Executive Assistant - Ferny Grove State High School

Queensland Government; Brisbane; On-site; AUD 70,000 - 110,000; Full time

Job summary

Queensland Government is seeking an Executive Assistant to the Principal/Executive Principal to provide confidential executive and secretarial support. The role will manage the Principal's diaries, coordinate meetings and travel, and maintain accurate records and financial documentation.

The successful candidate will work within a large school community, liaising with government agencies and stakeholders. Experience with SAP and OneSchool is preferred, and the role requires strong organisational

Qualifications

• Experience providing executive, secretarial and confidential administrative support.
• Ability to manage diaries, appointments and competing priorities.
• Experience using SAP and OneSchool for information management and reporting.
• Strong records management and documentation skills.

Responsibilities

• Provide confidential executive, administrative and secretarial support to the Principal/Executive Principal, including preparing correspondence, reports, submissions and professionally formatted documents.
• Manage diaries, appointments, correspondence and competing priorities to support effective time management.
• Coordinate meetings, conferences, professional development activities, room bookings, functions, travel arrangements and accommodation, including associated documentation and registrations.
• Monitor and screen incoming calls and correspondence, respond to enquiries, assist visitors and direct matters to the appropriate personnel.
• Maintain accurate records and information management systems, including incoming correspondence, Right to Information requests and relevant school administrative records.
• Prepare and monitor budgets, track expenditure, process purchasing and financial transactions, manage corporate card documentation and reconcile statements.
• Use administrative, human resources and financial management systems, including SAP and OneSchool, to maintain information, process transactions and generate reports.
• Prepare and coordinate domestic and international travel arrangements for staff, including travel applications, ministerial briefing notes, reports and supporting financial documentation.
• Develop, maintain and improve administrative procedures, records management practices and office systems to enhance service delivery and operational efficiency.
• Coordinate the distribution of information and provide advice and guidance on administrative and records management procedures.
• Supervise and support administrative officers, including providing training in reception, keyboarding, telecommunications and other administrative functions.

Skills

Executive support

Secretarial skills

Communication skills

Tools

SAP

OneSchool

Job description

About us:We are an Independent Public School which has developed a strong reputation for the provision of high quality educational opportunities across academic, sporting, cultural and citizenship areas. Our vision is for all of our students to reach their true potential, achieving their individual goals and making a positive contribution to their communities.Set in a beautiful bushland setting just 12 kilometres from the centre of Brisbane city, the school is recognised for its strong traditional values which are embedded in a caring and supportive environment. With a student population reaching nearly 2000, our school is large enough to offer significant diversity and something for everyone, while ensuring that every student is valued as an individual who is encouraged and supported to 'Always Aim High'.Your opportunity:As the Executive Assistant you will provide a range of executive and secretarial support and confidential administrative services to support the activities of the Executive Principal and school.Responsibilities:Provide confidential executive, administrative and secretarial support to the Principal/Executive Principal, including preparing correspondence, reports, submissions and professionally formatted documents.Manage diaries, appointments, correspondence and competing priorities to support effective time management and the efficient operation of the Principal's office.Coordinate meetings, conferences, professional development activities, room bookings, functions, travel arrangements and accommodation, including associated documentation and registrations.Monitor and screen incoming calls and correspondence, respond to enquiries, assist visitors and direct matters to the appropriate personnel.Maintain accurate records and information management systems, including incoming correspondence, Right to Information requests and relevant school administrative records.Prepare and monitor budgets, track expenditure, process purchasing and financial transactions, manage corporate card documentation and reconcile statements.Use administrative, human resources and financial management systems, including SAP and OneSchool, to maintain information, process transactions and generate reports.Prepare and coordinate domestic and international travel arrangements for staff, including travel applications, ministerial briefing notes, reports and supporting financial documentation.Develop, maintain and improve administrative procedures, records management practices and office systems to enhance service delivery and operational efficiency.Coordinate the distribution of information and provide advice and guidance on administrative and records management procedures.Supervise and support administrative officers, including providing training in reception, keyboarding, telecommunications and other administrative functions.Liaise professionally with government agencies, business and industry representatives, parents, education bodies and other stakeholders on behalf of the Principal/Executive Principal.Please refer to the Role Description for a full list of responsibilities.Interested? To Apply:Attach a brief resume including contact details for 2 referees (referees should have an understanding of your relevant work history)Attach a 1-page written statement about how your achievements and capabilities meet the requirements of the role.Attach evidence of the mandatory requirements outlined in the attached role descriptionWe welcome all applicants to share any support needed to ensure our recruitment process is inclusive.Applications remain current for 12 months from the closing date and may be considered for appointment to identical or similar vacancies within the Department.Applications from recruitment agencies will not be accepted.This work is licensed under a Creative Commons Attribution 3.0 Australia License.