Executive Administration Assistant

The School
Brisbane Grammar School is a non-denominational boys school of about 2000 students (Years 5 to12) overlooking the Brisbane CBD. The School maintains a 150-year 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 Professional Community
Brisbane Grammar School values the professionalism of our teaching staff and seeks to nurture a dynamic learning culture at the School for both students and staff. The School provides freedom for teachers to be creative and innovative and to develop and grow our research capacity in pedagogical practice and blended learning. The Schools academic structures support collaboration with staff working in teams within and across disciplines and between the Middle and Senior Schools. Our teachers model collaborative lifelong learning and are supported through generous professional development opportunities and high-quality resources.

About the role
The Executive Administration Assistant to the Head of Senior School (HSS) provides high organisational and administrative support to the Head of Senior School and the Head of Year Wellbeing and Boarding departments ensuring excellence in customer experience and service delivery across the function and to stakeholders.

This role plays a critical part in ensuring the smooth operation of the Senior School by managing sensitive information with discretion and working independently with minimal supervision. It also involves liaising and negotiating with external organisations requiring a high level of maturity diplomacy and sound judgment.

Responsibilities include but are not limited to:

Head of Senior School

• Appointment setting/scheduling support to the Directors; HOY A/HOY Student Wellbeing meetings Safeguarding children meeting along with other committees.
• Being the first point of contact for the Senior School.
• Creating Senior School assembly run sheets and PowerPoints ensuring the brand and format are correct.
• Drafting letters to parents emailing parents and recording all communication in school systems.
• Liaise with key stakeholders for mandatory reporting for Government departmentsQPS and Child Protection Services.
• Old Boys tutoring: creating term list liaising with old boy tutors setting up child protection training each term for new tutors storing blue cards & personal details.
• Liaise with Community Relations department to draft assembly and newsletter schedules for each semester.
• Setting up parent meetings follow-up letters to parents and appointments.

Heads of Year and Assistant Heads of Year (Years 9-12)

• Provide ad hoc administrative support as required including assistance with documentation scheduling data entry and general office coordination.
• Catering forms and event/function assistance.
• Drafting letters emails and flyers.
• Formatting documents creating PowerPoints.
• GPS Sports days arranging lists of attendees for HOY to mark rolls.
• Letters and correspondence to parents.

Events

• Assisting with event organisation for Valedictory Year 12 Formal Year 11 Tie Ceremony Year 9 Blazer Ceremony Ekka Show Day Lunch Charity Social. Letters to parents ticketing system menu contract with event space ensuring all students have tickets arranging the evening and attending budgeting decor setting up on the day.
• Arranging Year 12 cohort photo; letter to parents booking photographer payment link to parents.
• Excursions/Trips: setting up or facilitating parent information evenings; registrations.
• Boarding - event forms; liaising with Indigenous organisations and international families for boarding students.
• Leadership - setting up captain meetings for the following year ordering badges arranging prefects camps.
• Setting up prefect/leadership training after school during school hours assisting with teacher supervisors missing from their class.

General Administration Support

• Finalisation of Boarding staff timesheets.

• Assist other members of Senior Leadership Team when requested.

• Book travel & accommodation.

• Oversee various budgets.

• Confirmation of enrolment requests references for students.

• Liaise with external organisations and other Schools regarding events staff students etc.

• Monitor reply and distribute emails from shared inbox.

• Monthly Credit Card Reconciliations.

• Ordering stationery creating flyers and letters.

• Purchasing/Ordering.

• Internal communications via Teams.

• Purchasing gifts for staff and organising celebrations.

What does 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
• State-of-the-art 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

Application Process
Brisbane Grammar School recognises the value of diverse thinking and we encourage qualified candidates from diverse backgrounds to apply. To better understand what it means to join BGS please review the information on our website and social media accounts before submitting your application. You should also familiarise yourself with our key policies and procedures available on the School website which may assist you during the recruitment process.

Our organisation is committed to protecting children and young people from harm. We require all applicants to undergo a screening process prior to must disclose any information relevant to their eligibility to engage in activities involving children.

Brisbane Grammar School reserves the right to close the advertisement before the listed closing date.