Key duties and responsibilities

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 and is Queensland’s largest boarding school. The Rockhampton Grammar School has achieved great success in the academic, cultural, sporting and vocational fields over the past 143 years. The School has a total enrolment of over 1,400 (Prep to Year 12) students who are exposed to our broad curriculum, giving effect to our commitment of Grow in Character and Scholarship. 

As part of our teaching team, we provide a supportive, flexible working environment where care for all our staff is an important part of our ethos. We employ motivated people who want to work together to produce excellent outcomes for our staff and students. Our staff are recognised as being central to achieving our mission.

At The Rockhampton Grammar School, we pride ourselves on fostering a supportive and dynamic environment where students thrive both in the classroom and in extracurricular activities. Join us at The Rockhampton Grammar School and be a part of a vibrant community dedicated to excellence in education! The School values co-curricular involvement and provide a wide variety of opportunities for staff in this regard.

POSITION TITLE:   Administration Assistant - Secondary School Office (SSO)

DEPARTMENT:   Administration

CLASSIFICATION: Part-time, Term-Time -

Note: This is a fixed term contract (Backfill) from Thursday 16 January 2025 to Wednesday 3 December 2025.

School Officer Level 4

REPORTS TO:  Head of Secondary School (Students)

BASIC FUNCTION: Provide day-to-day administration support to the Secondary School, particularly years 10-12.

KEY DUTIES AND RESPONSIBILITIES

The Administration Assistant will be responsible for the day-to-day administration support of the various secondary student databases, TASS, absentees, QCAA Portal, LUI and USI, and will be responsible for the accuracy and completeness of the data. The incumbent will assist with student events such as Formal and Valedictory Dinners, and other events and activities organised and run by senior committees and provide administration support for secondary school charity fundraising and events.

The Administration Assistant Secondary School will contribute to the administration of the School’s Work Experience Programme, including:

• Working collaboratively with the Head of Vocational Education to establish and maintain effective networks with businesses and industries;
• Sourcing, investigating and organising suitable workplaces for students;
• Preparation of paperwork for each placement including Workcover insurances and preliminary risk assessment;
• Follow-up with employer and students evaluations and feedback;
• Maintaining spreadsheets;
• Preparation of individual letters and Certificates of Appreciation for Employers and Businesses.

The Administration Assistant Secondary School will contribute to the administration of the School’s Global Education Programme, and Secondary School Camp/Expedition Programs including:

• Working collaboratively with the Director of Outdoor Education and Head of Year 10 to provide administration support for trips and expeditions;
• Preparation of paperwork for each trip/expedition;
• Maintaining spreadsheets;
• Preparation of individual letters and parent consent forms for mailing and posting electronically.

Additionally, the position will provide:

• Administration support to the Head of Secondary School (Students) and Heads of Years, particularly years 10-12;
• Assistance to the VET compliance process and databases;
• Assistance with Student activity databases, generation of in-school certificates and record keeping;
• Assistance in organisation of CP week activities;
• Assistance with general office duties, including:
  • • Filing;
    • Photocopying, binding and collating documents;
    • Updating documents and resources electronically;
    • Mail outs;
  • Production of social media and other promotional material for Secondary School Office;
  • Production of Coursing Booklets and other promotional material;
  • General reception and making appointments for Head of Secondary School (Students), Heads of Years (years 10-12), Head of Vocational Education & Training, and parents;
  • Any other duties as required by the School.

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

• Good analytical skills with an ability to identify and solve problems;
• Strong interpersonal skills and an ability to successfully communicate and liaise with people at all levels, both internal and external;
• High level of competency in the use of information technologies, including Microsoft Office and Excel;
• Experience with TASS will be highly regarded.

REQUIRED LICENCES/CERTIFICATES

• Working with Children Check;
• Police Check.
• Safeguarding Children Online Training Certificate

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 check and professional registration checks.

HOW TO APPLY

To apply for this position - please 'apply now' through the RGS Website: Current Career Opportunities | The Rockhampton Grammar School (rgs.qld.edu.au)

Please submit the following compulsory items:

• Cover Letter, indicating why you are applying for this position and detailing your administration experience;
• Comprehensive Curriculum Vitae with the contact details of two work related referees;
• RGS Application for Employment Form.

Applications are encouraged to be submitted as soon as possible and should be submitted no later than 4:00pm Monday 2nd December 2024.

Enquiries should be directed to Alison Wright - Head of Secondary School (Students) on 07 4936 0721

*Note: only shortlisted candidates will be contacted.

*Applications will be reviewed as they are received.

*The Rockhampton Grammar School reserves the right to amend this Position Description at its discretion in accordance with any Safeguarding of Children, legislative and/or operational requirements