Lycée Condorcet - The International French School of Sydney Établissement homologué par le ministère français de l’Éducation nationale

758 Anzac Parade - Maroubra NSW 2035 – Australia Tel : 9344 8692 – Fax : 9349 2626

The International French School of Sydney is looking for

PERSONAL ASSISTANT TO THE BOARD – COMPANY SECRETARY (ref BO – 2001)

Location: Maroubra, NSW Part-time (0.5 of a FTE) Starting date: 24 August 2020 Must have a valid working rights

Context

Lycée Condorcet Sydney (LCS) is the French international school of Sydney. We currently enrol 1050 students from Maternelle (2,5 yo) to Y12 and employ more than 150 teaching and non-teaching staff. As part of our development, we are looking for dynamic, motivated staff who are highly available and flexible. Our team has the characteristic of being able to operate in a demanding and complex multi-cultural international context. In this very demanding, complex but exciting context, we are looking for a team member willing to embrace the French-Australian work culture of our School and be involved in the School Project for the sake of our student’s success and wellbeing.

Approved by the French Education Ministry and the NSW Education Standards Authority (NESA), the school is looking for a part – time Personal Assistant to the Board (19h/week – 0.5 of a FTE) from 24 August 2020. Main Duties The role of the Company Secretary includes the administrative function of Minute-taker of the Board,

ensuring the ongoing obligations under the ACNC Act, the governance requirements that apply under

the Corporations Act 2001, and the registration requirements in relation to governance standards

with NESA are met. As is the case with a number of companies, LCS has separated the role of

Company Secretary into 2 components. The choice to do this is in acknowledgement of the scope of

the duties involved; that of an administrative function along with that of legal compliance.

Lycée Condorcet - The International French School of Sydney Établissement homologué par le ministère français de l’Éducation nationale

758 Anzac Parade - Maroubra NSW 2035 – Australia Tel : 9344 8692 – Fax : 9349 2626

Neither the Board Minute-taker, nor the Company Secretary are Members of the Company or Directors of the Board, but rather they are members of the School's administrative staff Details of the duties The role of Company Secretary is divided as follows:

Board Minute-taker Primary Objective of the Role: The delivery of efficient administrative procedures that supports meetings of the Board. Key Relationships: Liaise with the Principal and Chairperson, ensures the preparation and dissemination of documents prior to, at and following Board Meetings. Follow-up and ongoing communication; ensure legal requirements regarding registers and storage of documents takes place. Duties and accountabilities required:

● Schedule meetings and issue notices to Directors of the Board; the Personal Assistant to the Board is responsible to manage responses and attendances of members for board meetings and “Conseils d’Établissement”

● Prepare, coordinate and distribute all Board papers within at least 48 hours of meetings (where these have been provided)

● In consultation with the Chairperson and Principal, prepare the Board meeting agenda ● Prepare and distribute minutes of all Board meetings approved by the Chair and Principal ● Ensure approved minutes are signed at the subsequent meeting. Minutes must be provided

to the Bursar to be kept on file ● Prepare other official Board communication approved by the Board ● Enter all action items into an Action Register which are mentioned in meeting minutes ● In charge of the management of the "cloud “which stores all board documents, minutes and

appendices…. ● Enter all resolutions into the Resolution Register which are mentioned in meeting minutes;

and ● Distribute and collect Board documents as requested by the Principal ● In charge of updating the website (Boards and official paper section)

Company Secretary

Key relationships: Liaise with the Board Minute Secretary, Principal and Chairperson as required; ensures compliance, recording and reporting requirements are met. Duties and accountabilities required (subject to change):

● Notify NESA as soon as practicable of any determination that a Director is not fit and proper. The Chairperson, Principal or Board Minute Secretary are responsible to bring this information to the Company Secretary's attention

● Notify NESA as soon as practicable if any Director cannot sign the fit and proper declaration ● Notify NESA via the required reporting channels of any changes to Directors within 28 days.

This includes changes to Directors of the Board at the time of any general meeting of the Company or if changes occur during the year

Lycée Condorcet - The International French School of Sydney Établissement homologué par le ministère français de l’Éducation nationale

758 Anzac Parade - Maroubra NSW 2035 – Australia Tel : 9344 8692 – Fax : 9349 2626

● Maintain all Board historical and governance record and ensure these are accessible on the Board section of the School Intranet

● Distribute ‘fit and proper’ statutory declaration at the start of each school calendar year

● Maintain a copy of the signed statutory declarations for 7 years following the Directors ceasing to be Responsible Persons

● File statutory declarations annually and ensure they are stored on the Board section of the School Intranet

● Store and retain Conflict of Interest Declarations and ensure these are accessible on the Board section of the School Intranet

● Maintain a Related Party Transaction (RPT) Register and retain audited RPT Registers 4 for a period of 7 years

● In charge of the management of the "induction" process of any new director; responsible to make sure every new director is inducted in required time

● Maintain the register of each Director’s professional learning annually using the Directors’ Professional Learning Register and ensure this is accessible on the Board section of the School Intranet. This register will record the names, role, date, nature and hours of professional learning and can be accessed via the Board section of the School Intranet. The Directors’ Professional Learning Register shall be retained for a minimum of 7 years

● Maintain the Induction Register for LCS and ● Maintain a register of the qualifications and expertise of the Company's Directors to

demonstrate their competence to govern an individual non-government school Required skills for the position: ● Minimum 1 to 2 years in a similar role ● Qualification in business skills, such as Certificate III in Business Administration or Certificate IV in

Business Administration ● Knowledge in school / legal compliance

● Excellent ICT and communication skills (oral and written in English); the ability to communicate in French (oral and written) will be seen as an advantage

● Strong administrative design capabilities desirable ● Evidence of the practice of a high level of confidentiality. ● Strong interpersonal and organisational skills ● Basic knowledge in accounting Ability to cooperate effectively within a team ● Capacity to manage own time, complete multiple tasks within a set time frame and show initiative ● Able to multitask ● Decision-making and problem solving skills ● Ability to improve the processes (Agenda, reporting to the Board and Members…) ● Excellent customer service ● A valid Working With Children Check ● A valid Child Protection Certificate ● Full Working rights Salary: Level 2 Clerical Officer Step 2.1 as per the Multi Enterprise Agreement 2017 (Support and

Operational Staff).

This position is a part – time position (19h/week) and you will be stood down during school holidays.

Lycée Condorcet - The International French School of Sydney Établissement homologué par le ministère français de l’Éducation nationale

758 Anzac Parade - Maroubra NSW 2035 – Australia Tel : 9344 8692 – Fax : 9349 2626

It is an offence under the NSW Child Protection (Prohibited Employment) Act 1998 for a person convicted of a serious sex offence to apply for these positions. For information on the mandatory NSW Working With Children Check click here. Application (cover letter, CV, 2 most recent reference letters) must be sent and by email quoting ref

BO – 2001 to recrutement@condorcet.com.au.

Only Candidates who have provided a complete job application will be taken into consideration.