Sports Administrator

Sports Administrator

St Hildas School Gold Coast Queensland

School Officer Level 3

Full Time term Time Monday to Friday 38 hours/week

Commencing: 02 February 2026 or as soon as possible after until 31 December 2026 with possibility of extension

St Hildas School Gold Coast invites applications for the position of Sports Administrator commencing 02 February 2026.

The Sports Administrator plays a key role in supporting the effective operation and delivery of the St Hildas School sports program. This role ensures students have access to high-quality sporting opportunities that promote physical fitness teamwork and personal development through the provision of essential administrative logistical and organisational support as well as while maintaining compliance with relevant sporting bodies and safety standards.

Working closely with the Director of Sport this position is responsible for coordinating the administrative operations of a designated portfolio of sports each term ensuring high-quality experiences for students coaches and families. The Sports Administrator creates an inclusive and engaging sports culture that encourages student involvement celebrates achievement and upholds the Schools values both on and off the field.

About You

You are an experienced Sports Administrator who takes pride in your reliability and punctuality. Your interpersonal skills are outstanding and you communicate with warmth and professionalism. You thrive in dynamic environments where priorities shift effortlessly juggling multiple tasks while maintaining your focus on deadlines operational efficiency and supporting the Director of Sport to achieve quality outcomes for the St Hildas School sport program.

About Us

Located on Queenslands Gold Coast we are one of Australias leading independent Anglican Day and Boarding Schools for girls from Pre-Prep to Year 12. With an enviable reputation of excellence in girls education and world class facilities St Hildas School has a long and proud history of outstanding academic achievement grounded in strong Anglican Christian values.

About the Position

Key responsibilities are as follows:

• Sport Portfolio Management
  • Oversee the administration of an assigned portfolio of sports each term including seasonal planning communication and coordination with the Director of Sport Coaches and external associations
  • Serve as the primary point of contact for matters relating to allocated sports ensuring timelines requirements and expectations are met
  • Support the smooth transition of sports portfolios across terms ensuring continuity of information and processes.
• Operational Support
  • Coordinate team nominations registrations draws and competition logistics with QGSSSA
  • Assist with organising trials trainings fixtures and carnivals for allocated sports
  • Manage uniform equipment and facility requirements ensuring readiness for all training sessions and competitions
  • Prepare and distribute relevant communications including weekly schedules sport updates and notices to coaches students and families.
• Events and Presentation Support
  • Assist with planning and delivering sporting events including carnivals fixtures hosted on campus and end-of-season presentation events.
  • Coordinate trophy and medal orders for sports within the assigned portfolio including engraving and presentation arrangements.
• Compliance and Administration
  • Maintain accurate records relating to student participation results attendance and performance
  • Use and maintenance of TASS and other sport related databases
  • Process relevant district regional and state trial paperwork in accordance with School and governing body requirements
  • Ensure compliance with School policies QGSSSA/Andrews Cup regulations and Child Safety standards
  • Provide a high-level administrative support including minute taking organising appointments and calendar bookings handling correspondence phone calls establishing and maintaining working filing systems
  • Prepare requisitions for invoices received for approval
  • Assist in the administrative organisation of transport to carnivals and sporting venues and Right of Use bookings with council
  • Ordering first aid supplies for all kits and maintaining fully stocked kits at all times
  • Organisation of team photos for all sporting programs including and naming of photos for end of year Ammonite
  • Preparation and organisation of team equipment to be taken to facilities prior to game day
  • Assisting at Inter-House and QGSSSA Swimming Athletics Cross Country Carnivals where required
  • Assist in recording and documenting any injuries or incidents according to School policy.
• Aquatics Portfolio Administration and Support
  • Manage bookings and payments registration forms member medical information and swimming rolls for the Club
  • Daily banking and account reconciliation and debtor management
  • Assist rostering for Learn to Swim classes
  • Manage and maintain Aquatics Club Working with Children (Blue Card) registers for staff and volunteers ensuring strict adherence to legislation
  • Use of iClass Pro Swim Central and Stack team App
  • Assist with merchandising stocktaking inventory reports and month end financial reports
  • Assist with marketing/promoting the Aquatics Club including printed materials website and social media.

Selection Criteria:

1. Qualifications and Experience

• Demonstrated experience in sports administration sporting event coordination carnivals and presentations or similar operational support role (experience in aquatics administration highly regarded)
• Demonstrated high level knowledge of Queensland school sport structures (QGSSSA Andrews Cup) and competition frameworks across multiple sports
• Experience using database management systems and sport information systems
• High level proficiency in Microsoft Office Suite.

2. Organisational and Administrative Skills

• Exceptional organisational skills with demonstrated ability to coordinate schedules registrations and logistics across multiple sports programs
• Strong attention to detail in maintaining accurate records compliance documentation and administrative processes
• Proven ability to manage competing priorities and work effectively under pressure during sporting seasons.

3. Communication and Stakeholder Management

• Excellent written verbal and interpersonal communication skills
• Ability to prepare clear correspondence schedules and communications for diverse audiences including coaches students families and external associations
• Demonstrated ability to liaise effectively with internal and external stakeholders serving as a reliable point of contact.

4. Confidentiality and Professionalism

• Sound judgment and decision-making capabilities knowing when to escalate matters appropriately
• High level of integrity and professional ethics in all dealings.

Why Join St Hildas School

Be part of a passionate values-driven community which embraces collaboration and innovation and supports staff wellbeing and professional growth. We are a community which promotes belonging and connectedness. We offer staff use of the school gym a comprehensive employee assistance program and professional development opportunities. Enjoy the convenience of an onsite co-located Early Learning Centre at very reasonable rates providing peace of mind and proximity for staff with young families.

As a prospective member of the St Hildas Community you must be willing to support the Code of Conduct and the stated values and Anglican Ethos of the School.

The successful applicant must hold a current Working with Children Check (Blue Card) or be eligible to obtain one prior to appointment and be willing to have their name submitted to the Anglican Churchs Professional Standards Register.

Application Requirements

Please submit the following:

1. A maximum two-page A4 written response addressing the selection criteria
2. A full Curriculum Vitae including contact details for two professional referees (one of who should be a current supervisor).

Applications should be submitted by 4.00pm Monday 05 January 2026.

Shortlisting will commence in the new year once the school reopens in January 2026. St Hildas School reserves the right to interview and appoint prior to the closing date.

Any questions about the position should be directed to Melanie Cowan People and Culture Manager at or (07).

** Please do not email applications directly to Melanie.