Middle School Administrative Assistant

The School
Brisbane Grammar School is a nondenominational boys school of about 2000 students (Years 5 to12 overlooking the Brisbane CBD. The School maintains a 150year strong tradition of academic excellence extensive cocurricular activities and student wellbeing programs. We are fortunate to have a team of dedicated and professional staff who provide an exceptional learning environment responsive to the needs of our students.

Our Community
At Brisbane Grammar School we take pride in our dedicated and professional staff who are part of the Schools achievements. The School values professionalism and fosters a dynamic culture of innovation and collaboration. The School supports creativity within a supportive environment where teamwork is encouraged both within and across disciplines.

Child Protection Commitment
At Brisbane Grammar School the safety and wellbeing of our students are paramount. The School is committed to protecting children and young people from harm. We require all applicants to undergo a screening process prior to appointment. Candidates must disclose any information relevant to their eligibility to engage in activities involving children.

About the Role

Twoyear contract commencing June 2025.

The Middle School Administrative Assistant is required to demonstrate an ability to work independently show initiative and be able to maintain strict confidentiality. It is vital that the Middle School Administrative Assistant acts in a professional manner at all times as they arethe forwardfacing person ofThe School. This role is instrumental in supporting the daytoday operations of the Middle School. .

Role Responsibilities

• Ensure reception is always attended to between the hours of 7:30am and 4pm.
• Greet and welcome guests as soon as they arrive in a professional warm and friendly manner whilst maintaining office security by following safety procedures and controlling access to the School via the SINE iPad security system.
• Direct visitors to the appropriate person and notify their office immediately via phone.
• Answer screen and forward incoming phone calls.
• Monitor the Middle School email inbox and promptly respond to any questions.
• Provide accurate information inperson phone and email regarding the Middle School and assist parents with MyGrammar enquiries.
• Ensure MyGrammar year level pages are updated and accurate.
• Maintain accurate members in the Middle School Teams adding and removing staff as required.
• Maintain a tidy and presentable reception area.
• Collection of Mail from Main Administration.
• Schedule visitor car parking through booking system as required.
• Respond to calls in queue from school entrance gates requesting access onto campus
• Perform other clerical receptionist duties such as but not limited to:
  • Creating and printing of certificates for year level assemblies and Heads of Year. Prepare template and submit ticket for these to be displayed on the MS Digital Screens.
  • Creating and printing of Grammar Man Certificates for MS Assembly.
  • Keep forms and slips used in Middle School printed off and up to date in supervision and duty folders.
  • Updating Health Alerts as required in supervision folders as well as restocking playground supervision folders.
  • Prepare invitations catering and room bookings for Class Captain lunches.
  • Preparation of MS staff morning tea roster and birthday buddy roster.
• Ad hoc filing printing and photocopying as requested.
• Ordering resources as required for example staff room equipment classroom resources Class Captain badges flags.
• Triaging students First Aid needs and escalating to Health Centre as required.
• Maintain accurate First Aid treatment records and send to Workplace Health and Safety staff member at the conclusion of each term
• Coordinating student messages.

Other duties

Other duties as directed by the PA to Head of Middle School which may be reasonably expected of a role within this classification.

Hours of Work

• Reception must be always attended to between the hours of 7.304pm.
• Provide sufficient notice of nonattendance or late arrival by texting your Supervisor no later than 6.30am on the day.

Required Skills & Experience

• Maintain the highest level of confidentiality.
• Maintain a high level of customer service.
• Professional attitude and appearance at all times.
• Excellent time management skills and ability to work efficiently and with flexibility.
• Demonstrate strong organisation skills.
• Demonstrate strong people engagement skills.
• Organised selfstarter with attention to detail.
• Initiative to proactively complete tasks that may arise from time to time.
• Excellent interpersonal written and verbal communication skills.
• Ability to work to a deadline .
• Commitment to and ability to work collaboratively.
• Ability to be resourceful and proactive when issues arise.
• Technical knowledge:
• Microsoft Office Suite
• Synergetic.
• Sharepoint.
• OneDrive.
• SINE ipad security system.

Collaboration

• Act at all times in accordance with the BGS Code of Conduct.
• Act in accordance with BGS policies and procedures.
• Comply with the BGS Workplace Health and Safety system and procedures.
• Develop and maintain friendly and productive working relationships with colleagues students parents and visitors.
• Promote positive team attitude.
• Positively liaise with other staff to facilitate a community environment and support wider school goals.
• Demonstrate a strong commitment to serving the School community.
• Assist with the implementation of School systems programs and procedures.

Specific Standards & Expectations

Without limiting the general standard of displaying a professional attitude and appearance the following specific requirements will be complied with as part of the role:

• Break times are to be taken where possible as per the scheduled times and a prompt departure and return from these breaks is mandatory once the relief person has arrived. A degree of flexibility around these times is understood during peak times before school morning tea and lunch breaks.
• Briefing and handover notes are to be left for the relief staff in break times which outline visitors attending whereabouts of relevant staff any other significant happenings related to the School on that day.

Application Process
We welcome applications from individuals with diverse backgrounds and perspectives recognising the contributions they bring to our community. Before applying we encourage you to review our website and social media platforms to gain insight into what it means to be a part of Brisbane Grammar School. Familiarise yourself with our key policies and procedures on our website to navigate the recruitment process seamlessly.

Brisbane Grammar School reserves the right to remove this advertisement before the closing date.

What can BGS offer you

• Competitive salary structure Free onsite parking
• Access to salary packaging options
• Opportunities for professional development and learning opportunities
• Access to rewards and benefits via external providers
• Additional insurance benefits through our Corporate Superannuation Plan for eligible staff
• Discounted school fees for eligible staff
• Stateoftheart facilities and technology innovation
• Access to the Employee Assistance Program (EAP)
• Active Staff Social Club including weekly morning teas and special events
• 14 weeks paid parental leave for eligible staff
• Wellbeing Strategy
• Annual free flu vaccinations