The Ecole Française de Melbourne develops, organises, and manages French-Australian bi-lingual educational programs and is looking to recruit an After School Activities Program Coordinator.

The role is required to co-ordinate, from end to end, a program of French bi-lingual activities to take place after the school day. It involves the planning and scheduling of activities, sourcing and coordinating teaching team, enrollment and attendance administration, customer (child and parent) service, overseeing and coordinating children and teachers each day on the ground.

Equally it entails working closely with the EFM Committee to determine the appropriate program for a bilingual school, ensuring adherence to the school’s environment, policy, and child safety regulations (including Covid safe protocols) and ensuring appropriate positive behaviours and class management.

Feedback and evaluation of the program as well as the coordination of communication and showcasing of the children’s work via performances or events is also part of this varied and fun role.

Job description – Summary

• Confer with EFM Committee / parents to determine and plan after school activity programs
• Coordinate marketing and communications to optimise enrolments
• Monitor the enrolment process and associated administration
• Develop and implement procedures and policies
• Source and recruit teachers to provide a sustainable team (with EFM approval)
• Induct and coordinate teachers, providing operational guidelines (incl OHS), feedback and support
• Establish communication between school management/ EFM committee / Parents and students
• Maintain records of students enrolled in the afterschool program in a confidential manner
• Be present on site between 3.15 and 5.15 pm to ensure smooth operations (class changes, absentees)
• Ensure and uphold student behaviour as per the school environment

Availability 

The role of ASA Coordinator requires compulsory attendance from Monday to Friday 3.15 – 5.15 pm during the school term. The rest of the time, the co-ordinator organizes his / her time autonomously.

The estimated time necessary for effective coordination of the tasks required is approximately 10 to 15 hours additional, with off peak and peak times in the year. The periods that represent a higher workload are:

• 2 weeks before the end of the term
• 2 weeks at the beginning of the term

The new programs are put in place and the start of the program must be prepared for the beginning of the term.

• October / November and December for the organization of the ASA end-of-year party.

The rest of the time, it is principally ensuring presence of the facilitators, correspondence about the activities and being available in case of need such as the absence of a facilitator or managing on site issues. We have hence chosen to smooth the hours over the year, and it is expected that that the coordinator will anticipate and manage their time to accomplish their role. Salary is negotiable.

Application

• Please send us a cover letter describing your interest in and qualifications for this position and a resume/cv.
• Please also have three professional references available.

Job Description – Detailed

Planning & Scheduling

• Determining weekly schedule of activities that offer varied and age-appropriate activities each day.
• Ensure activities are suitable for the environment/classrooms available.
• Co-ordinate teachers regarding days available and resources required including a brief of the activity.
• Co-ordinate with school office regarding room availability and scheduling.
• Confirm the proposed schedule and budget with the EFM and graphic designer pre-publication.
• Develop and implement procedures and policies.

Sourcing & Coordinating Teachers (Animateurs/Moniteurs)

• Source suitably qualified animateurs/animatrices/monitors/monitrices via advertising, social media, recommendations to build a stable and committed term team.
• Conduct telephone interviews and arrange face to face interviews with EFM members.
• Prepare and coordinate administration such as contracts, provision of policies, operational guidelines, sign in processes, payment procedures etc.
• Provides teachers at the start of term with a full dossier of details to include guidelines, schedule, attendance lists, contact details, FAQs etc.
• Conduct orientation for teachers and ensure understanding of role and commitment.
• Coordinate teacher team and be point of contact for teachers.

Finance

• Review Trybooking enrolments to ensure activities are at optimal level as possible.
• Provide basic proposed budget and P&L for each Term.
• Ensure teachers have provided their Staff Information details, Tax File numbers and super choices as appropriate.
• Provide teachers sign in sheet to the Business Manager each Monday and liaise with Business Manager accordingly.
• Ensure timely receipt of teacher expenses and provided to the business manager for processing.
• Process refunds via Trybooking as appropriate to withdrawal requests or where cancellations have had to take place.

Enrolments & Marketing

• Set up bookings via Trybooking system and test.
• Manage notices/advertising/pr/campaigns via parent communication channels (ie Compass / newsletter / Facebook / EFM website and partners) regarding opening of bookings and programme.
• Monitor bookings and enrolments to ensure optimum attendance.
• Review levels of bookings with the EFM and class continuation.
• Manage amalgamation, cancellation of non-optimal classes and communications.

Attendance Administration (Student and Teacher)

• Set Up attendance lists ensuring all parent contact and medical information.
• Provide teachers with attendance lists and ensure they understand the check in and parent check out processes.
• Provide weekly timesheet of teacher’s attendance by following Monday morning.
• Coordinate and liaise with parents and teachers in the event of an absence of a teacher including sourcing temporary cover (unless yourself) contacting parents about attendance if unable to secure cover, and re-distribution of students as necessary.

Presence & Operations

• Be present each day from 3.15 – 5.15pm to ensure smooth operations of activities.
• Collect absence lists from school office and reference to each attendance list/teacher
  Ensure Teachers have signed the timesheet.
• Collect all Prep/Foundation level students and take to the collection point.
• Follow up on any unexpected absences via School Office, Camp Australia or by telephoning parents (if appropriate):

1. Ensure behavioural standards and school rules are adhered to in all classes.
2. Be prepared to host a class if a teacher is absent.
3. Be prepared to administer First Aid if required.
4. Responds to dedicated ASA phoneline.
5. Looks after children until parents arrive (if they’re running late) and manages appropriately

Stakeholder Relationships

• Establish the appropriate communication mechanisms with the stakeholders involved.
• Coordinate and liaise with the school environment, staff, and parents appropriately.
• Ensure activities adhere to behavioural and safety policies in alignment with EFM /school policies.
• Providing EFM Committee with regular feedback regarding students in the program.
• Be proactive to, and act as a liaison with parents providing relevant customer service in a timely manner.
• Manage regular feedback from parents and stakeholders including annual survey.

Events & Communications

• Coordinate an end of year event that enables teachers and children to showcase what they have been doing over the term/year. This will entail co-ordinating with the school, teachers, parents and EFM amongst others to produce a manageable and fun event.
• Provide the EFM with feedback on risks/issues as needed.
• Provide the EFM with information that is suitable to be published in newsletters, on websites, social media etc.

General aptitudes

• Enjoy working with school-age children.
• Have energy, attention to detail, empathy, flexibility, initiative, the ability to collaborate, and have a commitment to teamwork.
• Must have highly developed communication skills and be able to manage multiple stakeholders.
• Must be able to maintain regular attendance, be punctual, and dependable.
• Competent in Microsoft skills, social media and adopting use of software for improving processes.
• You will report to the EFM Management Committee.

Requirements

• Experience working with pre-school or primary school children.
• Suitably qualified in children’s education (diploma or equivalent) or working towards it (Early Childhood Education, BAFA.
• Previous experience in event management, project administration and c-ordination would be highly advantageous.
• French-English bi-lingual highly desirable.
• Demonstrable organisation and planning skills.
• Must have Working with Children Check.
• First Aid highly desirable.
• Availability: Monday – Friday from 3.15 to 5.15 pm during Term Time.
• Citizenship, residency, or work VISA in Australia required.

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