Supreme Incursions has been bringing learning to life for students across Victoria for over 17 years through engaging, hands on educational experiences. We're a team of passionate educators delivering more than 14 unique school incursions and 10+ holiday programs, as well as professional development, billy cart kit sales, and headphone hire.
Our reputation is built on high-quality programs, genuine relationships, and exceptional service. We're small, fun, and friendly-but always focused and fast-paced.
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Duration of Maternity Cover
Employment type:
Full-time, fixed-term maternity leave cover
Start date:
18 January ****
Expected duration:
For the duration of the employee's parental leave
The position will commence on a full-time basis, with the role expected to transition to part-time hours as the employee gradually returns from parental leave.
The anticipated working arrangement is:
18 January – 30 April ****:
Full-time
May – August ****:
Hours expected to gradually reduce as the employee begins a phased return to work. This may initially remain full-time before reducing to approximately 3 days per week.
September – November ****:
Hours are anticipated to reduce further, potentially from approximately 3 days per week to 1 day per week as the employee continues their return.
Please note that the above dates and hours are indicative only and may change depending on the employee's return-to-work arrangements and business requirements.
The Role
We're looking for an experienced and proactive Administration Officer to become the heartbeat of our office. Someone who is organised, calm and fits in with our fun team of teachers.
You'll be the first point of contact for schools and educators—answering calls, managing a busy inbox, booking incursions, coordinating details, and ensuring every customer feels supported. The volume and pace demand a calm,



detail-oriented professional who thrives in a dynamic workplace.
You'll juggle emails, calls, and bookings, while making sure nothing falls through the cracks. This role is essential to the success of our programs and the experience we provide to schools and students.
The position will commence on a full-time basis, with the role expected to transition to part-time hours as the employee gradually returns from parental leave.
The full-time working hours are Monday to Friday, 8:15am‐4:15pm. As the employee returns to work, the number of days worked each week is expected to gradually reduce; however, the hours worked on each scheduled day will remain 8:15am‐4:15pm. For more detail, please see 'Duration of Maternity Cover ' above.
You'll typically work alongside 1–2 team members in the office, though at times you may be working independently if team members are out at schools. After completing a comprehensive training period, it's essential that you feel confident working solo, staying proactive, organised, and self-sufficient. Support is always just a phone call away if questions arise.
What You'll Be Doing
Managing phone and email enquiries with care, accuracy, and professionalism.
Guiding schools through our program options, matching their needs with curriculum‐aligned experiences.
Booking and scheduling incursions, tracking key information like student numbers, school spaces and timetables.
Entering and updating bookings using our system (Bookeo - training provided).
Communicating with our teaching team to ensure all booking details are clear and complete.




Raising invoices, purchase orders, and managing accounts receivable using Xero.
Coordinating freight deliveries and equipment drop-offs.
Building and refining admin systems, manuals, and documentation.
Keeping Google Drive files up to date and organised.
Supporting the broader team by flagging issues and offering solutions.
What We're Looking For
Minimum 5 years in an administration role (essential)
Experience in a fast‐paced admin environment—confident juggling calls, emails, and tasks without losing track
Excellent verbal and written communication
High attention to detail with strong time management
Ability to multitask under pressure and follow through on every detail
Confidence with Microsoft Office (especially Excel), Gmail, and Google Drive
Experience with Xero for invoicing and accounts or equivalent (please state what)
Able to follow and refine internal systems
Positive attitude and professional approach
A true team player with a willingness to take direction and get involved
Candidates must have Australian work authorisation.
Bonus Points For
Background in education, teaching, or school‐based administration
Experience managing a small office or team
Strong proficiency in Excel and accounting systems
Hands‐on experience with end‐to‐end invoice processing and account reconciliation
Experience using booking systems (e.g. Bookeo) and CRM platforms (e.g. HubSpot)
Why Join Us?
Friendly, tight‐knit team that loves what we do
Work that's meaningful—supporting programs that genuinely engage students
2-3 weeks of full‐time, structured training, followed by ongoing team support
Optional: Speak to our outgoing team member during the recruitment process to get a real feel for the role and team
Start Date
18 Jan ****
Learn more about
#J-*****-Ljbffr

📌 Administration Officer- Maternity Cover (Melbourne)
🏢 Supreme Incursions
📍 Melbourne