Library Manager / Publications / Administration Support - ES 1-3

Gisborne Secondary College is a large, stand alone, Year 7-12 College with an enrolment of approximately 1000 students. Our large catchment area covers the Macedon Ranges, north-west of Melbourne. Over 70% of our students travel to school by bus and the College is an important social focal point for students from different towns of the region.

Our school has an incredibly strong pathways and transition program, supporting close to 70 VCE and VCE VM units of study each year. We also have students accessing pathways through School-based Apprenticeship and Traineeships, and numerous VET programs. A comprehensive Applied Learning program operates, with excellent outcomes for the students involved.

We have also established an excellent reputation in the Performing Arts, a program supported by our superb Performing Arts Centre.

Our community is also comprised of incredibly passionate and talented sports people and we send over 50 sports teams out to compete every year, many of whom reach regional and even state level. 

The College aims to ensure that individuals feel safe, secure and supported in their learning within a large cohort. We are seen by the community as having a strong focus on student wellbeing and have strong links to local support agencies.

Staff work together in Professional Learning Teams dedicated to building teacher capacity and improving student outcomes at all levels.

Other key features of the College include:

• A new instructional Framework developed by the College (LEARN), which includes a strong focus on evidence-based HITS.

• A Junior Sub-School (year 7 to 9) and a Senior Sub-School (year 10 ¿ 11)

• In 2026 we will introduce a year 7 extension program called Aspire

• A specific Year 9 Program designed to lift engagement and develop adult-like responsibilities

• A three-year Senior School Program that allows all students to accelerate across year levels, and ensures students are better prepared for the challenges of senior school qualifications.

• An extensive VET program, including: Building & Construction, Furniture Making, Music, and Dance

• A strong vocational program including access to School Based Apprenticeship and the HeadStart program.

• A strong careers development and pathways program

• A Double-court Gymnasium, in joint use with the Macedon Ranges Shire Council, valued at $4m

• The 216-seat Barcham Theatre housed within the new performing arts complex, refurbished at a cost of $1.3m.

• In 2025 we opened a brand new administration building and wellbeing centre

• In 2026 we opened our brand new trades hub

• A 1:1 `Bring Your Own Device¿ Computer program that provides for computer connectivity for all students across all year levels.

SC1   Demonstrated experience and skills in the coordination and promotion of a Library and the capacity to develop efficient and effective procedures and guidelines.

SC2   Demonstrated excellent interpersonal/communication skills and the ability to work cooperatively with students and staff.

SC3   Demonstrated proficiency in the use of AssessIt Library management system, online resources, other relevant software and computer technologies.

SC4   Demonstrated commitment to professional learning and growth.

SC5   Demonstrated ability to work independently, set priorities and meet deadlines.

The Library Manager / Publications and Administration Support position is responsible for the effective management and day-to-day operation of the College Library, while providing high-quality publications, communications and administrative support across the College.

The role contributes to a positive, welcoming and engaging library environment that supports student learning, literacy, research and collaboration. The position is responsible for maintaining an accessible and relevant library collection, coordinating the management of library resources and equipment, and supporting students and staff in their effective use of the Library.

The role also provides administrative and publications support to the Principal, leadership team and broader College community, contributing to the professional presentation of College communications and the efficient administration of key College processes.

The position requires a high level of organisation, initiative, attention to detail, confidentiality and customer service, together with the ability to work collaboratively with students, staff, families, suppliers and external organisations.

1. Library Management

• Manage the day-to-day operation of the College Library, ensuring it is a welcoming, organised, safe and accessible environment for students and staff.
• Manage appropriate cataloguing, borrowing and resource management systems for library resources, equipment and teaching aids, including the Accessit library management system.
• Develop and maintain library collections that reflect curriculum requirements, student interests and the diverse learning needs of the College community.
• Select and source fiction, non-fiction and other educational resources in consultation with relevant teaching and leadership staff.
• Liaise with suppliers, publishers and external providers regarding the selection, ordering, acquisition and maintenance of library resources.
• Process new books and library materials, including cataloguing, labelling, barcoding, covering and preparing resources for circulation.
• Maintain, repair and replace damaged resources to ensure the collection remains accessible, relevant and fit for purpose.
• Maintain accurate records of acquisitions, loans, returns, lost resources, stock and other library information.
• Undertake regular stocktake and collection maintenance, including identifying damaged, outdated, duplicate or unused resources for review.
• Shelve and organise resources appropriately and ensure the Library collection is maintained to a high standard.
• Monitor library usage and resource demand to inform collection development and future purchasing.
• Coordinate the borrowing and return of library resources, cameras, audiovisual equipment and other College equipment.
• Maintain accurate records of equipment loans and follow up overdue, missing or damaged items.
• Provide assistance, supervision and guidance to students and staff in locating, accessing and appropriately using library resources, equipment and facilities.
• Prepare and coordinate displays, presentations, exhibitions and promotional activities that encourage student engagement, reading and learning.
• Support the effective use of the Library as a learning, research, literacy and collaborative space.

2. Publications and Communications

• Coordinate the preparation, production and distribution of College publications, including newsletters, annual publications, brochures, handbooks and other communication materials.
• Coordinate the collection, editing, formatting and organisation of content, photographs and other materials required for College publications.
• Assist staff with the preparation, formatting and presentation of documents and publications to ensure a consistent and professional standard.
• Maintain publication schedules and liaise with relevant staff to ensure content is received and deadlines are met.
• Ensure publications and communication materials are accurate, current, appropriately presented and consistent with College communication requirements.
• Assist with the development and maintenance of digital and printed communication resources for students, staff, families and the broader College community.
• Maintain organised electronic and physical archives of College publications and significant College records.
• Support the professional presentation of College information, events, achievements and initiatives through appropriate publications and communication materials.

3. Administration

• Provide responsive and professional administrative support to the Principal, leadership team, teaching staff and Education Support staff as required.
• Assist with general office administration, correspondence, data entry, document preparation, filing and records management.
• Maintain accurate, confidential and up-to-date records in accordance with College and Department of Education requirements.
• Assist with the preparation of meeting documentation, agendas, minutes, reports, presentations and other administrative materials.
• Respond to enquiries from students, staff, families, suppliers and external organisations in a professional and timely manner.
• Assist with the coordination of bookings, events, activities, meetings and College programs.
• Maintain effective administrative systems that support the efficient operation of the Library, Publications and broader College functions.
• Assist with ordering, purchasing and monitoring resources, supplies and equipment in accordance with College processes and budget requirements.
• Provide administrative support for College events, including the preparation of materials, resources, signage, displays and communication materials.
• Assist with the coordination and maintenance of relevant databases, records and administrative systems.
• Undertake other administrative duties consistent with the responsibilities and classification of the position, as required by the Principal or Business Manager.

4. Customer Service and Collaboration

• Provide a welcoming, professional, responsive and student-focused service to students, staff, families and visitors.
• Establish and maintain positive working relationships with students, staff, leadership, suppliers, publishers and external organisations.
• Work collaboratively with teaching staff and leadership to identify library, resource, publication and administrative needs.
• Provide appropriate supervision and support to students using the Library and associated facilities.
• Promote a positive culture of reading, learning, creativity, research and responsible use of College resources.
• Maintain confidentiality and exercise appropriate discretion when dealing with students, staff, families and College information.
• Respond appropriately to enquiries and provide accurate and timely information within the scope of the position.
• Contribute positively to the broader operation, culture and continuous improvement of the College.

5. Compliance, Records and Confidentiality

• Maintain accurate and confidential records in accordance with College and Department of Education requirements.
• Ensure library, equipment, publication and administrative processes are undertaken in accordance with relevant College policies, procedures and guidelines.
• Exercise appropriate judgement when handling confidential, sensitive or personal information.
• Maintain a high level of accuracy and attention to detail across all aspects of the role.
• Identify and report issues relating to resources, equipment, facilities, student safety or administrative processes to the appropriate staff member.
• Contribute to a safe, respectful and inclusive environment for all members of the College community.

6. General Responsibilities

• Demonstrate initiative and effectively prioritise competing tasks and responsibilities.
• Work independently while also contributing effectively as a member of the broader Education Support team.
• Maintain professional standards of conduct and customer service at all times.
• Participate in relevant professional learning and development opportunities as required.
• Support College priorities, strategic directions and operational requirements.
• Undertake other duties consistent with the responsibilities and classification of an Education Support Level 1 Range 3 position, as directed by the Principal or Business Manager.

Key Selection Attributes

The successful applicant will demonstrate:

• Strong organisational and administrative skills, with the ability to manage competing priorities and meet deadlines.
• Excellent attention to detail and accuracy.
• Strong communication and interpersonal skills.
• A demonstrated commitment to providing high-quality service to students, staff and the College community.
• Ability to work independently and collaboratively within a team environment.
• Initiative, flexibility and the ability to respond effectively to changing priorities.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Competence in using library management systems, digital technologies and standard administrative software.
• An understanding of contemporary library practices and the role of libraries in supporting student learning.
• A commitment to supporting a positive, inclusive and engaging learning environment.

Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

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 *******@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.

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

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

• A current 'Employee Working With Children Check' is required for this position.

• Applicants wishing to find out more specific information about the role please contact Suzie Harrison, Acting Principal, through the College email address: ***********@education.vic.gov.au.

• 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