Admin Officer - Head of Senior School Office

The School
Brisbane Grammar School is a non-denominational boys’ school of about 2000 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 environment 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 38-40 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
• Senior School Assembly:
• 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.
• Financial Administration
• 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 
• Wellbeing Strategy  
• Annual free flu vaccinations 

Application Process
Brisbane Grammar School recognises the value of diverse thinking and we encourage qualified candidates from diverse backgrounds to apply. To better understand what it means to join BGS, please review the information on our website and social media accounts before submitting your application. You should also familiarise yourself with our key policies and procedures available on the School website, which may assist you during the recruitment process.

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.