Admin Officer - Head of Senior School Office
The School
Brisbane Grammar School is a non-denominational boys' school of about **** 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 setting responsive to the needs of our students.
Our Community
At Brisbane Grammar School, we take pride in our dedicated and professional staff, who are part of the School's achievements.
The School values professionalism and fosters a dynamic culture of innovation and collaboration.
The School supports creativity within a supportive environment where teamwork is encouraged both within and across disciplines.
About the Role
This is a Term Time position, working ***** weeks per year.
Purpose
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.
Key Responsibilities
Support for the Senior School Office including but not limited to:
Administration
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
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
Communication
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.
Events and Program Coordination
Assist in planning and executing events and programs for the Senior School Office
Coordinate with vendors, suppliers, and service providers.
Skills and Experience
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
What Can BGS Offer You?
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
Annual free flu vaccinations
Our organisation is committed to protecting children and young people from harm.
We require all applicants to undergo an extensive screening process prior to appointment.
Candidates must disclose any information relevant to their eligibility to engage in activities involving children.
Brisbane Grammar School reserves the right to close the advertisement before the listed closing date.
BGS is an Equal Employment Opportunity employer committed to fostering a diverse, inclusive, and culturally safe workplace where everyone feels respected, valued, and empowered to thrive.
Our recruitment process is designed to be inclusive and accessible.
If you require adjustments at any stage, please let us know — we're here to support you.
#J-*****-Ljbffr

📌 Admin Officer - Head Of Senior School Office (Queensland)
🏢 Brisbane Grammar School
📍 Queensland