Administration Assistant To The Board Secretary And Business Manager / Payroll Officer

The Rockhampton Grammar School is seeking to employ an experienced individual to join our team as the Administration Assistant to the BoardSecretary and Business Manager / Payroll Officer. 

This role is a dual role, with both roles forming a full-time position (38 hours per week). This is a fixed-term maternity cover contract until approximately January 2025.

Commencement for this role will be negotiated with the successful candidate, and will be no later than 11th March 2024. 

Demonstrated exceptional administration and payroll skills are a requirement for this position. The successful applicant will have the confidence and experience to carry out their work without close supervision.

The Rockhampton Grammar School was founded in 1881 and is an independent co-educational day and boarding school, educating and caring for students from Prep to Year 12, as well as the Early Learning Years. The School is the largest independent boarding school in Queensland and the second largest co-educational boarding school in Australia. It is a leading school in regional Queensland and one of the foremost schools in regional Australia. The Rockhampton Grammar School has achieved great success in the academic, cultural, sporting and vocational fields over the past 143 years. The School has a total enrolment of over 1,400 students (Prep to Year 12) who are exposed to our broad curriculum, giving effect to our commitment of Grow in Character and Scholarship.

As part of Schools administration team, we provide a supportive, flexible working environment where care for all our staff is an important part of our ethos. We employ motivated people who want to work together to produce excellent outcomes for our staff and students. Our staff are recognised as being central to achieving our mission. 

As the Administration Assistant to the BoardSecretary and Business Manager, you will be responsible for the provision of support to the Secretary to the Board of Trustees and Business Manager and for the day-to-day administration of various aspects of the non-teaching functions of the School in order to ensure effective and efficient operations.  The ability to exercise discretion and confidentiality is essential.

Duties will include, but not limited to:

• Administrative support to the Secretary to the Board of Trustees and Business Manager, including;
  • General reception and diary management;
  • Preparation and distribution of papers for Board and Sub-committee meetings;
  • Maintenance of Board Portal;
  • Typing and distribution of correspondence, reports and other documents;
  • General spreadsheet work;
  • Telephone enquiries;
  • Filing;
  • Photocopying, binding and collating documents;
• Administrative support for special Board and School functions, as required;
• Special project work related to the portfolio of the Secretary to the Board of Trustees and Business Manager, such as administration support for the Facilities, Food Services, IT, Finance, or Transport Departments;
• Any other duties as directed by the Secretary to the Board of Trustees and Business Manager.

As the Payroll Officer, you will be responsible for the day-to-day processing of all aspects of the payroll function of the School and administration of Workcover claims. You will be accountable for the quality and timeliness of the payroll function and is required to show initiative and discretion. These responsibilities are shared with a full-time Payroll Officer.

Duties will include, but not limited to:

• Accurately preparing and processing fortnightly payroll for the School in a timely manner, including leave accruals;
• Ensure all time and attendance data, timesheets, leave forms and other relevant payroll documentation are appropriately completed, verified and approved;
• Attending to employee payroll related enquiries and queries;
• Administer Superannuation, PAYG withholding tax, Single Touch Payroll and payroll deduction payments;
• Calculation of employment termination payments;
• Process pay increases, calculation of backpays and overpayment recovery;
• Perform manual payroll calculations including leave loading payable to teaching staff and proportion of salaries;
• Administer and balance end of financial year payroll;
• Assist external auditors with year-end audit;
• Prepare statistical and Government payroll information as required, i.e. Census
• Prepare the annual Workcover Declaration of Wages;
• Maintain a working knowledge of all related Awards and current Enterprise Agreement;
• Prepare Statements of Service;
• Prepare letters of offer and provide employment related documentation and information to successful applicants;
• Prepare and update contracts and appointment letters for staff;
• Working in support of, and providing assistance to, the HR & Compliance Manager to resolve payroll matters and maintain personnel files;
• Responsible for HR administration functions;
• Manage all Worker’s Compensation claims in accordance with existing legislative policy and procedural requirements;
• Other duties as directed.

• Outstanding interpersonal and communication skills, with demonstrated ability to build rapport and interact effectively with members of the Board of Trustees, Leadership Team, families and school staff;
• A solution orientated person, with an ability and a desire to identify and bring about significant improvement and streamlining of processes, systems and record keeping;
• Strong organisational and time management skills, with an ability to prioritise tasks, meet prescribed deadlines, and concurrently manage a number of competing tasks;
• Demonstrated high-level computer skills and literacy, with skills in the MS Office suite of programs and an ability to deliver better service and efficiencies through the use of technologies; 
• An ability to comprehend, format and to articulate and present information accurately, quickly and logically;
• Excellent attention to detail and record management skills;
• Knowledge of the school sector an advantage.
• Demonstrated end-to-end payroll experience of at least two years’ in a medium to large size organisation and exposure to a diverse range of Modern Awards and Enterprise Agreements. Within a School organisation would be advantageous;
• Proficient in the use of computerised payroll and time and attendance systems, preferably Sage MicroPay and TimeTarget; 
• Proficient in the use of the Microsoft Office Suite – Word, Excel;
• Good analytical skills with an ability to identify and solve problems;
• Strong organisational and administrative skills, including the ability to prioritise and manage work with high attention to details;
• Exercise confidentiality, discretion and sound judgement at all times; 
• Strong interpersonal skills and an ability to successfully communicate and liaise with people at all levels, both internal and external. 

• Working with Children Check;
• Police Check;
• Open drivers’ licence;
• Safeguarding Children Online Training Certificate.

The School takes child protection seriously, and as a staff member or volunteer of The Rockhampton Grammar School, you are required to meet the behaviour standards outlined in our Practice and Behaviour Guidelines. You will receive a copy of these guidelines as part of the induction process. 

Therefore, as a part of your duties and responsibilities, you are also required to: 

• Provide a welcoming and safe environment for children and young people;
• Promote the safety and wellbeing of children and young people to whom we provide services;
• Ensure that your interactions with children and young people are positive and safe;
• Provide adequate care and supervision of children and young people in your charge;
• Act as a positive role model for children and young people;
• Report any suspicions, concerns, allegations or disclosures of alleged abuse to management;
• Maintain valid “working with children” documentation;
• Undergo periodic “national criminal history record” checks;
• Report to management any criminal charges or convictions you receive during the course of your employment that may indicate a possible risk to children and young people.

The successful applicant will be subject to a “Working with Children Check and Criminal Records Check” where applicable. The School undertakes several screening processes to ensure the appropriate protection of children and young people in its care. This includes reference checks, identity checks qualification check and professional registration checks.

1. Read the Notice to all Candidates – Staff Safer Recruitment Policy and Recruitment and Selection Policy on the RGS website (http://www.rgs.qld.edu.au/employment)
2. Complete an Application for Employment Form (Non-Teaching) – found on RGS website (http://www.rgs.qld.edu.au/employment)
3. Submit your completed Application for Employment Form with your comprehensive Curriculum Vitae, detailed cover letter and two work related referees to *********@rgs.qld.edu.au – applications close 4:00pm Friday 2nd February 2024.
4. Enquiries can be directed to Chinkie Van Rensburg at (07) 4936 0***.

*Only successful applicants will be contacted

The Rockhampton Grammar School reserves the right to amend this Position Description at its discretion in accordance with any legislative and/or operational requirements.