Co-Curricular Administrator

About Us

Caulfield Grammar School is an internationally recognised, independent, co-educational school offering exceptional education from Early Learning to Year 12. With more than 3,700 students and 1,000 staff across our Caulfield, Malvern, Shelford and Wheelers Hill Campuses, and the Caulfield Ascend student experience programs in Yarra Junction and Kakadu, we continue to innovate and inspire. High-quality learning through exceptional teaching sits at the heart of everything we do —ensuring meaningful learning every day, in every experience, for every learner, for life.

Shelford Campus

Opening in 2027 in the heart of Caulfield, Shelford Campus will be Caulfield Grammar School’s newest Junior School. The campus will initially offer exceptional education for students in Prep and Years 4–6, before growing into a full Prep to Year 6 Junior School. This represents a once‑in‑a‑career opportunity for a founding teaching team to shape the culture and community from the ground up, delivering high‑impact learning in an outstanding purpose‑designed environment.

The Role  

This is an exciting opportunity to support the vibrant co-curricular life of our new Shelford Campus and help bring Music, Theatre and Sport programs to life.

Reporting to the Campus Head of Music, whilst also having strong relationships with the Campus Head of Sport and Performing Arts Teachers, the Co-curricular Administrator will provide comprehensive administrative support across the Music, Theatre and Sport programs, ensuring the smooth coordination of activities, events, communications and operational processes. Working closely with staff, students, parents and external partners, you will play a key role in creating exceptional co-curricular experiences that enrich student learning and engagement.

You will be responsible for coordinating calendars, maintaining databases, managing bookings, supporting events and productions, administering budgets and ensuring clear communication across the campus community. The role requires strong organisational skills, attention to detail and a proactive approach to supporting a dynamic and growing co-curricular program.

As a founding member of the Shelford Campus team, you will help establish efficient systems, foster strong relationships and contribute to a culture where students are encouraged to participate, perform, compete and thrive through a broad range of co-curricular opportunities.

This is an ongoing part time, term time position across 5 days from 9am-3pm.

Key Responsibilities:

• Provide administrative support to the Music, Theatre and Sport programs across the campus.
• Coordinate and communicate co-curricular events, activities and schedules through shared calendars and communication platforms.
• Support the administration of departmental budgets, invoices and financial processes.
• Work collaboratively with the Office Manager and Daily Organiser to support campus operations.
• Act as a key point of contact for students, parents, staff and external providers regarding co-curricular programs.
• Coordinate room bookings, scheduling and resource allocation to support Music, Theatre and Sport activities.
• Support the administration of music examinations, instrumental programs and associated enrolments.
• Prepare and distribute communications, documentation and event information for productions, performances and co-curricular activities.
• Support ticketing, administration and logistics for campus productions and events.
• Maintain accurate databases, records and reporting systems relating to student participation and program delivery.
• Manage online content, timetables and program information to ensure stakeholders have access to current and accurate information.
• Foster positive relationships with students, families, staff and external partners while delivering exceptional customer service.
• Contribute to continuous improvement initiatives that enhance campus operations and co-curricular experiences.
• Uphold the School's commitment to Child Safety, ensuring the wellbeing, safety and dignity of all students at all times.

Skills and Qualifications:

• Employment Working with Children Check.
• Demonstrated administrative experience, ideally within an education setting.
• Experience supporting Music, Performing Arts, Sport or other co-curricular programs will be highly regarded.
• Strong organisational, planning and time management skills.
• Excellent written and verbal communication skills with the ability to engage effectively with a range of stakeholders.
• Strong customer service and relationship management capability.
• Demonstrated attention to detail and ability to manage multiple priorities simultaneously.
• Proficiency in Microsoft Office Suite.
• Experience with student or administrative management systems such as Synergetic, Sentral or Music Monitor is highly desirable.
• Commitment to professional growth, continuous improvement and alignment with school priorities.

For further information please see Position Description.

Why Caulfield Grammar School

Our culture is defined by the five values: Pursuing Excellence, Inspiring Creativity, Thriving Together, Embracing Diversity, and Living Wholeheartedly. These values guide the way we work together with passion and authenticity based on our guiding principle of a Mind for Life.

For more information about pursuing a career of excellence at Caulfield Grammar School, please visit our Shelford Campus Careers Page.

Our Benefits

• Competitive salary packages with 13% superannuation
• Continuous professional development and learning opportunities
• State-of-the-art facilities and innovative resources
• A year‑round focus on health, wellbeing and balance
• Employee Assistance Program (EAP) for confidential support
• Exclusive employee perks through the BENY benefits app
• Access to ISV resources and professional networks

How to Apply

Please submit your application by clicking on the APPLY button to be directed to our website.

Enquiries: **********@caulfieldgs.vic.edu.au

Applications Close: Monday 31 August 2026.