Front Office Assistant & Parent Reception

Covenant Christian School; Sydney; On-site; AUD 40,000 - 60,000; Part time

Benefits offered by this job

Two Conference Weeks for training

Induction Day for new staff

Mentoring for all new staff

Supportive Christian environment

Onsite café and gym

Job summary

Covenant Christian School, located in Belrose on Sydney’s Northern Beaches, seeks a permanent part-time Front Office Administrator to support Parent Reception and general front office duties. The role combines greeting visitors with back-office administration to ensure smooth school operations.

The successful candidate will model Christian values, engage warmly with parents and staff, and manage daily communications, calendars and events using Edumate and Microsoft Office.

Qualifications

• Committed Christian of a reformed evangelical persuasion actively involved in the life of their local church
• Good understanding of and commitment to Christian Schooling
• Ability to model Christian understanding through empathy, compassion, humility, grace and integrity, especially in conflict resolution situations
• First port of call and ‘welcoming face’ to the school for parents and visitors to reception, with a warm, friendly and professional phone manner
• Professional, positive, proactive manner with ability to show initiative and a focused work ethic and ‘can do’ attitude
• Strong interpersonal, verbal and written communication skills for building rapport and liaising at all levels of the school, including with staff, parents, students and volunteers
• High-level administration, organisation and planning skills with strong attention to detail, including the ability to manage competing deadlines, work under pressure and solve problems with flexibility and adaptability
• Ability to work effectively as part of a team
• Intermediate computer skills in word processing, spreadsheets and databases, and the ability to gain an in-depth working knowledge of programs and applications such as Edumate (student management system), the Microsoft Office suite, phone and email systems, school bells and alarm systems, event booking services and websites

Responsibilities

• Be the first point of contact for parents and visitors to the school, providing reception functions from the Parent Reception desk
• Answer the main switch and assist with queries from parents, students and staff
• Clear and action voicemail messages left on the main switch
• Monitor and manage incoming emails and work requests to the “administration” inbox, ensuring prompt responses and forwarding to the appropriate person or department
• Maintain keys and laptops for casual staff, and keys and the logbook for contractors and tutors
• Manage incoming and outgoing post, including distribution to pigeonholes
• Format and update Daily Messages for students and forward the Student Daily Absence Report to teaching staff
• Maintain the staff log-out book
• Prepare Out of Class Passes and Smart Watch Exemptions for students as requested by Heads of Students, Year Coordinators or the Learning Support Coordinator
• Assist teaching staff with non-urgent photocopying
• Assist staff with meeting room bookings, including entering bookings for the C16 meeting room
• Process Volunteer Code of Conduct forms and Working with Children Checks
• Advise cleaners and security of after-hours events each week
• Print Student Medical and Emergency Forms for camps and overnight excursions
• Process the Quarterly Music Tutor Report from the ‘On Location’ system
• Monitor and manage incoming emails and work requests to the “office” inbox, ensuring prompt responses and forwarding to the appropriate person or department
• Prepare, revise and proofread letters and communication; distribute via email to relevant recipients (parents, students, staff) as instructed, and upload to the school app
• Enter details for excursions, incursions, carnivals, events and parent permissions into Edumate and the Term Calendars in the Admin and KLA Coordinators Teams
• Assist as required with the organisation of school events (e.g. School Photos, Parent Teacher Interviews, Information Evenings, Year 12 Graduation)
• Assist with the setup and adjustment of school bell schedules as requested and activate emergency evacuation or lockdown sirens when required
• Print and display Room Changes during exam times and when requested
• Provide back-up support to the Student Reception desk and Sick Bay during busy times and staff breaks (e.g. taking deliveries, signing in visitors or students, attending to Sick Bay, confiscated student mobile phones/jewellery)
• Confirm changes to family contact details and student medical details received through the Edumate Parent Portal approval process or via email/phone
• Undertake other general school administration duties and tasks as specified by the Front Office Team Leader and Executive as required

Skills

Committed Christian

Church involvement

Professional communication

Team player

Conflict resolution

Tools

Edumate

Microsoft Office

Phone systems

Event booking

Job description

SUPERVISOR:

DEPARTMENT:

Front Office Administration

KEY RELATIONSHIPS:

• EA to Principal
• Front Office staff
• Sick Bay staff
• Teachers, Heads of Faculty and Coordinators
• Parents and Visitors
• Students

ROLE TYPE:

Permanent Part Time, 3 days per week, commencing January 20272 days Parent Reception, 1 day Office Assistant

Covenant Christian School is a distinctly and explicitly Christian Prep to Year 12 co-educational day school with over 800 students, located in Belrose on Sydney’s Northern Beaches. Working in partnership with parents, our passionate and highly qualified teaching staff deliver the curriculum from the understanding that all of life must be centred on God and his plan to restore all things under the Lordship of Jesus Christ. With a focus on the nurture and discipleship of our students, Covenant seeks to meet the individual learning needs of each student and support their well-being and development from an academic, social, emotional and spiritual perspective.

Vision: To faithfully serve in God’s plan to restore all things under the Lordship of Jesus Christ.Mission: To assist parents in the nurture of their children, by providing a Christ-centred, biblically grounded, culturally engaging and academically rigorous education to equip the children to live for God’s glory.

ROLE STATEMENT

Our Front Office Administration team consists of a cohesive and friendly group dedicated to performing a wide variety of school administrative tasks that ensure the efficient and effective operation of Covenant Christian School. This hybrid role combines operating the Parent Reception desk with general front office administration. At Parent Reception, the role provides parents, contractors and other visitors with information and support regarding the activities of the school. The Office Administration role also undertakes general administration duties, including school communications, calendar and event support, and back-up support to the Student Reception desk and Sick Bay. As the first point of contact with the school, this position is pivotal in creating the right impression and requires strong administrative, relationship and office working skills to facilitate the various tasks requested by the Front Office Team Leaders (FOTL) and the Executive Assistant to the Principal.

KEY REQUIREMENTS

• Committed Christian of a reformed evangelical persuasion actively involved in the life of their local church
• Good understanding of and commitment to Christian Schooling
• Ability to model Christian understanding through empathy, compassion, humility, grace and integrity, especially in conflict resolution situations
• First port of call and ‘welcoming face’ to the school for parents and visitors to reception, with a warm, friendly and professional phone manner
• Professional, positive, proactive manner with ability to show initiative and a focused work ethic and ‘can do’ attitude
• Strong interpersonal, verbal and written communication skills for building rapport and liaising at all levels of the school, including with staff, parents, students and volunteers
• High-level administration, organisation and planning skills with strong attention to detail, including the ability to manage competing deadlines, work under pressure and solve problems with flexibility and adaptability
• Ability to work effectively as part of a team
• Intermediate computer skills in word processing, spreadsheets and databases, and the ability to gain an in-depth working knowledge of programs and applications such as Edumate (student management system), the Microsoft Office suite, phone and email systems, school bells and alarm systems, event booking services and websites

GENERAL DUTIES

PARENT RECEPTION / FRONT DESK ROLE

• Be the first point of contact for parents and visitors to the school, providing reception functions from the Parent Reception desk
• Answer the main switch and assist with queries from parents, students and staff
• Clear and action voicemail messages left on the main switch
• Monitor and manage incoming emails and work requests to the “administration” inbox, ensuring prompt responses and forwarding to the appropriate person or department
• Maintain keys and laptops for casual staff, and keys and the logbook for contractors and tutors
• Manage incoming and outgoing post, including distribution to pigeonholes
• Format and update Daily Messages for students and forward the Student Daily Absence Report to teaching staff
• Maintain the staff log-out book
• Prepare Out of Class Passes and Smart Watch Exemptions for students as requested by Heads of Students, Year Coordinators or the Learning Support Coordinator
• Assist teaching staff with non-urgent photocopying
• Assist staff with meeting room bookings, including entering bookings for the C16 meeting room
• Process Volunteer Code of Conduct forms and Working with Children Checks
• Advise cleaners and security of after-hours events each week
• Print Student Medical and Emergency Forms for camps and overnight excursions
• Process the Quarterly Music Tutor Report from the ‘On Location’ system

OFFICE ASSISTANT ROLE

• Monitor and manage incoming emails and work requests to the “office” inbox, ensuring prompt responses and forwarding to the appropriate person or department
• Prepare, revise and proofread letters and communication; distribute via email to relevant recipients (parents, students, staff) as instructed, and upload to the school app
• Enter details for excursions, incursions, carnivals, events and parent permissions into Edumate and the Term Calendars in the Admin and KLA Coordinators Teams
• Assist as required with the organisation of school events (e.g. School Photos, Parent Teacher Interviews, Information Evenings, Year 12 Graduation)
• Assist with the setup and adjustment of school bell schedules as requested and activate emergency evacuation or lockdown sirens when required
• Print and display Room Changes during exam times and when requested

GENERAL (both roles)

• Provide back-up support to the Student Reception desk and Sick Bay during busy times and staff breaks (e.g. taking deliveries, signing in visitors or students, attending to Sick Bay, confiscated student mobile phones/jewellery)
• Confirm changes to family contact details and student medical details received through the Edumate Parent Portal approval process or via email/phone
• Undertake other general school administration duties and tasks as specified by the Front Office Team Leader and Executive as required

WE OFFER:

• Two Conference Weeks each year (January and July) for mandatory training, professional development, meeting and preparation times
• Dedicated Induction Day in January (for new staff)
• Mentoring for all new staff
• A supportive, caring Christian environment
• An onsite café; staff morning teas
• Onsite gym and Fitness Passport

CHILD SAFE ORGANISATION

Covenant Christian School seeks to love others as Christ has loved us and this is reflected in the responsibilities we undertake. The school regards its child protection responsibilities with the utmost importance and is committed to providing the necessary resources to ensure compliance with all relevant child protection laws and regulations, and the maintenance of a child-safe culture. Each member of the school community has a responsibility to understand the important and specific role that they play, individually and collectively, to ensure that the wellbeing and safety of all students is driving what they do and is well considered in all decisions made.

WORK HEALTH AND SAFETY

The school is committed to providing a healthy and safe workplace for everyone. All staff have a responsibility to take reasonable care for their own safety and that of everyone else at school or involved in school activities. As such you must comply with reasonable Workplace Health and Safety instructions, policies and procedures, including the provision of care to students within the scope of your role. You will also participate in school safety, such as by completing risk assessments, addressing hazards and reporting safety incidents.

The school reserves the right to modify and adjust role descriptions to meet its operational and strategic needs.

Award: Christian Schools NSW (Support and Operational) Multi-Enterprise Agreement (latest version).The School’s Staff Code of Conduct and Statement of Belief also apply to your employment.

Applications Close Friday 6 November 2026