Admin Officer - Head of Senior School Office

ELMO•Spring Hill, FL

22d•Onsite

About The Position

This is a Term Time position, working 38-40 weeks per year. The Administrative Officer is responsible for overseeing and coordinating the daily operations of the Head of Senior School Office and supporting the Head of Senior School. This includes administrative support and ensuring efficient and effective operational procedures. The role requires strong organisational, communication, and multitasking skills to support the smooth functioning of the Senior School Office.

Requirements

Proven experience as an Administrative Officer, Office Manager, or similar role.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent organisational and multitasking abilities.
Strong written and verbal communication skills.
Ability to work independently and as part of a team.
Attention to detail and problem-solving skills.
Ability to be resourceful and proactive.
Ability to work to a deadline.
Commitment to and ability to work collaboratively.
Demonstrate strong organisational skills.
Excellent time management skills and ability to work efficiently and with flexibility.
Excellent written and verbal communication skills.
Maintain a high level of customer service.
Maintain the highest level of confidentiality.
Organised self-starter with attention to detail.
Professional attitude and appearance.

Responsibilities

Serve as the primary point of contact for the Head of Senior School Office.
Answer and direct phone calls, emails, and enquiries.
Assist in the preparation of documents, PowerPoint and reports.
Assisted with correspondence to parents, students, and suppliers.
Assist with budget and expense tracking.
Process invoices, purchase orders, and reimbursements.
Manage credit card transaction reconciliations.
Assist in planning and executing events and programs for the Senior School Office.
Coordinate with vendors, suppliers, and service providers.
First point of contact, greeting visitors, answering phones, and assisting with general inquiries.
Appointment setting/scheduling: directors; HOY, A/HOY, student wellbeing meetings, safeguarding children meeting, along with other committees.
Assist in mail merges and bulk communications.
Boarding: event forms; liaising with indigenous organisations for boarding students, international parents.
Booking flights, accommodations, and transportation as required.
Booking of meetings and venues.
Maintain accurate and up-to-date records, files, and databases (Microsoft office and Systems).
Manage the day-to-day administration tasks.
Mandatory reporting administration as required: Government departments; QPS 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, contact details.
Order catering and maintenance services for meetings and events.
Parents Communications - Follow up, Information evenings (creating letter, flyers, RSVPs).
Perform general office duties such as photocopying, scanning, printing/binding, collating, formatting documents.
Proof newsletter article and provide to Community Relations.
Proof weekly communique and add to teams.
Semester: liaise with key stakeholders to set assembly and newsletter schedule for each semester.
Senior School Assembly: Get approval from HOSS. Creating senior school assembly PowerPoint, ensuring the brand and format are correct, chasing slides from other staff presenting, and assisting captains with video slides. Creating the run sheet, sharing with staff, SLT, captains.
Setting up parent meetings, follow-up letters to parents and appointments.
System updates.

Benefits

Competitive salary structure
Free onsite parking
Access to salary packaging options for eligible staff
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