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Ancillary major functions and skills

This page helps people seeking ancillary work and current ancillary employees to complete the employable ancillary register (EAR) or ancillary placement register (APR).  

Ancillary positions involve a range of skills, knowledge, experience and expertise. Vacancies may require more than 1 major function or skill for:

  • Aboriginal community education officers (ACEOs)
  • early childhood workers (ECWs)
  • government services employees (GSEs)
  • school services officers (SSOs).

In schools and preschools, major functions are key focus areas, and skills (see in page) relate to specific tasks or proficiencies.

Major functions and criteria

To be considered for ancillary employment, you will need to list at least 1 major function on your online ancillary application. Before selecting a major function, check you can meet the criteria.

All responsibilities within a major function are appropriate to an employee’s classification level.

Aboriginal community education officers (AE)

Open to Aboriginal people only, the ACEO major function includes:

  • working with children, young people and sometimes adult learners in the Aboriginal community of a school
  • case management of children at risk
  • the development of programs.

Aboriginal program (AP) – ECW and SSO only

You’ll provide a culturally appropriate program for children and families including:

  • assisting in the planning of programs and supervision of children
  • demonstrating knowledge of Aboriginal cultures and values
  • communicating effectively with Aboriginal families.

Bilingual (BI) – ECW and SSO only

You’ll provide language and multicultural support to children, students, staff and families including:

  • working with individual and small groups of children and students
  • translating curriculum support materials and consent forms into the appropriate language
  • developing teaching aids and selecting appropriate resources
  • interpreting and liaising as required for staff, children, students and families
  • supporting the planning and implementation of programs for children and families.

You’ll need to let us know your other languages on your application.

SSOs need to have their language skills verified in an interview before an offer of employment can be made. See bilingual school services offer program for more information.

Business manager and administrator (SA) – SSO only

You’ll be responsible for:

  • HR management of non-teaching staff
  • identifying and providing professional development for non-teaching staff
  • providing leadership to ensure the provision of administrative, financial and personnel management
  • line managing all support staff
  • performance management of non-teaching staff
  • physical resource management
  • financial management
  • asset, grounds, breakdown maintenance.

Clerical (CE) – ECW and SSO only

You’ll undertake a range of general clerical duties including:

  • answering public enquiries and providing accurate and relevant information by phone or personally
  • referring telephone and personal enquiries to the appropriate person
  • general clerical support by word processing letters, data entry, photocopying and filing
  • distributing correspondence, messages, faxes, agendas and minutes of meetings  to the appropriate person/s
  • data management support including Microsoft Office, keyboard skills (schools online and SACE) and data entry
  • processing leave forms and change in time.

Community liaison (CN) – ECW and SSO only

You’ll be a first point of contact for the community including:

  • school promotion
  • developing and maintaining identified projects
  • making and maintaining links with the community
  • working with a wide variety of people.

Community library (CL) – SSO only

You’ll work in a community library, which may include out of school hours work, and undertake tasks including:

  • contributing to client access to information
  • using networked services effectively to provide access to information
  • acquiring and processing resources
  • obtaining information resources from remote sources
  • undertaking cataloguing activities.
  • demonstrating a knowledge of the library and information industry
  • developing and using information literacy skills
  • processing and maintaining information resources
  • assisting with circulation services
  • using multimedia
  • using business technology
  • providing quality service to customers
  • following health and safety procedures.

Competent data management (DM) – ECW and SSO only

You’ll undertake a range of data management tasks including:

  • developing and maintaining formal operational procedures in relation to recording and reporting practices and systems
  • ensuring consistency and accuracy of data entry standards and the management of records in line with department records management procedures including archiving
  • researching specific matters as requested in regard to data, and retrieval and collation of data
  • collaboratively managing the department’s data collections throughout the school year including the term 1 and term 3 census by ensuring the accuracy of all EDSAS data
  • overseeing management of all data for student enrolment, transfer and transition processes including liaising with appropriate personnel and feeder schools and reporting information to the leadership team as required
  • maintaining student files (manual records) and making decisions about archiving information as appropriate
  • collaboratively managing the data entry systems (EDSAS, Timetabler and DAYMAP) related to the development and ongoing maintenance of the school’s timetable and attendance records.

Computer systems manager (CM) – ECW and SSO only

You’ll provide a range of administration and school computing support for hardware and software requirements, and may have responsibility for:

  • budget and asset management
  • long-term planning and the maintenance of the network including backup, restoration, managing work space, security and virus removal
  • daily maintenance of the computing facilities; loading new software and ensuring printers are loaded
  • managing the maintenance and repairs of computer hardware and software
  • managing the use of email and the internet.

Computing support (CO) – ECW and SSO only

You’ll provide para-professional and related support to administration and curriculum computing needs involving hardware and software requirements, and may be responsible for:

  • ensuring day-to-day maintenance of the network including backup, restoration, managing work space, security and virus removal
  • daily maintenance of the computing facilities; loading new software and ensuring printers are loaded
  • managing the maintenance and repairs of computer hardware and software
  • managing use of email and the internet.

Culturally diverse (CD) – ECW and SSO only

You’ll provide support to culturally diverse children, students, staff and families including:

  • working with individual or small groups of children and students
  • developing teaching aids and selecting appropriate resources
  • liaising with staff, children, students and families
  • supporting the planning and implementation of programs for children and families taking into consideration the diverse backgrounds of students
  • understanding and awareness of diverse cultures and the impact this has on student learning outcomes
  • contributing to the development of and implementation of cultural awareness programs for students and staff.

Curriculum (CS) – ECW and SSO only

You’ll undertake para-professional curriculum and classroom duties supporting student educational outcomes including:

  • clerical and curriculum computing support
  • providing support in groups or one on one with students
  • reporting to the teacher on student progress (usually verbally)
  • providing individual assistance in literacy and numeracy
  • preparing and using resources such as alphabet cards, flash cards and lesson support materials
  • assisting teaching staff such as organising excursions, photocopying
  • researching material in the resource centre
  • supporting the development of reading, writing, numeracy and oral language skills
  • supporting learning for students with disabilities or students with additional needs in the classroom
  • supporting the development of student research skills including the use of e-learning tools and resources
  • supporting culturally and linguistically diverse children.

Finance support (FN) – ECW and SSO only

You’ll support financial and accounting duties and activities, and you must have some experience or developing experience with EDSAS finance or computerised accounting systems. Tasks may include:

  • entering financial information into an accrual accounting system (EDSAS)
  • invoicing and receipting of cash, cheques and credit cards
  • preparing daily banking
  • reconciling monthly of bank statements, GST and employee entitlements
  • preparing accounts for payment, matching invoices with purchase orders and processing cheques for signature
  • compliance with treasurer’s instructions, administrative instructions and guidelines and all relevant legislation
  • stocktaking, end of year procedures and reconciliations.

Competent finance (FQ) – ECW and SSO only

You’ll undertake financial and accounting duties and activities, and you must have experience with EDSAS finance, financial qualifications or experience with computerised accounting. Tasks may include:

  • preparing and analysing statutory reports including balance sheets, profit and loss statements, business activity statements (BAS) and instalment activity statements (IAS)
  • preparing and analysing management reports including reporting to governing council for all entities in EDSAS
  • entering of financial information into an accrual accounting system (EDSAS)
  • invoicing and receipting of cash, cheques and credit cards
  • participating in budget preparation
  • monthly reconciliation of bank statements, GST and employee entitlements, liability lines
  • preparing accounts for payment, matching invoices with purchase orders and processing cheques for signature
  • compliance with treasurer’s instructions, administrative instructions and guidelines and all relevant legislation and audit requirements
  • debt recovery, depreciation, cluster management.

Grounds and agriculture (GA) – GSE and SSO only

You’ll maintain grounds and agriculture programs including:

  • basic garden maintenance such as mowing and maintenance of lawns, ovals and sports field preparation
  • basic machinery maintenance
  • waste management
  • routine farming and horticultural tasks
  • installing and repairing irrigation systems
  • the ability to drive a tractor.

Facilities (GB) – GSE only

You’ll maintain facilities and undertake tasks including:

  • building security
  • preventative maintenance and minor repairs such as basic painting, graffiti removal, basic carpentry and minor construction work
  • furniture resource management and repairs
  • waste management.

Stores (GC) – GSE only

You’ll contribute to the school’s store function including:

  • stocktaking
  • receipt and issue of equipment and stock
  • arranging deliveries and orders
  • liaising with suppliers.

Laboratory (LA) – SSO only

You’ll support the science faculty to deliver science programs, with tasks including:

  • providing information on general operating procedures within laboratories eg the process for timetabling practical lessons in the laboratory
  • establishing and maintaining processes that make sure all chemicals and equipment are accounted for on the completion of lessons
  • responsibility for the safe handling and disposal of chemicals and other dangerous substances follow WHS guidelines
  • maintaining supplies (eg purchase of any organs) and assisting with the annual stock take
  • maintaining laboratories in a clean and orderly condition and undertaking minor repairs to equipment (eg alligator clips, pipettes, hoses)
  • ChemWatch.

Occasional care (OQ) – ECW and SSO only

You must have an approved early childhood qualification. A Diploma in Children’s Services, Education and Care is the minimum qualification.

You’ll supervise, arrange and contribute to an effective occasional care program for children 0 to 5 years, with tasks including:

  • demonstrating knowledge and understanding of child development theories and practices
  • supervising and coordinating a child care program for children 0 to 5 years
  • undertaking relevant administrative tasks
  • supporting and communicating with families from diverse social, cultural and economic backgrounds.

Occasional care support (OU) – ECW and SSO only

You’ll assist in planning, implementing and integrating occasional care for children and families, including:

  • demonstrating awareness of child development theories and practices as they relate to children 0 to 4 years
  • assisting in the planning, implementation and integration of an early childhood program to facilitate play based learning
  • supporting and communicating with families from diverse backgrounds.

Playcentre (PL) – ECW only

You’ll provide a quality playcentre program in rural communities by working with parents in planning and delivering a developmental play program including:

  • developing, coordinating and facilitating a play based program for children 0 to 5 years
  • accessing and maintaining appropriate resources.

Preschool (PR) – ECW and SSO only

You must have an approved early childhood qualification. A Certificate III in Children’s Services or Education Support is the minimum qualification.

You’ll assist in the planning, implementation and integration of programs for children and families including:

  • demonstrating a knowledge and experience of the role of play in children’s learning
  • working with trained staff and families to contribute to appropriate programs
  • demonstrating a basic knowledge of strategies to support OHS&W obligations
  • undertaking administrative and organisational tasks as required.

Preschool support (PP) – ECW and SSO only

Under the supervision of qualified staff, you’ll provide specific support for children with additional needs (disabilities, developmental delay, significant communication difficulties, and challenging behaviours), with tasks including:

  • collaboratively developing and implementing programs for children with special needs
  • maintaining records of children’s progress
  • selecting and accessing appropriate resources
  • communicating and sharing information with families.

Resource centre (RC) – SSO only

You’ll be responsible for contributing to the provision of a resource centre support service, with tasks including:

  • using library computerised systems
  • processing new books, inserting security strips, barcoding, book covering and assist with stocktaking
  • completing rostered desk duty and assist with training of staff
  • contributing to the maintenance of the resource centre collection eg vertical files, displaying new books, repairing books, shelving and electronic resources (DVD/CD/videos) storage and display
  • providing research assistance to teachers and students
  • providing an audio visual support role, setting up DVD/video services, recording of programs, maintaining equipment and instructing staff and students
  • setting up displays
  • maintaining computers, installing software and using the internet
  • organising and coordinating the textbook loan scheme and coordination of resources on a computerised system
  • assisting in the development and provision of access to curriculum support resources
  • contributing to client access to information and using network services effectively to provide access to information
  • obtaining information resources from remote sources for clients.

In a higher-level role, you may undertake tasks including:

  • knowledge of the library and  information industry
  • developing and using information literacy skills
  • assisting with circulation services
  • using multimedia
  • using business technology.

Rural care (RQ) – ECW only

You must have an approved early childhood qualification. A Diploma in Children’s Services, Education and Care is the minimum qualification.

You’ll be responsible to the preschool director or site manager for the provision of a quality long day care program and contribute to the planning and evaluation of the program to meet the needs of individual children 0 to 12 years, their family and the rural community. Tasks include:

  • facilitating in planning, implementing, evaluating and reporting of care and education programs
  • facilitating children’s learning through play
  • facilitating children’s inclusion and participation in all areas of curriculum
  • providing assistance, information and encouragement to parents
  • supporting and maintaining effective communication and links between staff and parents
  • undertaking relevant administrative activities within the rural care program.

Rural care support (RU) – ECW only

You’ll be responsible to the preschool director or site manager for the provision of a quality long day care program and support the planning and evaluation of the program to meet the needs of individual children 0 to 12 years, their family and the rural community. Tasks include:

  • assisting in planning, implementing, evaluating and reporting of care and education programs
  • supporting children’s learning through play
  • supporting children’s inclusion and participation in all areas of curriculum
  • providing assistance, information and encouragement to parents
  • supporting and maintaining effective communication and links between staff and parents
  • undertaking relevant administrative activities within the rural care program.

Secretarial (SC) – SSO only

You’ll be responsible for providing a secretarial service to the principal and other senior staff, with tasks including:

  • answering all telephone and personal enquiries directed to the principal with accurate and relevant information
  • coordinating all appointments
  • high-level computer skills for producing confidential documents and correspondence for the principal and senior staff
  • assisting with student enrolment and transfers
  • advising parents, staff, students and visitors on school and departmental policies, practices and procedures on a variety of issues including school uniform, bus routes and school discipline
  • managing calendars and emails.

Special school, unit or class support (SE) – ECW and SSO only

Under the supervision of teaching staff, you’ll provide curriculum, behaviour and social skill support for students with disabilities. Tasks may include:

  • providing classroom support for students with disabilities
  • personal care support
  • working with students with communication complexities
  • assistance with general wellbeing and safety of students and children.

Student with disabilities (SD) – ECW and SSO only

Under the supervision of teaching staff, you’ll provide special education classroom and curriculum support for students with special needs. This doesn’t involve students with severe and multiple disabilities. Tasks may include:

  • working with students with disabilities on a one on one basis in handwriting, language, phonics and fine motor skills (according to program set by teachers)
  • providing support for students experiencing learning difficulties, for example language disorders, speech problems and early development problems
  • preparing any teaching aids and modifying specific activities
  • reporting student progress, negotiated education plans (NEP) and individual education plans (IEP)
  • assistance with general wellbeing and safety of students and children.

Students with severe and multiple disabilities (SM) – ECW and SSO only

Under the supervision of teaching staff, you’ll provide special education classroom and curriculum support for students with special needs including severe and multiple disabilities in mainstream and special schools. Tasks may include:

  • monitoring the physical condition of each student and reporting injuries, illness or problems with support equipment
  • repositioning the student according to activities
  • feeding, dressing and attending to the personal hygiene of students
  • assisting in the use of apparatus and equipment for the transport and movement of students
  • applying minor therapy to improve or maintain the physical condition of students
  • assistance with general wellbeing and safety of students and children.

SSO replacement (SR) – SSO only

You can use this code to indicate you are interested in undertaking short-term SSO relief for periods no more than 4 weeks in the schools or your choice.

Sports support (SS) – SSO only

In collaboration with the teaching sports coordinator, you’ll provide the first point of contact for students, parents and community groups on sports matters including:

  • providing strategies to increase student participation in sport
  • organising and supervising sports matches and training sessions
  • organising coaches and umpiring needs
  • maintenance and ordering of sports equipment and first aid supplies
  • building partnerships and networks with sporting communities.

Student services (ST) – SSO only

You’ll be the first point of contact for students, parents and community groups regarding student matters. Tasks may include:

  • providing a check in and out service for late arrivals and managing absentee information
  • liaising with students and parents on matters of student welfare
  • coordinating necessary medical arrangements with the first aid officer, maintaining all first aid kits and managing the sick room
  • assisting in the provision of clerical duties, some of which may require high levels of accuracy and confidentiality eg student reports, exams, data management systems (schools Online, and SACE)
  • organising and coordinating the textbook loan scheme and coordination of resources on a computerised system.

An SSO receptionist in a primary school will do all these tasks.

Tech studies support (students) (TS) – SSO only

Your focus is student based and may involve:

  • supporting students using machinery
  • support in making sure safety checks are conducted
  • contributing to providing safe work practices.

Tech studies support (machinery) (TG) – GSE only

Your focus is machine based and may involve:

  • supporting machinery safety checks
  • monitoring safe work practices.

Word processing (WP) – ECW and SSO only

You’ll provide a word processing service for staff and have a verified proficiency of at least 40 words per minute in line with the Australian standard 2708-1984 (typing speed test).

You must list word processing packages using a verification of skills sheet and attach a copy of your proficiency certificate.

Youth worker (YW) – SSO only

In collaboration with the school counsellor, you’ll be the first point of contact for students, parents and community groups through:

  • case management of students
  • developing resources and training packages
  • building partnerships and networking with local community service providers
  • written reports and record keeping
  • working with students with complicated backgrounds or abuse
  • working with small groups one to one.

Skills

Skills relate to 1 or more major functions. You can gain the following skills by working in schools and preschools or through other work and community experiences.

  • Adult re-entry (AR) – SSO only
  • Agriculture studies (AS) – SSO and GSE only
  • Basic welding (WL) – GSE only
  • Clean and maintain a swimming pool (PM) – GSE only
  • EDSAS – finance module (SSO) – SSO only
  • EDSAS – school staff and student records (ES) – SSO only
  • Kitchen and garden specialist (KG) – SSO only
  • Lunch care (LC) – ECW only
  • Library systems (LI) – SSO only. You must be able to identify the system
  • Literacy and numeracy support (LN) – ECW and SSO only
  • Minor construction work, installation and maintenance of watering systems (MC) – GSE only
  • Oral and aural communication – hearing impaired (OA) – ECW and SSO only
  • Supervision of staff (SU) –GSE only
  • Total communication – hearing impaired (TO) – ECWs and SSO only
  • Tractor driving (TD) – SSO and GSE only
  • Vision impaired (VI) – ECW and SSO only
  • Working with Aboriginal children and families (AB) – ECW and SSO only
  • Working with children with challenging behaviour (CB) – ECW and SSO only
  • Working with children in child care programs (CC) – ECW only
  • Working with children with disabilities (CD) – ECW and SSO only
  • Working with children with communication difficulties (CI) – ECW and SSO only
  • Working with children with severe and multiple disabilities (MD) – ECW and SSO only
  • Working with emotionally disturbed students (EE) – ECW and SSO only
  • Vocational education training (VET) (VT) – SSO only.

Contact

People and Culture Services

Phone: 8226 1356
Email: education.hr [at] sa.gov.au