Title of Position:Learning Executive Assistant
Type of Appointment:Permanent Term-Time
1 Context
Established in **** in a picturesque setting in Caloundra on the Sunshine Coast, Pacific Lutheran College is a leading K-12 learning community that is innovative, dynamic and progressive.
Firmly underpinned by the values and traditions of excellence of Lutheran Education in Australia, students have achieved outstanding success in the academic, sporting and cultural dimensions of their lives.
Enrichment programs in all three areas have enabled students to explore their potential.
Pacific has established a strong academic culture, which promotes thinking, deep understandings and creativity based on the learnings of Harvard's Project Zero team.
The synergy of these programs with the research of positive psychology and Lutheran theology provides for a rich whole of life learning culture.
Our staff take advantage of flexibility in physical and virtual spaces to support an increasingly personalised approach to learning for our young people.
Pacific has a seamless curriculum across Kindergarten to Year 12 with teams of teachers working across the four subgroups of the College.
Staff are expected to learn collaboratively to contribute to a whole school approach as they lead learning in the Foundation College (Kindergarten-Year 2), Junior College (Years 3-5), Middle College (Years 6-9) and Senior College (Years *****).
2 Role Description
The Learning Executive Assistant provides assistance to the College Administration by performing a range of clerical and administrative duties with a particular focus on the day to day operation of the College.
This role ensures the efficient coordination of teaching and learning processes with the primary responsibility for administration of processes associated with senior schooling including the management of the QCAA portal and support of assessment certification and career counselling processes.
The Learning Executive Assistant will be responsible for providing professional and confidential administrative support to the Administration and Learning Executives and in particular the Director and Heads of Learning.
As an evolving position in the College, the specific duties may vary by negotiation over time.
The Learning Executive Assistant is directly responsible to the Senior Executive Assistant and Office Manager and works in collaboration with the Director and Heads of Learning and is expected to:
Strengthening Lutheran Identity
Support the Lutheran ethos of the College.
This would include involvement in staff devotions and retreats.
Enhancing Excellence in Teaching and Learning
Provide administrative services to the Director and Heads of Learning to enhance the quality of learning experiences for students.
Engage in Ongoing Improvement and Innovation
Engage in ongoing professional learning to update knowledge and practice, targeted to professional needs and College priorities.
Contribute to professional discussion with colleagues in a range of forums to evaluate practice directed at improving professional knowledge and practice and the educational outcomes for students.
Engage in reflection, collaborative planning, monitoring and review.
Community Building
The Learning Executive Assistant is an important connection point for students and community members and has an important role in the building of community through the following:
Foster effective learning partnerships with students, staff, parents and members of the wider community.
Demonstrate responsiveness in all communications with parents/carers and staff, providing a welcoming environment for students, staff, parents and community members.
Adhere to the College Code of Conduct and act professionally at all times in dealing with students, staff, parents and members of the community.
Maintain a positive work environment through support of the administrative team members, flexibly adjusting to changing demands of the work workplace.
This would include the sharing of tasks.
Leading Effective Organisation and Management
The Learning Executive Assistant is expected to be able to work with minimum direction and provide accurate, timely administrative service to the Director and Heads of Learning in the following areas:




Provide administrative support to the Director and Heads of Learning including managing calendars, drafting and sending communication, organising meetings, information evenings, parent/teacher conferences and producing subject handbooks.
Maintaining the QCAA portal for senior students, process AARA applications, input student results, assessment items and confirmation of student samples.
Provide administrative support and coordination for senior examinations including mock and external examinations.
Provide administrative support to the VET co-ordinator and Head of Careers including input of data and co-ordination of student/parent meetings, calendar management, process subject selections and subject changes.
Provide accurate archiving and scanning of student assessment for record keeping, ensuring all samples are complete.
Provide administrative support to the Heads of Department to update and maintain handbooks and process results.
Prepare, send and enter information regarding subject and information evenings, subject changes and SET planning.
Setup and maintain records for testing including NAPLAN and point in time testing.
Record missed student assesment and organise catch-up examinations.
Maintain the academic support register and assist in the coordination of staff and students.
Produce College communication, including electronic communication to a high standard in keeping with the brand of the College, including letters and communication to staff, students and parents.
Confidentially manage student, staff and family data in a variety of data bases and software programs as required.
Assistance with the coordination of College events, including distributing information, recording responses and providing reports.
Complete tasks as directed by the Office Manager and assist other administrative personnel in their roles including relief at all reception areas and in the Wellbeing Centre as required.
Have an awareness of personal health and wellbeing for themselves and their colleagues.
Adhere to the workplace health and safety requirements of the position.
Maintain high levels of confidentiality at all times.
3 Workplace Health and Safety
Effective implementation of the School's Workplace Health and Safety Manual requires the active involvement of all employees.
All employees have an obligation to comply with statutory and organisational requirements, procedures and rules that are intended to protect the health and safety of persons at the workplace including the general public.
For the detailed list please refer to the duty statement found on the College website: Career Opportunities - Pacific Lutheran College
4 Commitment to Child and Cultural Safety
Pacific Lutheran College, Pacific Lutheran Early Learning Centre and Pacific Lutheran College Outside Hours School Care (OSHC) are committed to providing environments where children and students are safe, supported, and able to thrive.
We have zero tolerance for child abuse, harm, neglect, or exploitation in any form.
The safety and wellbeing of children and students is our highest priority and the paramount consideration in all decision‐making involving children and students.
We recognise that safeguarding children and students requires deliberate, consistent action.
This includes maintaining strong systems, building capability across our workforce, and ensuring that concerns are taken seriously and acted upon without delay.
We are committed to:
· acting with the safety, wellbeing and best interests of children and students as the paramount consideration at all times:
· meeting the 10 Child Secure Standards in every part and activity of our organisation
· creating culturally safe environments that are free of racism and discrimination, and upholding the right to cultural safety of all children, and especially those who are Aboriginal persons or Torres Strait Island persons (the universal principle)




· creating and maintaining environments that prevent harm and reduce risk through strong governance, supervision and safe practices
· listening to, respecting, and taking seriously the voices of children and students
· responding promptly and appropriately to concerns, disclosures, or allegations, including through fair and child‐centred processes
· complying with all legislative and regulatory child safety obligations, including mandatory reporting and the Reportable Conduct Scheme
This commitment will be communicated to children, students, families and staff.
Pacific Lutheran College, Pacific Lutheran Early Learning Centre and Pacific Lutheran College Outside Hours School Care (OSHC) will maintain accessible pathways for raising concerns.
We are committed to regular training and educating our workers (including staff, volunteers, contractors, and leaders) on child and cultural safety.
We do not tolerate child abuse or harm, racism or discrimination.
We will take the steps necessary in line with our policies, procedures, risk management practices and codes of conduct to ensure that we maintain child and culturally safe environments.
All workers (including staff, volunteers, contractors, and leaders) share responsibility for child safety and wellbeing and are expected to uphold this commitment in their roles.
5 Selection Criteria
As a key administrator in the support of the leadership of the day to day operations and a range of activities within the College, the successful applicant will be expected to have or have the ability to acquire the:
SC 1.Demonstrated ability and commitment to support the Lutheran ethos and values of Pacific Lutheran College.
SC 2.Demonstrated experience in providing high-level administrative support to senior leaders in a busy and complex environment, including diary management, preparation of professional correspondence, organisation of meetings and events, and the ability to effectively support the Director and Heads of Learning in the administration of Senior Curriculum, including subject selection processes, QCAA requirements, assessment administration and related student information including VET and Career support.
SC 3.Highly developed organisational, communication and interpersonal skills, with the ability to build positive relationships and provide exceptional customer service to students, parents, staff and members of the wider community while maintaining professionalism, discretion and confidentiality.
Including proficiency in the use of information management systems, including Microsoft Office applications, Electronic Forms, Adobe sign, databases and student management systems, with the ability to accurately manage data, prepare reports and learn new technologies.
SC 4.Proven ability to work collaboratively within a team while demonstrating initiative, flexibility and sound judgement, including the capacity to manage competing priorities, meet deadlines, adapt to changing demands, and contribute to continuous improvement within a dynamic school.
Applicants should demonstrate highly developed written and verbal skills, confidentiality, and be able to work professionally in a high quality, service based multi-faceted environment.
A commitment to ongoing professional learning will be required.
SC 5.An understanding and commitment to workplace health and safety within the day to day operations and activities of the College, together with a commitment to child and cultural safety, confidentiality and the highest standards of professional conduct.
6 Knowledge, Qualifications and Application Process
The successful applicant must have experience in using Excel, Microsoft Office software and data management systems.
Employees must have or be eligible to acquire a Blue Card, maintain their Suitability to Work with Children requirements and meet other mandates as specified by the government for working within schools.
Please feel free to contact the Principal in relation to any queries regarding your application.
Salary and related conditions are as per the current Queensland Lutheran Schools' Single Enterprise Agreement.
Applicantsmust address the selection criteriaand forward their cover letter and application to Dr Bronwyn Dolling, Principal, via email to ****** by midday Wednesday 29th July ****.

📌 Learning Executive Assistant (Queensland)
🏢 Pacific Lutheran College
📍 Queensland