Administration Assistant (Studies Directorate)

The Rockhampton Grammar School; Rockhampton Regional; On-site; AUD 60,000 - 70,000; Full time

Job summary

The Rockhampton Grammar School in Rockhampton, QLD, seeks a diligent Administration Assistant to support the Studies Directorate from 2027. You will provide comprehensive administrative services to the Head of Secondary School – Academics and the Dean of Strategic Projects, handling day-to-day tasks and educational topic research.

You will collaborate with the admin team, contribute to documentation, communications, and agendas, and may cross-train with other functions to ensure continuity of

Qualifications

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with data entry, document creation and spreadsheet work.
• Strong written and oral communication skills.
• Ability to prioritise work and meet deadlines.
• Commitment to safeguarding children and young people.

Responsibilities

• Provide administrative support to Heads of Secondary School (Academics) and Dean of Strategic Projects.
• Handle data entry, document creation, and research on educational topics.
• Prepare agendas and minutes for department meetings; maintain absentee lists.
• Assist with Board and Strategic Plan updates; deliver communications.
• Cross-train with other admin staff to ensure coverage as required.

Skills

MS Office

Deadline driven

Time management

Communication

Problem solving

Attention to detail

Teamwork

Tools

TASS

Job description

Administration Assistant (Studies Directorate)

The Rockhampton Grammar School – Rockhampton QLD

The Rockhampton Grammar School is seeking a dedicated and highly organised Administration Assistant to join our Studies Directorate commencing in 2027. This is an exciting opportunity to provide critical administrative support to our academic leadership team and contribute to the effective delivery of high-quality education in our Secondary School.

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 (Prep to Year 12) students who are exposed to our broad curriculum, giving effect to our commitment of Grow in Character and Scholarship.

In this role, you will provide comprehensive administrative support to the Studies Directorate, primarily to the Head of Secondary School – Academics and the Dean of Strategic Projects, through day-to-day administrative tasks and research on educational topics. As part of the School's admin team, we offer a supportive, flexible working environment where care for all our staff is central to our ethos.

POSITION TITLE:

Administration Assistant – Studies Directorate

DEPARTMENT:

Administration

REPORTS TO:

Head of Secondary School – Academics

KEY DUTIES AND RESPONSIBILITIES

• Providing administrative support to:
  • Head of Secondary School (Academics)
  • Dean of Strategic Projects
  • Data entry and spreadsheet work;
  • Research relevant educational topics
  • Creation and updating of documents and resources;
  • Collation of information;
  • Creation and delivery of communications;
  • Typing of correspondence, reports and other documents;
  • Other clerical duties as required by the Studies Directorate.
• Providing assistance with the preparation of documents including:
  • QCAA - QCE tracking, NAPLAN reports, ATAR readiness;
  • Monitoring of extensions for Year 11 and Year 12;
  • Academic results - endorsement, confirmation, moderation (applied subjects);
  • Preparation of agenda and minutes for Head of Department Meetings;
  • Maintenance of absentee list for Secondary School Teachers;
  • Assistance with preparation of Board and Strategic Plan updates;
  • Research on relevant educational topics.

This position will at times work closely with another Administration Assistant to the Studies Directorate (assisting the Dean of Studies and Dean of Academic Administration and Staffing) and both positions will cross-train to ensure role coverage when required.

This position will also be required to cross-train with other key associated administrative functions within the School with a view to providing backfill when required. Any other duties as directed.

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/KNOWLEDGE/EXPERIENCE

• Proficient in the use of the Microsoft Office Suite – Word, Excel, PowerPoint;
• Proficient in the use of TASS;
• Excellent ability to utilise technology;
• High level of accuracy and attention to detail;
• Excellent communication skills, both oral and written;
• Ability to prioritise work and time management;
• Ability to solve problems and provide solutions to challenge that arise;
• Ability to work to deadlines in a busy reactive environment.

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 checks and professional registration checks.