appraisals for Assistants, together with the relevant Teacher.
  • Participate in Performance Appraisals for Teachers, together with an appropriate Committee member or mentor
  • Conduct job interviews with applicants and select new staff members in collaboration with other members of the leadership group.
  • Attend Leadership group meetings.
  • Attend Faculty meetings twice per term.
  • Prepare for and attend all Committee of Management meetings twice per term
  • Communicate key issues and news to staff via memos and/or meetings on behalf of the Leadership group
  • Keep track of probationary period end dates of assistants, and assist to coordinate the end of probationary period discussions/reviews in conjunction with the relevant teacher

Finance and administration

  • Oversee all aspects of accounts in conjunction with Receptionist
  • Oversee parent accounts and issues if necessary
  • Liaise with the Treasurer concerning finances and adhere to the kindergarten’s budget.
  • Advise the leadership group regarding budgets, review expenditure against these budgets and recommend corrective action.

Committee of Management (governing body)

  • Work cooperatively with the Committee, ensuring open communication on issues pertaining to the service.
  • Attend meetings outside normal working hours as requested by the Committee, with appropriate notice and remuneration in accordance with the applicable industrial agreement.
  • Liaise with the Committee of Management and Leadership group over staffing needs and appointments.
  • Prepare a report for Committee meetings (twice per term) on all administrative matters including enrolments and finances

Selection criteria

Experience

  • Experience in an educational setting
  • Experience supporting or leading staff
  • Experience in accounts receivable and basic bookkeeping e.g. reconciling bank statements
  • A demonstrated living connection with Anthroposophy

Skills, knowledge and abilities

  • Able to create a climate where people are motivated to do their best to help the kindergarten prosper i.e. makes others feel their contributions are important and empowers others.
  • Work collaboratively with others across the kinder to achieve shared objectives, and partner with others to get work done.
  • Communicate effectively i.e. be effective in different communication settings, attentively listen to others, provide timely and helpful information to others and encourage the open expression of diverse ideas and opinions.
  • Anticipates and balances the needs of differing stakeholders.
  • Able to adapt approach and demeanour to match the demands of different situations.
  • Step up to conflicts, seeing them as opportunities and settle disputes equitably. Able to facilitate breakthroughs by integrating diverse views and finding common ground or acceptable alternatives
  • Develop others through coaching, feedback, exposure and stretching them.
  • Be able to rebound from setbacks and adversity when facing difficult situations.

Qualifications/certificates

  • A tertiary qualification in any related field is desirable
  • Holds a current Working with Children Check assessment, which demonstrates suitability for employment in a children’s service.
  • National Police Check
  • Have a current Level Two First Aid Certificate (including Asthma and Anaphylaxis training)

Start date negotiable.

Any questions please to [email protected], using the subject line: Coordinator enquiry via EthicalJobs.

How to apply

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