Administrative Assistant

 

Position Summary
As an Administrative Assistant for the Director of Co-curricular Cultural Activities, your role is to ensure that all
administrative tasks are carried out in an efficient and effective manner. This may include tasks such as
managing schedules, arranging meetings, handling correspondence, and providing support for various events
and projects. Your attention to detail and ability to communicate effectively will be essential for ensuring the
smooth operation of the department.

Applicants should address the following criteria in their application

SC1 Strong organisational skills, with the ability to manage multiple tasks and deadlines simultaneously while
keeping accurate records and maintaining a high level of attention to detail

SC2 The ability to work under pressure, including being able to remain calm and productive in high-pressure
situations, such as during rehearsals or when deadlines are approaching

SC3 Demonstrative ability to be a team player, with a focus on collaboration, including the ability to work
effectively with others and be willing to pitch in wherever needed

SC4 High level of initiative, with the ability to work autonomously and positively contribute as a staff member with
an openness to new technology, processes and continuous improvement

Role Statement
The role statement for the Administrative Assistant - Co-Curricular Cultural is available at
www.stlukes.qld.edu.au/community/careers

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Applying for the Position
Pre-employment checks form part of the appointment process and cover such matters as Student Protection,
Workplace Health and Safety, School Procedures and Policies etc. Further information about these policies and
procedures is available on the School’s website. The St Luke’s Anglican School Staff Recruitment and Selection
Policy and the Staff Conduct - Guidelines and Expectations Policy apply to this position.

Applicants should apply by submitting an application which clearly provides details on each of the following:
o Provide a cover letter outlining your reason/s to apply for this position (a maximum of 500

words)
o The selection criteria (where required) must be addressed to be considered for the role.

Please provide an account of your experiences and achievements for each selection criteria (a
maximum of 4 pages)

o A copy of your resume including your education qualifications relevant to the duties and
selection criteria, relevant work and education history (a maximum of 4 pages)

o The name and contact details of three professional referees, to be contacted only during
post-interview screening, and only after seeking permission from the applicant

o It is encouraged to also upload a short video (a maximum of 2 minutes), introducing yourself,
and why you would like to work with us at St Luke's Anglican School.

Preferably, please submit your application via email to: employment@stlukes.qld.edu.au

Alternatively, you may post your application to:
The Principal
St Luke’s Anglican School
4 Mezger Street
Bundaberg Qld 4670

Applications close at 10.00am on Wednesday 30 August 2023

Benefits and Culture
St Luke’s Anglican School offers the opportunity to work with exceptional educators and staff, dedicated and
passionate about enabling and empowering students to be the best they can be. You will experience an
innovative and creative teaching and learning culture, supported by your colleagues and the Executive
Leadership Team and a commitment to your professional development.

Our staff enjoy a highly competitive remuneration package, discounts on school fees for children, park-like
grounds, modern facilities, free before and after school care during term time and a gymnasium.

The opportunity to enjoy the sub-tropical lifestyle and health benefits associated with living outside of a capital
city.

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Child Protection Statement of Commitment
Anglican Schools and Education & Care Services are committed to providing environments where children and
young people receive the highest standard of care, where their rights are supported, and they have the
opportunity to thrive and be fruitful. Such environments nurture and safeguard the intelligence, dignity, safety and
wellbeing of each child or young person, by placing them at the centre of thought, values and actions.

As reflected in our Ethos, our vocation is education, driven by a vision of humanity, shaped by the image of God
made visible in Jesus, present in every human being.

• Every child: made in the image and likeness of God.
• Every child: loveable and loved, unique and unrepeatable.
• Outstanding education for the flourishing of people and the good of the community.

Our faith is lived. We are hospitable and welcoming communities, who embody compassion, kindness, fairness,
justice and love, and where exceptional pastoral care is practiced.

Working and serving the best interests of children and young people is in everyone’s best interest. This is
achieved through sustaining living and learning environments that are safe, supportive and stimulating.
Specifically, we:

• place emphasis on genuine engagement with children and young people;
• create conditions that reduce the likelihood of harm to children and young people;
• create conditions that increase the likelihood of identifying harm where it exists; and
• respond swiftly and appropriately to any concerns, disclosures, allegations or suspicions.

This commitment is sought to be consistently reflected through the decisions and behaviour of all persons within
the School or Service, who are guided by effective governance, policies, tools and processes. This fosters a
child-safe culture, where acting in children and young people’s best interests is at the heart of what we do.

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Administrative Assistant - Co-curricular Cultural
Position Summary
As an Administrative Assistant for the Director of Co-curricular Cultural Activities, your role is to
ensure that all administrative tasks are carried out in an efficient and effective manner. This may
include tasks such as managing schedules, arranging meetings, handling correspondence, and
providing support for various events and projects. Your attention to detail and ability to communicate
effectively will be essential for ensuring the smooth operation of the department.

Key Responsibilities
Skills and Attributes

• Passion for, and community involvement within the Performing Arts sector (desirable)
• Attention to detail
• Familiarity with various software programs, such as Microsoft Office, Google Workspace, and Adobe

Creative Suite

• Experience with project management
• Ability to work collaboratively with colleagues
• Manage competing priorities
• Maintain a positive attitude in a fast-paced environment
• Excellent organisational and time management skills
• Strong communication and interpersonal abilities necessary to communicate with students, staff, parents

and other visitors to the school.

• Ability to multitask, prioritise, and work independently
• Enthusiasm and passion for the arts
• Knowledge of cultural events and institutions
• Must have the ability to maintain and ensure confidentiality and sensitivity to such matters
• Ability to adapt to changing needs and tasks of the Department and the School
• An understanding of a school environment (desirable)
• Recognising the importance of teamwork and effective communication amongst team members and

building rapport within the immediate team in ways that are respectful and inclusive of others.

General

• Provide support in relation to administrative and operational matters in line with School

procedures and guidelines

• Ensure that attendance is marked for all band members at every rehearsal and performance
• Work with the relevant teachers to ensure that all timetables for Music, Drama, and Performing

Arts classes are accurate and up-to-date

• Book transportation for all music and drama excursions and events as needed
• Assist with the organisation of various concerts and functions throughout the year including

being responsible for assisting with the planning and execution of multiple cultural events,
including Cultural Evening, Arts Week concerts, Eisteddfod, AMEB Examinations, Music
Camp, and more

• As needed, assist with various tasks at concerts and events, as agreed upon with the Head of

the Arts Faculty (which includes Music, Drama, Performing Arts, and Co-curricular)

• Responsible for assisting with the year-end recruitment process, which includes processing

letters, arranging sessions for students to talk to teachers, collating returns, compiling lists,
and other duties as required

• Ensure that all required music is photocopied and distributed as needed
• Responsible for collecting and collating information regarding instrumental tuition fees and hire

fees as required by the Accounts department

• Maintain instrumental student and band lists, ensuring accuracy and recency for reporting

purposes

• Draft, collate approvals, and distribute letters to parents and students regarding all cultural

activities

• Assist and support instrumental, other music teachers, and art teachers in the Arts Faculty as

required.

Other shared administrative support duties

• Handle confidential correspondence, take phone calls, and make appointments
• Liaise with teachers and parents
• Collate paperwork and medical forms from students
• Process and file correspondence
• Provide general administrative support
• Prepare fortnightly newsletters.

Education / Professional Qualifications

• Previous experience and/or qualifications in an Administrative/Secretarial role (desirable)

Workplace Health and Safety

• Take full responsibility for compliance with the School’s Workplace Health and Safety Policy, safe work

procedures, instructions and rules, particularly in the correct use of equipment

• Identify any unsafe behaviour, or unsafe or unhealthy conditions, and report these to the Principal
• Adopt risk management strategies to minimise the risk of injury to people and property in the workplace
• Be responsible for own health and safety and for the health and safety of others in the workplace who

may be affected by your acts or omissions at work

• Cooperate with the Principal or other person so far as is necessary to enable compliance with any

requirements under the Work Health and Safety Act 2011 and the regulations that are imposed in the
interests of health, safety and welfare on the Diocese or any other person.

Safeguarding Children And Young People

• St Luke’s School takes child protection seriously, and as an employee of the School, you are required to

meet the behaviour standards outlined in our Staff Conduct - Guidelines and Expectations Policy. You
will receive a copy of this policy as part of your induction. You can also access a copy of these
guidelines on the School website

• Therefore, as a part of your duties and responsibilities, you are also required to:
• Participate in Child Protection training and education as appropriate
• Provide a welcoming and safe environment for children and young people
• Promote the safety and well-being of children and young people to whom we provide services
• Ensure that your interactions with children and young people are positive and safe
• Provide adequate care and supervision of children and young people in your charge
• Act as a positive role model for children and young people

• Report any suspicions, concerns, allegations or disclosures of alleged abuse to management
• Maintain valid ‘working with children’ (Blue Card) documentation
• Undergo periodic ‘national criminal history record’ checks if requested
• Report to management of any criminal charges or convictions you receive during the course of

your employment that may indicate a possible risk to children and young people.

General Terms of Appointment

• Be supportive of the Anglican Ethos of the School
• Support the Strategic Plan and the School Improvement Plan
• Take full responsibility for compliance with the Staff Conduct - Guidelines and Expectations Policy
• Take full responsibility for compliance with all School policies and procedures
• Uphold the School values of Faith Performance Honour
• Hold current Blue Card for Child Related Employment
• Attend meetings as required by the Principal and/or their delegate
• Adhere to a non-smoking working environment
• Comply with all requirements of Anglican Church Southern Queensland Policy and Procedures manual

– Safeguarding our Students.

Key Relationships
Effective working relationships with the Principal and the Executive Team.

Immediate Supervisor
Director of Co-Curricular Cultural Activities

Given the dynamic environment in which the School operates, the Principal may alter the roles and
responsibilities of this position at their discretion in order to most effectively serve the needs of the
School.

Role Statements are reviewed annually, in line with the requirements and changing environment of
the School.

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