Administration Assistant and Sports Registrar

The Rockhampton Grammar School; Rockhampton Regional; On-site; AUD 25,000 - 36,000; Part time

Job summary

The Rockhampton Grammar School in Rockhampton, QLD, is seeking a dedicated Administration Assistant and Sports Registrar to join the Co-Curricular Department starting January 2027. This part-time, term-time role (School Officer Level 3) supports the Director of Co-Curriculum with sports registrations, events, transport scheduling, and coach compliance.

Responsibilities include processing registrations, maintaining databases, coordinating events and excursions in TASS, scheduling weekly

Qualifications

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Proficient in TASS system.
• Understanding of general financial procedures (income/expenditure, purchasing).
• Excellent communication skills, both written and verbal.

Responsibilities

• Process player registrations and administer Co-Curricular activities.
• Create and maintain sport/activity databases for TICs and reports.
• Coordinate Co-Curricular events and excursions in TASS; allocate costings.

Skills

MS Office

TASS

Financial procedures

Communication

Education

Working with Children Check

Police Check

Job description

Administration Assistant and Sports Registrar

The Rockhampton Grammar School – Rockhampton QLD

The Rockhampton Grammar School is seeking a dedicated and highly organised Administration Assistant and Sports Registrar to join our Co-Curricular Department commencing in January 2027. Operating on a part-time, term-time basis (School Officer Level 3), this role provides essential administrative support to the Director of Co-Curriculum, overseeing student sports registrations, co-curricular event and excursion logistics in TASS, weekly transport scheduling, and coach compliance, ensuring the smooth delivery of our vibrant co-curricular programs

The Rockhampton Grammar School was founded in 1881 and is an independent co-educational day and boarding school, educating and caring for students from Prep to Year 12, as well as the Early Learning Years. The School is the largest independent boarding school in Queensland and the second largest co-educational boarding school in Australia. It is a leading school in regional Queensland and one of the foremost schools in regional Australia. The Rockhampton Grammar School has achieved great success in the academic, cultural, sporting and vocational fields over the past 145 years. The School has a total enrolment of over 1,500 students (Prep to Year 12) who are exposed to our broad curriculum, giving effect to our commitment to Grow in Character and Scholarship.

POSITION TITLE: Administration Assistant and Sports Registrar

DEPARTMENT: Co-Curricular

REPORTS TO: Director of Co-Curriculum

KEY DUTIES AND RESPONSIBILITIES

The Administration Assistant and Sports Registrar is responsible for the processing of player registrations and the day-to-day administration of various aspects of the Co-Curricular Department in order to ensure effective and efficient operations.

Duties will include:

• Registration of players for the variety of sports and activities;
• Creation and maintenance of sport/activity databases to ensure that accurate information is available for Teachers in Charge of activities (TICs) and for student reports each semester;
• Coaches:
• Work with TICs to develop coach data;
• Manage volunteer onboarding including Blue Cards, Safeguarding Children Training and other relevant training in Compliance System;
• Monitor Blue Cards and Safeguarding Children Training expiry dates to ensure validity for current coaches;
• Managing Co-Curricular events and excursions in TASS including allocating costings;
• Creating and modifying weekly transport schedule for Co-Curricular
• Distribution of uniforms;
• Administrative assistance for excursions and carnivals;
• Administrative assistance for functions and events handled by the Co-Curricular Department;
• Preparation of publications and communications;
• Online Reporting – recording students’ involvement in co-curricular through student reports
• Assistance with naming photographs and proofing publications
• Assistance with general office duties, including:
• Photocopying, binding and collating documents;
• Updating documents and resources electronically;
• General word processing and spreadsheet work;
• Typing of correspondence, reports and other documents;
• Any other duties as required by the Director of Co-Curricular.

N.B This position description contains the most important duties and tasks regarding the job to be done. It is not an exclusive/exhaustive list.

REQUIRED SKILLS

• Proficient in the use of the Microsoft Office Suite – Word, Excel, Power Point;
• Proficient in the use of TASS;
• Good understanding of general financial procedures, including recording of income and expenditure and purchasing procedures;
• Excellent communication skills, both oral and written.

REQUIRED LICENCES/CERTIFICATES

• Working with Children Check;
• Police Check.

SAFEGUARDING CHILDREN AND YOUNG PEOPLE

The School takes child protection seriously, and as a staff member or volunteer of The Rockhampton Grammar School, you are required to meet the behaviour standards outlined in our Practice and Behaviour Guidelines. You will receive a copy of these guidelines as part of the induction process.

Therefore, as a part of your duties and responsibilities, you are also required to:

• Provide a welcoming and safe environment for children and young people;
• Promote the safety and wellbeing of children and young people to whom we provide services;
• Ensure that your interactions with children and young people are positive and safe;
• Provide adequate care and supervision of children and young people in your charge;
• Act as a positive role model for children and young people;
• Report any suspicions, concerns, allegations or disclosures of alleged abuse to management;
• Maintain valid “working with children” documentation;
• Undergo periodic “national criminal history record” checks;
• Report to management any criminal charges or convictions you receive during the course of your employment that may indicate a possible risk to children and young people.

CONDITIONS OF EMPLOYMENT

The successful applicant will be subject to a “Working with Children Check and Criminal Records Check” where applicable. The School undertakes several screening processes to ensure the appropriate protection of children and young people in its care. This includes reference checks, identity checks qualification check and professional registration checks.

The Rockhampton Grammar School reserves the right to amend this Position Description at its discretion in accordance with any legislative and/or operational requirements

Enquiries should be directed to Todd Wells - Director of Co-Curriculum on 07 4936 0***