Administration Assistant - Boarding

Ipswich Grammar School; Ipswich City; On-site; AUD 24,000 - 32,000; Part time

Job summary

Ipswich Grammar School is seeking an organised Administration Assistant to support the Boarding team in a permanent part-time, term-time role. Based at the Boarding House, you will manage student records, assist with attendance, communications and events, and be a key contact for students, families, staff and visitors.

The ideal candidate has proven experience in administration or student services in a school setting, strong organisational skills, and the ability to handle confidential

Qualifications

• Experience in administration, office coordination or student services in a school/boarding environment is highly regarded.
• Strong organisational and time management skills with attention to detail and ability to manage competing priorities.
• Interpersonal and customer service skills to build positive relationships with students, families, staff and visitors.
• Proficiency with Microsoft Office, email, calendars and databases; experience with TASS or similar student management system is advantageous.
• Professional, approachable and solutions‑focused; ability to handle confidential information with discretion and sound judgement.
• Blue Card eligibility, with First Aid qualification or willingness to obtain one.

Responsibilities

• Provide administrative and organisational support to the Director of Boarding and leadership team.
• Coordinate day-to-day administration of the Boarding office, including enquiries, correspondence, calendars, meetings and documentation.
• Maintain accurate student, family, leave, attendance and boarding records across School systems.
• Support student attendance, leave and movement processes; liaise with families and staff.
• Prepare and distribute Boarding communications, notices, newsletters, reminders and parent correspondence.
• Assist with new boarder administration, orientation activities, Boarding events and family activities.
• Assist with bookings, transport, permissions, attendance lists and documentation for Boarding activities.
• Liaise with Facilities, Catering, Finance, Health Centre and Student Services.
• Process routine purchasing, invoices and other administrative requirements.
• Handle confidential and sensitive information with professionalism and discretion.
• Support continuous improvement of Boarding administrative systems and processes.

Skills

Administration

Office coordination

Student services

Customer service

Time management

Confidentiality

Education

Blue Card eligibility

First Aid qualification desirable

Tools

TASS

MS Office

Job description

As one of Queensland’s leading independent schools, Ipswich Grammar School caters for boys from Prep to Year 12 through the outstanding education offered to boarding and day students. With a strong reputation for academic achievement, student wellbeing and community, our Boarding program provides a supportive home away from home for students from across Queensland, Australia and overseas.

With continued growth across Ipswich Grammar School and our Boarding community, we are seeking an organised and personable Administration Assistant to join the team. This is a permanent part-time, term-time position working Monday to Friday. We welcome applications from candidates available to commence immediately or from the beginning of Term 4, 2026.

Working closely with the Director of Boarding and Boarding team, this role is central to the smooth day-to‑day operation of the Boarding House. You will coordinate key administrative processes, maintain accurate student records, support student leave and movement arrangements, assist with communications and events, and act as a key point of contact for boarding students, families, staff and visitors.

This is a varied role suited to someone who enjoys being across the detail, building strong relationships and working in a busy environment where no two days are quite the same.

Responsibilities of the role include:

• Providing administrative and organisational support to the Director of Boarding and Boarding leadership team.
• Coordinating the day-to‑day administration of the Boarding office, including enquiries, correspondence, calendars, meetings and documentation.
• Maintaining accurate student, family, leave, attendance and boarding records across relevant School systems.
• Supporting student attendance, leave and movement processes and liaising with families and staff regarding arrangements.
• Preparing and distributing Boarding communications, notices, newsletters, reminders and parent correspondence.
• Supporting new boarder administration, orientation activities, Boarding events, tours and family activities.
• Assisting with bookings, transport, permissions, attendance lists and documentation for Boarding activities.
• Liaising with departments across the School, including Facilities, Catering, Finance, the Health Centre and Student Services.
• Processing routine purchasing, invoices and other administrative requirements.
• Handling confidential and sensitive information with professionalism and discretion.
• Supporting continuous improvement of Boarding administrative systems and processes.

The ideal candidate for this role will possess:

• Experience in administration, office coordination, student services or a similar support role, with experience in a school, boarding or child‑focused environment highly regarded.
• Strong organisational and time management skills, with excellent attention to detail and the ability to manage competing priorities.
• Strong interpersonal and customer service skills, with the ability to build positive and professional relationships with students, families, staff and visitors.
• Confidence using Microsoft Office, email, calendars and database or management systems, with experience using TASS or a similar student management system advantageous.
• A professional, approachable and solutions‑focused manner, with the ability to handle confidential and sensitive information with discretion and sound judgement.
• A current Blue Card, or eligibility to obtain and maintain one, with a current First Aid qualification or willingness to obtain one desirable.

To be considered for this position, applications must include:

Resume

Ipswich Grammar School is committed to safeguarding and promoting the welfare of all the students in our care. As such, it is a condition of employment that all staff members, unless otherwise eligible for an exemption, must possess a current Positive Notice or "Blue Card" issued under theWorking with Children (Risk Management and Screening) Act 2000before commencing employment with the School.Volunteer Blue Cards will be required to be transferred to Paid Employment cards.