Fantastic opportunity for a superstar Administration Officer who is task orientated with a passion for education and events. THE POSITION The Moreton Bay College is seeking a Senior Administration Officer - Secondary. This position has primary responsibilities for ensuring the daily operations and strategic goals of the Head of Secondary (HOS) and the Deputy Head of Secondary – Students (DHSS) offices are coordinated and supported. This position works closely with the Daily Organisation, Teaching and Learning and Student Reception school officers to ensure the effective organisation and management of the Secondary school. The role requires the ability to maintain high levels of discretion and confidentiality in all circumstances. The role holder will have the capability to manage multiple tasks, respond to changing circumstances and plan for significant College events. This role reports directly to the Head of Secondary in the first instance and ultimately to the Principal and CEO and Executive Principal. This position requires very good interpersonal and communication skills and works closely with the Secondary Leadership Team, Administration staff and the Pastoral Team. Moreton Bay College is committed to the safeguarding of our students with a focus on the continuous improvement of our safeguarding culture. All staff are to be supportive of the values, Christian ethos and Ethical Statement of this Uniting Church PP-12-day school for girls. DUTIES AND RESPONSIBILITIES The duties and responsibilities of the Administration Officer to Head of Secondary and Deputy Head of Secondary - Students include: Manage internal and external correspondence and communication Prepare appropriate verbal and written responses. Direct queries to the appropriate staff member. Ensure all documents are prepared and presented in accordance with the College’s style guide and branding. Draft communication, presentations, documents on behalf of the HOS and DHSS for approval. Proofread all letters, documents and presentations prepared by the HOS and DHSS prior to final production, presentation and circulation. Follow up any matters requiring a response from the HOS and DHOS. Research and/or gather relevant data on specific directed topics to enable the HOS and DHSS to respond to issues, collate feedback/information (e.g. from surveys, staff meetings, etc.) and/or write reports. Manage the Student Leadership (Form Captains, Chapel Leaders, Inter Year Carers, College Student Leaders) correspondence and presentations. Communicate to staff, and students as required or directed e.g. events, changes to the day. Coordinate and liaise with external groups as required (e.g. caterers, camp facilitators, external venues, suppliers). Ensure TASS / SharePoint files are uploaded and updated as required. Manage diaries and appointments Organise and manage the HOS & DHOSS diaries, including forward planning on a yearly, term by term, weekly and daily basis. Coordinate scheduled meetings and appointments. Ensure all material required for appointments and meetings is provided in a timely manner. Book meeting rooms and arrange catering as required. Prepare and complete minutes, reports, agendas and other documentation Attend meetings as required. Collate and distribute final agenda prior to meeting when required. Maintain accurate minutes, including taking notes at meetings when required and distribute as required. Maintain the electronic filing of documents. Manage the general administration of the HOS and DHOSS offices Provide administrative and organisational support to the HOS and DHOSS in all aspects of their role. Be proactive in highlighting urgent issues or any matters requiring priority action with the HOS and DHSS. Maintain and update policies and procedures as required. Maintain accurate, comprehensive and accessible manual and electronic filing systems. Prepare PowerPoint presentations as required. Ensure the HOS and DHSS are briefed at all times regarding emerging staff, parent and student issues. Use tact and professional communication in coordinating arrangements for meetings with a wide variety of people in relation to issues raised, concerns or grievances. Organise Events and Functions for the HOS or DHOSS Plan well in advance to coordinate HOS and DHSS internal and external events/functions including but not limited to Scholar’s Assembly, Induction Ceremonies, Valedictory, Formals, guest speakers, parent information sessions, student orientation, staff professional learning days including: Prepare letters, invitations and collate RSVPs. Type speeches for formal occasions as required. Organise programmes and run sheets. Organise transport and accommodation for VIP guests. Organise gifts and cards as required. Work with Marketing Department to produce important documents (e.g. Formal invitations, policy-related items). Arrange catering for various functions as requested. Coordination of travel and accommodation arrangements of guests / presenters. Organise facility support and room bookings as required. Organise IT for internal events. Communicate to staff and students as required. General Duties Provide administration support to the HOS and DHOSS. Coordinate and manage the College photo schedules. Assist in the management of Student Awards. Actively support and oversee Student Reception and mange workflow of tasks as needed. Oversee the HOS and DHOSS allocated budgets. Assist in the coordination of Student Camps and Conferences. Supervise students as required. Assist in managing specific projects when required. Assist in the management of the Secondary Co-curricular reporting and Colour processes. Attend School events as required, including Year 7 Orientation, Senior Induction, IYC Induction, International Women’s Day Breakfast/event Valedictory and Open Days. Attend professional learning sessions and meetings as required. Coordinate and confirm all corporate travel arrangements for the HOS and DHSS. Provide administrative and operational assistance (including relief for Reception, Student Services or similar) across the College to meet functional requirements and uphold the reputation of MBC. to actively contribute to a safety citizenship culture upholding health and safety policies, procedures, hazard reporting and safe work practices Any other duties as requested by Principal or their delegate. The role may require some out of business hours work at different times of the school year, and other duties as requested by the Principal or Principal’s delegate. SKILLS AND ABILITIES Exceptional communication, time management and organisation skills. High level of proficiency in Microsoft Office suite and school data management system experience particularly TASS. Ability to manage multiple tasks, respond to changing circumstances and plan for significant College events. Ability to respond tactfully and professionally to interruptions from students, colleagues, visitors and telephone calls. Commitment to establishing and fostering relationships and shared connections. Self-motivated with an ability to work autonomously and take initiative. Ability to maintain a high level of confidentiality and diplomacy. LICENSES AND EDUCATION AND/OR EXPERIENCE Certificate IV in Business Administration or similar. Working with Children Suitability Card is essential. Driver's License would be beneficial due to college events. CONDITIONS AND SALARY This position is a permanent full-time role commencing January 2025 Working hours: 8.00am – 4.00pm. The role may require some out of business hours work from time to time. This role wears a compulsory College uniform. School Officer Level 5 as per Moreton Bay College Enterprise Agreement. APPLICATION Suitable applicants should apply by submitting ONE DOCUMENT that combines each of the following: a statement of reasons why you are applying for this position (1 page only); a current CV that clearly details experience, particularly in relation to the above skills and abilities; any additional information you may wish to submit; and the names and contact details of two professional referees. Please note : All applicants must declare: any pre-existing injuries or medical conditions that would prevent you from performing this job any criminal convictions that all information supplied is accurate and complete Applications close 9am, Tuesday, 22 October 2024 Please note: only those applicants shortlisted will be contacted after the closing date.