Caulfield Grammar School is embarking on a critical 2-year project to review and replace a number of core school systems. This includes the Student Management System (incl Finance System, Admissions, Alumni), Learning Management System, HCM (including Payroll, Rostering & Time sheeting) and Parent Portal/app. This project is vital to improve efficiency, reduce cost, and support the school’s strategic objectives. The Business Analyst will be responsible for the review and analysis of Caulfield Grammar School’s system needs, while being the conduit between the business, stakeholders and solutions teams. As the Business Analyst you will be fully involved in the project lifecycle which will also include UAT and Testing. 

The Role   

The Business Analyst will play a pivotal role in the success of this critical Core Systems Replacement Program. With a broad range of responsibilities, these activities will work with various school departments and stakeholder groups at different levels.  

This position requires strong analytical skillsets with exceptional communication abilities, and a proven track record of working effectively within multifaceted technology projects throughout the entire project lifecycle. As a key part of the Project team which consists of the Project Director, Change Lead, Technical Lead and various subject matter experts, you will be instrumental in ensuring the new systems meet the evolving needs of our school community.   

This opportunity will be a 24-month fixed-term, full time role and works across multiple campuses with the potential for an extension. 

Requirements and Process Elicitation and Analysis:  

• Engage with users to understand their requirements and work with the vendors to ensure the system is configured to support these needs. We are employing a philosophy of ‘adopt not adapt’ and don’t expect the work to require a lot of requirements gathering. 
• Analyse current state business processes and identify opportunities for improvement and optimisation. 
• Identify and analyse potential impacts of the new systems on existing processes and systems and work with subject matter experts to design, develop and document new processes as required. 

Documentation and Communication:  

• Develop and maintain comprehensive business analysis documentation as required such as requirements specifications, process maps, gap analysis reports etc 
• Present findings and recommendations clearly and effectively to stakeholders through written reports and presentations. 

Testing Coordination and Assistance:  

• Coordinate with stakeholders and the vendors to plan and prepare for system testing activities, including the development of test scenarios and test data. 
• Assist stakeholders in executing test scripts, documenting test results, and identifying defects. 
• Work with the IT team and vendors to investigate and resolve identified defects. 
• Contribute to the development and execution of user acceptance testing (UAT) to ensure the implemented solutions meet business requirements. 

User Training Support:  

• Assist in the development of a training plan/approach, including identifying target user groups, training objectives, delivery methods (e.g., workshops, online modules, documentation), and timelines. 
• Contribute to the creation of training materials, such as user guides, quick reference sheets, and training exercises, ensuring they are aligned with business requirements and user needs. 
• Assist in the coordination and delivery of training sessions, providing support to users during and after the training process. 
• Gather feedback on the effectiveness of training programs and contribute to their continuous improvement. 

Stakeholder & Vendor Engagement:  

• Proactively engage with a diverse range of stakeholders, including school leadership, academic staff, administrative departments (e.g., admissions, finance, HR), IT personnel, students, and parents (where applicable), to build strong working relationships and understand their current processes, pain points, and future needs. 
• Facilitate workshops, interviews, surveys, and other elicitation techniques to gather business requirements. 
• Work closely with the selected vendors to understand the functionality of their systems and assist with their understanding of the school’s environment and needs through the planning, implementation and acceptance of the new systems.

Solving and Continuous Improvement:  

• Identify and analyse business problems and propose effective solutions. 
• Contribute to the continuous improvement of business analysis methodologies and processes within the program. 
• Proactively identify and escalate potential risks and issues related to requirements. 
• Model and live the Caulfield Grammar School values and behaviours 

Skills and Experience  

• Proven experience as a Business Analyst, preferably within the education sector or on complex system implementation projects involving the migration of data from legacy systems to new systems.  
• Demonstrated experience in eliciting, analysing, documenting, and managing business requirements for complex systems.  
• Strong understanding of business analysis methodologies and techniques (e.g., BABOK, Agile).  
• Experience and a willingness to coordinate and assist with testing (including UAT) and training. 
• Experience or knowledge working with or implementing LMS, SIS, or HCM systems is highly desirable, understanding the unique operational and academic environment of an independent school. 
• Excellent communication (written and verbal), interpersonal, and facilitation skills.  
• Strong analytical and problem-solving abilities with a keen attention to detail.  
• Ability to work independently and collaboratively within a team environment. 

Personal Attributes:  

• Highly organised and able to manage multiple tasks and priorities effectively.  
• Proactive and self-motivated with a strong sense of ownership.  
• Adaptable and resilient in a dynamic project environment.  
• Strong stakeholder management and influencing skills.  
• A commitment to the values and ethos of an independent private school. 
• Hold or willing to obtain an Employment Working with Children Check 

Enquiries: Employment@caulfieldgs.vic.edu.au 

Applicants will be required to undergo background checks as per the Schools Security Vetting Policy and guidelines.

Please submit your application by clicking on the APPLY button to be directed to our website