School Officer - Level 4
Position: Executive Assistant to the Director of Business and Operations
Location: St Hilda's School, Gold Coast, Queensland.
Employment: Part Time – 20 hours per week. Commencing: As soon as possible.
About the position
Key responsibilities are as follows:
* Administrative Assistance and Support
o Undertake administrative and executive support work for the Director of Business and Operations including managing their schedule, meetings and correspondence.
o Assist with the preparation of reports, presentations and briefing documents for leadership, committee and board meetings in accordance with instructions.
o Prepare agendas, take accurate minutes and coordinate follow‐up actions for meetings.
o Manage and maintain accurate document management systems, including contracts and registers, ensuring compliance with school policies and practices.
* Reporting and Compliance Support
o Liaise with members of Leadership to ensure timely submission of reports or other information requested by the Director of Business and Operations.
o Research and assist with the identification of relevant grants, preparation of grant applications and collation of supporting documentation aligned to the grant guidelines.
o Assist with timely information collection and completion of reports and information requests for review and submission to external reporting entities, including Department of Education (DoE), Non‐State Schools Accreditation Board (NSSAB), Block Grant Authority (BGA), Anglican Schools Commission (ASC) and other relevant bodies.
* Communications
o Assist the Director of Business and Operations in maintaining timely and professional communications with all members of the School community and the public.
o Communicate with members of external committees, School Council, and Foundation Board on behalf of the Director of Business and Operations as required.
o Keep the Director of Business and Operations informed in a timely fashion, alerting them to any matters requiring their attention.
Selection Criteria
* Qualifications and Experience
o Demonstrated experience in providing high level administrative support to management.
o High level proficiency in Microsoft Office Suite, including mail merge features, and the ability to navigate a database management system.
o Strong attention to detail with a commitment to accuracy and quality.
* Executive Support and Administration
o Demonstrated ability to provide executive assistance including diary management, correspondence, and meeting coordination.
o Experience preparing reports, grant research, application preparation, and documentation management.
o Strong minute‐taking skills with the ability to accurately capture discussions, decisions and action items.
* Communication and Stakeholder Management
o Exceptional written, verbal and interpersonal communication skills.
o Proven capability to draft high‐quality correspondence, reports, and communications on behalf of the Director.
* Confidentiality and Professionalism
o Demonstrated ability to handle confidential information with discretion.
o Sound judgment and decision‐making capabilities, knowing when to elevate matters appropriately.
o High level of integrity and professional ethics in all dealings.
Benefits
* Staff use of the school gym.
* Comprehensive employee assistance program.
* Professional development opportunities.
* Onsite co‐located Early Learning Centre at very reasonable rates for staff with young families.
* Staff are required to support the Code of Conduct, stated values and Anglican Ethos of the School.
* Applicants 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 Church's Professional Standards Register.
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