Administration Assistant - Learning and Teaching

Position: Administration Assistant - Learning and Teaching
Salary Range: $71,252 - $73,490 per annum pending experience
Tenure: Full Time, Permanent
Commencing Date: As soon as practicable
Closing Date: Monday, 14 April 2025 unless filled prior

Townsville Catholic Education supports a diverse region extending from Townsville to the Burdekin and Whitsunday regions in the South, North to Ingham and Halifax, South-West to Winton, and West to the border with the Northern Territory, encompassing Mount Isa and several small, isolated western towns and east to Palm Island.

Townsville Catholic Education provides a supportive, flexible working environment where care for the individual is an important part of our ethos.  We employ motivated people who want to work together to produce excellent outcomes for our students. Our staff are recognised as being central to achieving our mission. 

Townsville Catholic Education has standards of conduct for workers to maintain a safe and healthy environment for children. Our commitment to these standards requires that we conduct working with children checks and background referencing for all persons who will engage in direct and regular involvement with children and young people and/or adults-at-risk. The organisation is fully committed to child safety and has a zero tolerance to abuse of children or adults-at-risk.

About the role

The Director of Mission & Learning at Townsville Catholic Education is seeking applications from suitably qualified and experienced candidates for the position of Administration Assistant to the Learning and Teaching Team, Townsville Catholic Education Office, Kirwan. The successful applicant will be expected to work full-time and be able to perform a full range of secretarial and administrative support functions for a busy and dynamic Learning and Teaching Team.

The primary responsibility of the role is to provide timely and efficient administrative support and coordination to the Learning and Teaching Team’s three Curriculum Advisers and three System Learning and Teaching Advisers (SLTAs) in the Mission and Learning Directorate, Townsville Catholic Education Office (TCEO).

The Administrative Assistant performs a full range of secretarial and administrative support functions, including prompt, courteous and effective communication with internal and external stakeholders, to ensure the smooth and functional delivery of services from the six members in the Learning and Teaching Team.

The Administrative Assistant will require high level skills with the ability to prioritise the work demands from each of the Curriculum Advisers and SLTAs and ensure deadlines are met.

Key Accountabilities

• Coordinate requests for information and documentation on behalf of the Curriculum Advisers and SLTAs and act as a first point of contact for enquiries on behalf of the team where appropriate
• Manage the Curriculum Advisers and SLTAs electronic diaries, including scheduling, negotiating appointments and meetings by liaising with TCEO, schools, and other parties in scheduling of appointments
• Coordinate travel requirements for the Curriculum Advisers and SLTAs including flights, accommodation, car hire, and conference bookings
• Coordinate fleet vehicle compliance and servicing requirements for Curriculum Advisers’ vehicles
• Coordinate the TCEO/School Calendar and regularly update throughout the year with a commitment to accuracy and compliance
• Coordinate Professional Development and relevant network meetings including preparing and distributing agendas and date claimers, preparing professional learning resources, managing staff registration in relevant platforms, organising catering, set up / clean-up of venue rooms and management of media equipment and Zoom / Teams technology for face-to-face and online connectivity
• Complete purchase orders through the TCEO Tech One platform including expenses claims from the Curriculum Advisers and SLTAs
• Complete and submit requests for reimbursement and funding to QCEC when requested
• Support the Director Mission & Learning in preparing annual budgets for the directorate and other financial reporting requirements as directed
• Provide timely and professional communication with external parties including the office of the Bishop as well as schools, venues, and other stakeholders
• Provide generalist administrative support to the Curriculum Advisers and SLTAs in the Learning and Teaching Team including the management of incoming and outgoing mail and the monitoring and ordering of stationery and other resources
• Coordinate, maintain and store records (both electronic and hardcopy) in an accurate, timely, confidential manner, and produce reports from the electronic data as required
• Prepare professional learning resources as required for Curriculum Advisers and SLTAs in the Learning & Teaching Team
• Update the Learning & Teaching website with support from Marketing and Communications and the ITS Team
• Ensure information produced and displayed for school access reflects accuracy and currency (including guidelines, handbook, Google Workspace, TCE ShareHub, www. etc.)
• Provide secretarial support to the various Learning and Teaching Advisory Committees and other Committees as reasonably instructed
• Liaise with external personnel as required by the Curriculum Advisers and SLTAs
• Other tasks as reasonably instructed. This role is part of the wider TCEO Administrative Team and as such there is a requirement for Administration Advisers to provide assistance to the reception function from time to time as well as to other teams within the Mission & Learning Directorate.

Mandatory Criteria

• Current Working with Children Suitability Card or eligibility to obtain one *
• Relevant Qualifications
• Current Driver’s Licence
• Ability to travel from time to time within the Catholic Diocese of Townsville
• Ability to perform the physical requirements of the role in a safe manner.

* The successful candidate will require a paid Blue Card before commencement as per the No Card, No Start policy developed by Queensland Government.

Desirable Criteria

• Certificate Business Administration or Office Studies
• Previous experience in the Education field would be considered advantageous.

Some employees may be subject to pre-employment medical assessments during the selection process. Depending on the nature of the position, it may be necessary for successful applicants to be immunised against certain preventable diseases in order to minimise the risk of transmission.

What we offer

• Competitive Annual Salary starting: 
• 4 Weeks Annual Leave with 17.5% leave loading
• Salary packaging options 
• Modern facilities, equipment and resources
• Superannuation up to 12.75% employer contribution (in a co-contribution arrangement)
• Access to long service leave after 7 years of continuous service
• 14 Weeks’ paid parental leave if eligible
• Deferred Salary Scheme
• Corporate health insurance 
• Induction, professional development and learning opportunities
• Wellbeing programs and initiatives

How to apply

• Upload a current resume 
• Upload a cover letter addressing the skills, attributes and experience to support the key accountabilities of the role identified in the position description
• Please complete the application form including your two nominated professions referees (name, position title and email address)

Please refer to the Position Description for more information.

• For further information regarding the remuneration package please contact TCEO Human Resources recruitment@tsv.catholic.edu.au.

Applications close 3.00pm Monday, 14 April 2025 unless filled prior

Applications during the shortlisting phase will be kept confidential.

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