Events And Administration Assistant

EVENTS AND ADMINISTRATION ASSISTANT

Rockhampton Girls Grammar School is recruiting for a passionate, hard working and reliable Events Assistant and Administration Assistant for an immediate start. 

Permanent Part Time  - Term Time 

(Some hours required over the school holiday periods) 

This position is 2 roles covering 5 days. Total hours per week 30.2 hours (0.79FTE)

      Events Assistant 

            Monday to Thursday 22.6 hours

      Administration Assistant 

            Fridays 7.6 hours (8.00am - 4.06pm)

POSITION OBJECTIVE - EVENTS ASSISTANT

The Events Assistant will be a highly motivated and enthusiastic professional who will be directed by the Marketing and Events Manager to assist where necessary with aspects of communications and events at Rockhampton Girls Grammar School overseeing the administrative and coordination requirements, including all set-up and pack down aspects of all school events. Once TASS (The Alpha School System) events have been approved the Events Assistant will also be directed by the Deputy Principal – Studies and Deputy Principal – Students in relation to curricular, cocurricular and sporting events. A personable approach will be backed by an understanding of events coordination. The individual will be motivated by the desire to deliver and implement initiatives to a very high standard.

KEY ACCOUNTABILITIES - EVENTS ASSISTANT

The Events Assistant’s core responsibilities in the administration of all events includes but is not limited to: 

• Reviewing and formatting parent information letters following event approval by Deputy Principal - Studies or Deputy Principal - Students.
• Reviewing variation to school routines and risk assessments completed by the staff member coordinating each event. 
• Completing events request forms and communicating requirements in a timely manner with all required parties, including Facilities and I.T. 
• Completing catering request forms and communicating requirements in a timely manner with the Kitchen and Catering staff. 
• Utilising the ‘Events’ functions of The Alpha School System (TASS) to add students, upload relevant documentation, communicate with students, parents and staff and follow up on student participation through acceptance in Parent Lounge.
• Assisting with administrative tasks such as organisation, accurate record keeping, and submission of invoices and requisitions requirements on behalf of the Manager. 
• Assist in planning and organising school Events and programs aimed at promoting the School to the local, national and global community.
• Attend Facilities Meetings to provide communication regarding upcoming events.
• Maintain events stock asset register and communicate with the Marketing and Events Manager for any additional or replacement items.
• Ensure all events held either on or off campus are booked, confirmed and communicated with the Marketing and Event Manager and relevant staff.
• Obtain quotes where required.
• Ensure processes have been followed on events forms for Facilities requirements, for example:
  •  Kitchen - boarder meals are organised. 
  • Grounds and Maintenance – room set up requirements, seating arrangements, equipment needs etc are communicated.

The Events Assistant’s core responsibilities in arranging the complete event setup and pack down of Girls Grammar events such as Long Lunch, Discover Girls Grammar Tours, Mother’s Day Soiree, includes but is not limited to:

• Physical stamina where they are ablet to lift and move heavy equipment and materials.
• Capability of efficiently arranging event spaces and equipment.
• Ensuring all elements of the event setup are executed accurately.
• Working efficiently to meet deadlines for event preparation.
• Coordination and collaboration with colleagues to ensure a smooth set up and pack down of events.
• Address unexpected challenges during setup and packing down and communicate them to the Marketing and Events Manager.
• Follow policies and procedures to prevent any incidents and ensure a safe environment, including wearing the appropriate dress.
• Adapt to last minute changes or requirements from the Marketing and Events Manager.
• Familiarity with event equipment and where it is stored.
• Ensuring that event spaces are left clean and orderly after packing down.
• Completing necessary paperwork or checklists related to setup and packing down processes as required.
• Ability to anticipate potential issues and communicate them to the Marketing and Events Manager before they escalate during setup or packing down.

POSITION OBJECTIVE - ADMINISTRATION ASSISTANT 

Provide high-level support to Rockhampton Girls Grammar School through administrative assistance in an efficient and courteous manner that promotes a professional image of Rockhampton Girls Grammar School. You will be required to welcome all visitors to the school in a pleasant and informed manner and respond to all staff, student and parent enquiries. 

KEY ACCOUNTABILITIES - ADMINISTRATION ASSISTANT

• Answer telephone calls in a pleasant, informed manner in such a way that callers feel welcomed, valued and appreciated.
• Responding to student and parent needs in a timely and cordial manner.
• Refer all enrolment queries to Enrolments Officer in a timely manner.
• Forward requests for information and messages to the appropriate individuals.
• Ensure visitors sign in upon arrival and out when departing the school premises.
• Maintain, sort, and distribute school mail.
• Receipt payments made at Reception.
• Ensure incoming faxes are distributed to appropriate members of staff.
• Assist with the student absence records and SMS messages in TASS.
• Perform data entry and data retrieval using TASS as required.
• Perform clerical tasks as assigned, these tasks may include document production (letters, articles etc), photocopying and data entry.
• Support teaching staff in administrative and organisational matters when required.
• Assist Facilities and Services Manager with collation and management of, and enquiries about, before and after school bus runs. 
• Collaborate and prepare student mail outs as required.
• Assist Enrolments Officer to collate, prepare and mail Prospectus and other enrolment package items as required.
• Locate students during the school day as required using TASS.
• Fill in for other Administration staff as needed.

KEY CHARACTERISTICS

The successful applicant will have: 

• outstanding interpersonal skills, with a proven capacity to collaborate and work positively with staff;
• strong organisational and time management skills with the ability to prioritise and multitask;
• strong attention to detail with strong verbal and written communication skills; and
• a strong initiative with:
  • a positive approach
  • autonomy
  • innovative thinking
  • responsiveness
  • collaboration
  • an ownership mentality
  • a drive for excellence
  • adaptability.

ESSENTIAL QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE

• Experience working in a school environment and the Alpha School System (TASS) (desirable).
• Experience in providing administrative assistance (desirable).
• Highly developed word processing, and excel suit skills, computer and technical skills including MS Office proficiency.
• Be able to explain concepts to others effectively. 
• Exhibit patience and positive attitudes in establishing an encouraging learning environment. 
• Excellent computer skills, including high level proficiency with Microsoft Office software.
• Excellent interpersonal and problem-solving skills to liaise with staff, students, parents and with the public generally.
• Be highly organised, able to work well under pressure, able to exercise initiative, judgement, and flexibility in dealing with competing priorities, needs and deadlines.
• Ability to work autonomously and within a team environment.
• Excellent time management, organisational skills and project management skills to ensure that deadlines are met.

WHAT WE OFFER

• Professional Development opportunities
• Employee Assistance Program
• Superannuation benefits
• Salary Sacrifice/Novated Lease options available

MANDATORY REQUIREMENTS 

Promote Rockhampton Girls Grammar School inside and outside the school community.

The successful application will be requires before commencement to hold:

• a current Blue Card from the Commission for Children and Young People and Child Guardian.

APPLICATION INFORMATION

To be considered for the Events and Administration Assistant position please submit a copy of your:

• Cover Letter 
• Resume via Seek in PDF format
• Blue Card (if you hold one)
• Driver Licence
• 2 Professional References (if able to)

Applications close: 9.00am, 21 June 2024.

Applicants are encouraged to submit their application as early as possible as Rockhampton Girls Grammar School reserves the right to reduce the application period and/or remove the job advertisement early should a suitable applicant be found.

For further information contact the Human Resource Officer on (07) 49 300 ***

The role descriptions are available on the school website - please see the link below to copy into your web browser.

https://www.rggs.qld.edu.au/employment