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April

Middle School Receptionist | Administration Assistant

Secretaries.com.au - Spring Hill, QLD

Administration & Secretarial
Source: uWorkin

JOB DESCRIPTION

  • #19501107
  • 31 Mar 2021

Middle School Receptionist | Administration Assistant

  • Brisbane Grammar School

  • Spring Hill, Queensland
  • $60,000 - $70,000 p.a.
  • Full-time

Brisbane Grammar School

Brisbane Grammar School is a non-denominational boys’ school of about 1700 students (Years 5-12) situated in Spring Hill. The School maintains a 150-year strong tradition of academic excellence, extensive co-curricular activities, and student wellbeing programs across the school and Boarding facility. We are fortunate to have a team of dedicated and professional staff who provide an exceptional learning environment which is responsive to the needs of our students.

Position

Title: Middle School Receptionist/Administration Assistant

Reporting to: Head of Middle School and Executive Director Educational Innovation

Status: Full time | Ongoing | Term time

Being a school environment, our staff go the extra mile to facilitate the best possible outcomes for students and parents. You will be expected to contribute to our culture of care and collaboration while maintaining a professional and student-focused approach.

Reporting to the Head of Middle School (through the Personal Assistant to Head of Middle School) and the Executive Director Educational Innovation, this full-time | term time role is shared across two areas of school operation. For 3 days a week you will undertake professional reception duties and provide exceptional customer service, supporting the Middle School Office. For 2 days a week you will provide administrative support to the Learning Organisation Team.

Reception duties include:

  • Greet and welcome guests in a professional, warm and friendly manner.
  • Provide accurate information in-person and via phone/email in relation to the School.
  • Assist parents with MyGrammar enquiries.
  • Maintain the professional presentation of the reception area.
  • Perform clerical receptionist duties such as formatting documents, certificates, filing, printing and photocopying.
  • Assist students and teachers with miscellaneous requests.
  • Recording and reporting student absentee information in school database (absentees, excursions, health alerts etc).
  • Maintain office security.
  • Triaging student incidents (from missing lunch boxes and school bags to First aid accidents etc).

Administration duties (Learning Organisation Team) include:

  • Manage calendars and appointments of team members.
  • Liaise with other administrative officers to schedule meetings.
  • Prepare and manage correspondence.
  • Draft communications when required.
  • Maintain relevant filing systems.
  • Operate and care for the Learning Organisation Team office.
  • Order and arrange payment for resources as required.
  • Contribute to the design/layout/formatting of resources for the Professional Learning Hub (teachers’ online catalogue of resources).
  • Manage communication as required with external research partners.
  • Use computer-based programs/systems to design, layout and print Learning Organisation Team publications and learning materials.
  • Photocopy, duplicate, and print/bind documents and other resource materials.
  • Record, transcribe, and collate information as required.
  • Manage minutes of Learning Organisation Team meetings.
  • Manage production/formatting/transfer of Learning Organisation Team marketing materials.
  • Conduct research for resources as required.

About You

You have an ability to work independently, show initiative and be able to maintain strict confidentiality. You build rapport quickly and make good decisions under pressure. You enjoy juggling multiple responsibilities in a fast-paced environment and work collaboratively with the broader team to support the School’s objectives.

Your experience includes:

  • A minimum 3 years’ experience in a professional customer focused reception and/or administration role.
  • Maintaining the highest level of confidentiality.
  • Intermediate technical knowledge of Microsoft Office, SharePoint, and OneDrive (essential)
  • Technical knowledge in Synergetic or any other school management system (desired).
  • Competent operation of the Mitel Phone system.
  • Accurate operation of the SINE iPad security system (desired).

You can demonstrate:

  • A professional attitude and appearance at all times
  • Excellent time management skills and the ability to work efficiently and with flexibility
  • Strong organisation skills
  • Strong people engagement skills
  • Strong attention to detail
  • Initiative to proactively complete tasks that may arise from time to time
  • Excellent interpersonal, written, and verbal communication skills
  • Success working to deadlines
  • Strong commitment to and the ability to work collaboratively
  • Strong resourceful and proactive skills when issues arise
  • Adherence to workplace policies, systems, and procedures.

Application process

Brisbane Grammar School recognises the value of diverse thinking and we encourage qualified candidates from diverse backgrounds to apply. To better understand what it means to join BGS, please review the information on our website and social media accounts before submitting your application. You should also familiarise yourself with our key policies and procedures which may assist you during the recruitment process.

To help us assess your application, you will be asked some questions when you submit your application. You may also wish to submit copies of qualifications and academic results, if relevant.

Candidates must disclose any information relevant to their eligibility to engage in activities involving children.

Applicants for all positions must be eligible for a positive notice and a blue card through the Department of Justice and Attorney-General. Candidates must disclose any information relevant to their suitability to work with or around children.

Applicants may be requested to complete skills and psychometric tests as part of the School’s evaluation process.

Applicants must submit:

  • A cover letter (1-1½ pages) addressing the criteria
  • A full CV including: The names, addresses, titles and telephone numbers of two (2) recent professional referees. One of these referees should be the applicant’s most recent direct supervisor and the other the applicant’s most recent Headmaster/Principal (if applicable).
  • Evidence of your relevant training certification and/or qualifications.
  • Photo Identification (e.g. passport, or both sides of a Driver’s Licence).

Only applications adhering to all of the above will be considered. Only applications submitted through the online submission portal will be considered.

Brisbane Grammar School reserves the right to close applications early if a suitable candidate is found.

For further information please contact recruitment@brisbanegrammar.com.

Applications close:

20 April 2021

Spring Hill, QLD

Administration & Secretarial




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