Human Resources Administrator

The School
Brisbane Grammar School is a non-denominational boys’ school of about 1800 students (Years 5 to12) overlooking the Brisbane CBD. The School maintains a 150-year strong tradition of academic excellence, extensive cocurricular activities and student wellbeing programs. We are fortunate to have a team of dedicated and professional staff who provide an exceptional learning environment responsive to the needs of our students.  

Our Professional Community
Brisbane Grammar School values the professionalism of our teaching staff and seeks to nurture a dynamic learning culture at the School for both students and staff. The School provides freedom for teachers to be creative and innovative, and to develop and grow our research capacity in pedagogical practice and blended learning. The School’s academic structures support collaboration, with staff working in teams within and across disciplines and between the Middle and Senior Schools. Our teachers model collaborative, lifelong learning, and are supported through generous professional development opportunities and high-quality resources.

About the role

The Human Resources Administrator plays a vital role in providing efficient, accurate, and timely administrative support to the HR department. This position involves managing various HR processes, ensuring compliance with policies and procedures, and assisting in the smooth operation of employee lifecycle processes.

Responsibilities

HR Administration Support

• Manage the BGS Human Resources email inbox and the BGS Service Desk inbox.
• Advise Human Resources stakeholders promptly of actions required from inbox communications.
• Assign tasks related to new employee onboarding and offboarding, ensuring completion within established timelines.
• Follow HR procedures and processes accurately and promptly.
• Enter data for draft contracts and variations with precision.
• Ensure accurate updating of HR documents in response to changes and continuous improvement efforts.
• Create and update HR documents as needed.
• Draft the staff movement report for the Board.

Administrative Processes

• Notify payroll of ad hoc changes promptly via email.
• Respond to HR stakeholder requests promptly.
• Attend to other ad hoc and related HR administrative tasks as needed.
• Draft letters from templates as required.
• Update MyGrammar (intranet).
• Run predefined reports.
• Create Purchase Orders and upload invoices.
• Distribute reimbursement form for Blue Cards.

Systems

• Data entry into Synergetic or any other software application. 
• Update the Staff Movement Register within two days of notification.
• Archive information logically and timely for easy retrieval.
• Maintain relevant records in Synergetic and HR drive.
• Complete tasks created by ELMO.

Compliance

• Ensure compliance with working rights documentation.
• Manage Blue Card applications and portal efficiently.
• Complete VEVO checks as required.

Recruitment

• Check and follow up on all outstanding HR documents and onboarding tasks.
• Support the HR team with administrative components of staff recruitment and onboarding.
• Complete reference checks.
• Assist in organising interviews with candidates. 
• Save all HR-related documents in the employee staff folder for easy access.
• Follow up on Duty Statements and Guidelines for all BGS employees and candidates.
• Meet and greet applicants.

Organisation

• Assist with data collation and drafting of the weekly HR Bulletin.
• Assist with preparation for Orientation and ensure welcome packs are collated and ready as needed.
• Respond efficiently and promptly to requests for information collation and reporting.
• Proactively collate data to expedite responses to information requests.
• Organise celebration day events.
• Upload reviewed position descriptions.
• Check the information provided by the applicants.

Qualifications

• Bachelor’s degree in Human Resources, Business Administration, or related field preferred or relevant experience.
• Previous experience in HR administration or similar role.
• Proficiency in HRIS (Human Resources Information Systems) and MS Office Suite.
• Strong attention to detail and accuracy.
• Excellent communication and organizational skills.
• Ability to prioritize tasks and manage time effectively.
• Knowledge of HR policies, procedures, and regulations.

Application Process
Brisbane Grammar School recognises the value of diverse thinking and we encourage qualified candidates from diverse backgrounds to apply. To better understand what it means to join BGS, please review the information on our website and social media accounts before submitting your application. You should also familiarise yourself with our key policies and procedures available on the School website, which may assist you during the recruitment process.

Our organisation is committed to protecting children and young people from harm. We require all applicants to undergo a screening process prior to appointment. Candidates must disclose any information relevant to their eligibility to engage in activities involving children.