School Administration and Operations Assistant

Caloundra City Private School; Sunshine Coast Regional; On-site; AUD 30,000 - 39,000; Part time

Job summary

Caloundra City Private School on the Sunshine Coast is seeking a friendly, highly organised School Administration and Operations Assistant for term-time work from 8am to 1pm daily. This role starts mid January and runs until the end of Term 4, 2027, supporting a busy reception and the wider school team.

You will welcome students, parents and visitors, manage calendars and enquiries, assist with enrolment, events, payments and school communications, and help with safety and wellbeing matters,

Qualifications

• Previous experience in reception, administration or a similar customer-facing role.
• Excellent communication and interpersonal skills.
• Strong organisational skills with the ability to prioritise and multitask.
• A professional and welcoming manner.
• High attention to detail and accuracy.
• Confidence using Microsoft Office, Outlook and electronic administration systems.
• Ability to remain calm and adaptable in a busy environment.
• A high level of discretion and confidentiality.
• Commitment to student safety and wellbeing.
• Positive, flexible attitude and willingness to support colleagues.
• Driver's license essential.

Responsibilities

• Welcoming students, parents, staff and visitors, ensuring a positive first impression of the school.
• Managing incoming telephone calls, emails and general enquiries.
• Coordinating visitor sign-in procedures and supporting student safety requirements.
• Maintaining electronic calendars, appointments and school calendar.
• Providing administrative support to the Principal, Business Manager and wider school team.
• Assisting with school events.
• Transport bookings for school buses and external buses.
• Processing payments, receipting and general office transactions.
• Assisting in the student hub when required, including student first aid and wellbeing matters.
• Assist with enrolment and registrar processes, prospective family enquiries, school tours and appointments.
• Assisting with the efficient daily operation of the School's reception area.
• Coordinating the parent newsletter, including submissions, editing, formatting, proofreading, sway preparation and distribution.
• Providing assistance to marketing team, including social media and content.
• Mail and banking pickup and distribution.
• Processing payments through the TASS software system.
• Maintaining stationery supplies and ordering of supplies for the whole school
• School crossing supervisors administration.
• Year book preparation.

Skills

Reception experience

Customer-facing skills

Communication skills

Organisation skills

Professional demeanor

Attention to detail

Discretion & confidentiality

Calm under pressure

Student safety mindset

Flexibility

Driver's license

Tools

Microsoft Office

Outlook

TASS software

Job description

School Administration and Operations Assistant

School Administration and Operations Assistant – Term Time - 8am - 1pm daily

Join our friendly and supportive school community!

Caloundra City Private School (CCPS) is seeking a friendly, professional and highly organised School Administration and Operations Assistant to join our team from mid January until the end of Term 4, 2027.

This is a fantastic opportunity for someone who enjoys working with young people, thrives in a busy environment and takes pride in providing exceptional administrative support.

About Us

Since 2005, Caloundra City Private School has established itself as a leading co-educational Kindergarten to Year 12 school, set on 11 hectares in beautiful Pelican Waters on the Sunshine Coast. In 2008, we expanded our school community with the opening of Little Learners, our Early Learning Centre.

Students are at the heart of everything we do. We are proud to provide a positive and inclusive learning environment where students feel safe, happy and valued.

Our commitment to holistic education places a strong emphasis on academic excellence, personal development and student wellbeing, supporting young people to become confident, connected and globally minded individuals.

About the Role

As the first point of contact for our school, you will play an important role in creating a welcoming and positive experience for students, parents, staff and visitors.

The School Administration and Operations Assistant is responsible for the smooth day to day operation of our busy reception area, while providing a high level of administrative support across the school.

We are looking for someone who enjoys working with people, thrives in a busy environment and can confidently manage competing priorities while maintaining a friendly, calm and professional approach.

Key responsibilities include:

• Welcoming students, parents, staff and visitors, ensuring a positive first impression of the school.

• Managing incoming telephone calls, emails and general enquiries.

• Coordinating visitor sign-in procedures and supporting student safety requirements.

• Maintaining electronic calendars, appointments and school calendar.

• Providing administrative support to the Principal, Business Manager and wider school team.

• Assisting with school events.

• Transport bookings for our school buses and external buses.

• Processing payments, receipting and general office transactions.

• Assisting in the student hub when required, including student first aid and wellbeing matters.

• Assist with enrolment and registrar processes, prospective family enquiries, school tours and appointments.

• Assisting with the efficient daily operation of the School's reception area.

• Coordinating the parent newsletter, including submissions, editing, formatting, proofreading, sway preparation and distribution.

• Providing assistance to our marketing team, including social media and content.

• Mail and banking pickup and distribution.

• Processing payments through the TASS software system.

• Maintaining stationery supplies and ordering of supplies for the whole school

• School crossing supervisors administration.

• Year book preparation.

About You

Our ideal candidate will be a friendly, approachable and enthusiastic professional who takes pride in providing exceptional customer service.

To be successful in this role, you will demonstrate:

• Previous experience in reception, administration or a similar customer-facing role.

• Excellent communication and interpersonal skills.

• Strong organisational skills with the ability to prioritise and multitask.

• A professional and welcoming manner.

• High attention to detail and accuracy.

• Confidence using Microsoft Office, Outlook and electronic administration systems.

• The ability to remain calm and adaptable in a busy environment.

• A high level of discretion and confidentiality.

• A genuine commitment to student safety and wellbeing.

• A positive, flexible attitude and willingness to support colleagues.

• Drivers license essential.

Experience working in a school environment and familiarity with TASS software will be highly regarded.

Why Join Caloundra City Private School?

At CCPS, we pride ourselves on creating a welcoming, inclusive and supportive environment where students and staff can thrive.

Our core values of Excellence, Integrity, Learning, Respect and Inclusiveness are at the heart of everything we do.

This is a wonderful opportunity to become part of a close knit school community, work alongside a dedicated team and make a positive difference in the daily lives of our students and families.

Child Safety Commitment

Caloundra City Private School is committed to providing a safe and supportive environment for all children and young people.

The successful applicant will be expected to uphold the School's child safety policies and procedures and must hold or obtain a valid Working with Children Blue Card in before commencement.