Administration and Activities Officer

Job Description

Contract Type: Permanent/Ongoing Position Full Time Applications Close: 18 February 2025 The Administration and Activities Officer provides assistance to the College Administration by performing a range of clerical and administrative duties with a particular focus on the day to day operation of the College and the administrative support of activities including outdoor education experiences. Title of Position: Administration and Activities Officer Type of Appointment: Full-Time Permanent (including School holidays) 1. Context Established in 2001 in a picturesque setting in Caloundra on the Sunshine Coast, Pacific Lutheran College is a leading K-12 learning community that is innovative, dynamic and progressive. Firmly underpinned by the values and traditions of excellence of Lutheran Education in Australia, students have achieved outstanding success in the academic, sporting and cultural dimensions of their lives. 2. Role Description The Administration and Activities Officer provides assistance to the College Administration by performing a range of clerical and administrative duties with a particular focus on the day to day operation of the College and the administrative support of activities including outdoor education experiences. As a staff member within a Christian school, the Administration and Activities Officer will be expected to support and contribute to the growth of a strong Christian faith learning community through personal example and professional leadership. The Administration and Activities Officer will be responsible for providing professional and confidential administrative support to the Administration and Learning Executive through the Director of Staff and the Head of Outdoor Education. As a new position to the College, the specific duties may vary by negotiation over time. The Administration and Activities Officer is directly responsible to the Senior Executive Assistant and Office Manager and works in collaboration with the Director of Staff and the Head of Outdoor Education. As a regular point of contact between the College and parents, staff, students and community members, the Administration and Activities Officer is expected to: Strengthening Lutheran Identity Support the Lutheran ethos of the College. This would include involvement in staff devotions and retreats. Enhancing Excellence in Teaching and Learning Provide administrative services to the Director of Staff to enhance the quality of learning experiences for students. Provide administrative services to the Head of Outdoor Education to enhance the quality of learning and outdoor education experience for students. Engage in Ongoing Improvement and Innovation Engage in ongoing professional learning to update knowledge and practice, targeted to professional needs and College priorities. Contribute to professional discussion with colleagues in a range of forums to evaluate practice directed at improving professional knowledge and practice and the educational outcomes for students. Engage in reflection, collaborative planning, monitoring and review. Community Building Foster effective learning partnerships with students, staff, parents and members of the wider community. Demonstrate responsiveness in all communications with parents/carers and staff, providing a welcoming environment for students, staff, parents and community members. Adhere to the College Code of Conduct and act professionally at all times in dealing with students, staff, parents and members of the community. Maintain a positive work environment through support of the administrative team members, flexibly adjusting to changing demands of the work environment. This would include the sharing of tasks. Leading Effective Organisation and Management Produce College communication, including electronic communication to a high standard in keeping with the brand of the College, including letters and communication to staff, students and parents. Lead the organisation of major College activities (Commencement Service, Closing Service, Open Day), including oversight of the production of programs, certificates and other relevant resources consistent with the brand of the College. Provide administrative support to the Director of Staff including variations to normal routine as part of day to day organisation of the College including schedules for incursions, documentation for excursions, student exchanges, photos and immunisation. Provide administrative support to the Head of Outdoor Education including communication to parents, outdoor education providers, staff, students and documentation of processes related to the Duke of Edinburgh program. Maintain a stocktake of outdoor education equipment and assist with the allocation, storage, replacement and ordering of equipment. Assist the Communications and Community Liaison Officer in the leadership of community events including the biannual OceanFest. Confidentially manage student, staff and family data in a variety of data bases and software programs as required. Assistance with event coordination, including distributing information, recording responses and providing reports. Support the Director of Staff in evacuation and lockdown processes by keeping the relevant documents and resources up to date and ready for use. Maintain office equipment and supplies as required. Complete tasks as directed by the Office Manager and assist other Administrative Personnel in their roles including relief for front reception. Have an awareness of personal health and wellbeing for themselves and their colleagues. Adhere to the workplace health and safety requirements of the position. Maintain high levels of confidentiality. 3. Workplace Health and Safety Effective implementation of the School’s Workplace Health and Safety Manual requires the active involvement of all employees. All employees have an obligation to comply with statutory and organisational requirements, procedures and rules that are intended to protect the health and safety of persons at the workplace including the general public. All Academic and Ancillary staff must: Perform work safely in accordance with the training (induction and annual) they have received and report substandard work conditions or practices. Follow lawful written and verbal workplace health and safety instructions, including policies and procedures issued by managers and supervisors and observe all warning signs and notices. Report all personal injuries and incidents immediately to the supervisor and appropriate School delegate. Co-operate with and participate in all activities to make the work environment safe and healthy. Maintain good housekeeping standards at all times. Ask for specific instruction regarding the hazards associated with performing tasks which may not be completely familiar. Wear clothing and footwear appropriate to their job and use all personal protective equipment specified and/or routinely expected for that job. Operate specified plant and equipment, eg. motor vehicles, cranes, etc, only if properly trained (including completion of induction procedures as required) and authorised to do so. Not wilfully or recklessly interfere with anything that might harm the health, safety and wellbeing of themselves and others. Not attend work under the influence of alcohol or illegal drugs. Employees taking any medication must follow the directions of use and report to their supervisor if this substance may interfere with their performance at work. Assist with Risk Assessments and Accident Investigation Reports when requested to do so. 4. Selection Criteria As a key administrator in the support of the leadership of the day to day operations and a range of activities within the College, the successful applicant will be expected to have or have the ability to acquire the: SC 1. Demonstrated ability to support the Christian ethos of the College. SC 2. Demonstrated professional skills in administration within a complex multi-faceted environment including record keeping in relation to policies, procedures, personnel, stock and budgets. Similar experience within the school environment would be an advantage. The ability to use spreadsheets and databases will be essential. The successful candidate will be expected to show initiative, work with minimal direction and contribute to improvement in their areas of responsibility. SC 3. An understanding and commitment to workplace health and safety within the day to day operations and activities of the College including outdoor education experiences. SC 4. Demonstrated high levels of interpersonal capabilities in areas such as teamwork, organisation, time management and communication. Applicants should demonstrate highly developed written and verbal skills, confidence, confidentiality, and be able to work professionally in a high quality, service based multi-faceted environment. A commitment to ongoing learning will be required. 5. Knowledge, Qualifications and Application Process Experience in using Excel, Microsoft Office software and data management systems. The successful applicant must have: Employees must have or be eligible to acquire a Blue Card, maintain their Suitability to Work with Children requirements and meet other mandates as specified by the government for working within schools. Please feel free to contact the Principal in relation to any queries regarding your application. Applicants must address the selection criteria and forward their application to Dr Bronwyn Dolling, Principal, via email to by midday Tuesday 18th February 2025. #J-18808-Ljbffr