Overview
The Personal Assistant to the Head of Junior School provides high level strategic, administration support to the Head of Junior School. In this role you will work closely with the Junior School Administration Team to prioritise and act on urgent issues requiring attention, monitor deadlines, ensure the accuracy of communication and develop and implement systems that ensure the smooth functioning of the Junior School Administration Office. The effective execution of this role requires decision-making skills, initiative, confidentiality, meeting strict deadlines, workload prioritisation, time management, organisational and excellent computer and communication skills.
Key Responsibilities
* Act as first point of contact within the school for staff, students, parents and others seeking contact with the Head of Junior School.
* Organise administrative workload, liaise with the Head of Junior School regarding events of the day.
* Maintain complex diary management, arranging appointments and meetings as appropriate.
* Ensure the maintenance of clear and effective filing, records and other systems and keep them updated.
* Drafting and publishing of correspondence.
* Organise Junior School events in liaison with the Head of Junior School and Assistant Heads of Junior School.
* Assist in budget management, financials, requisition submissions and reconciliations.
* Oversee the smooth running of administrative functions and activities in the Junior School Administration Office such as attendance, student meetings, staff meetings, family meetings, meeting room bookings, detentions, student welfare and wellbeing.
* Manage credit card transactions and update web expenses with the relevant data, receipts and information.
* Student Misconduct investigations - organise parent/student meetings, document notes drafting letter correspondence for red level behaviours, filing and monitor student's during internal suspensions.
* Student enrolment and scholarship interview scheduling and reviews, entering student interview notes and submission of the notes to the Registrar.
* Provide trusted and confidential support to the Head of Junior School.
* Update correspondence to students, parents/carers and staff on the Junior School and College webpages, under the direction of the Head of Junior School.
* Ensure adequate resources are ordered and available for all staff in the Junior School Office, such as office and kitchen supplies.
* Other administrative and support tasks as directed by the Head of Junior School.
To Be Successful In This Role You Will Require
* Highly developed written and interpersonal communication skills, including the ability to prepare, edit and draft professional documents.
* Advanced proficiency in Microsoft Office applications, with the ability to learn and adopt new systems and digital platforms.
* Experience with TASS (The Alpha School System) or similar database systems (desirable).
* Strong organisational and time management skills, with the ability to manage competing priorities, meet tight deadlines, and deliver high-quality work in a fast-paced environment.
* Proven ability to build effective relationships and communicate professionally with students, parents, staff, and the broader community.
* Demonstrated discretion, sound judgement, and the ability to handle sensitive and confidential information with integrity.
* Well-developed problem-solving skills, with the ability to think logically and remain calm under pressure.
* Ability to provide high-level executive and administrative support, including maintaining an understanding of organisational structures, policies and procedures.
* Strong interpersonal skills, including the ability to negotiate priorities and manage stakeholder expectations effectively with professionalism and empathy.
* Working with Children Blue Card or ability to obtain one.
Desirable Qualifications
* Qualifications in Business Administration or similar
* Proven administration experience
* Ability to produce complex documentation (mail merge, table of contents), power points (embed videos) and excel (formulae)
* Experience with a data management system and portal/web maintenance
What We Offer
* A high-trust, collaborative staff culture focused on excellence in practice
* Ongoing professional learning, coaching and career development pathways
* A clear commitment to staff wellbeing, with strong leadership support
* Access to Employee Assistance Program (EAP)
* Free onsite parking, coffee shop and wide-ranging staff wellbeing program
* Free Shuttle Bus service to and from 2 local train stations
Work and Wellbeing
We recognise that sustainable performance depends on balance. Canterbury supports the Right to Disconnect, and we are intentional about ensuring that expectations around communication and workload are clear, reasonable and respectful of personal time.
Equity and Inclusion
Canterbury College is committed to being a safe, inclusive and respectful workplace. We welcome applications from people of all backgrounds, identities and experiences.
Successful applicants will be expected to live and breathe our unwavering commitment to the dignity, safety and wellbeing of every student, and to act consistently in ways that reflect and uphold this across all aspects of College life.
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