WHAT'S THE FOCUS OF THE POSITION?

The aim of St Philip’s Christian College is to provide Whole of Life education that not only develops students academically, but also socially, physically, personally and spiritually. In order for the College to complete this vision, there is significant administration support required. The Executive Assistant will report directly to the Principal. The Executive Assistant supports the coordination and organisation of school requirements, as directed by the Principal.

KEY RESPONSIBILITIES :

The Executive Assistant is responsible for supporting the administration of the College with integrity, confidentiality and respect. Supporting several executives in their areas of need to ensure prompt response to emerging and routine needs. Key responsibilities will centre around project and event coordination, document management, liaison and communication, minute taking and reporting. The Executive Assistant will demonstrate initiative and accuracy in the outworking of this support role.

SPECIFIC DUTIES:

• College Culture: The Executive Assistant, in supporting the College Executive, will maintain and embody the Christian culture and vision of the school. Christian values will be upheld with sensitivity and awareness of regulations, valuing the unique gifts of all.
• Coordination and Administration: The Executive Assistant is instrumental in facilitating the effective organisation and facilitation of a collaborative College atmosphere. The role is to manage and assist all aspects of the day to day requirements to ensure excellence in all areas which include but may not be limited to:
  • Reporting and Compliance: Annual Report; School Registration; Board Reports.
  • Regulation and Compliance: Maintenance of NESA and AIS requirements for the Principal; Liaise with the AIS where necessary; Assist the Principal in sensitive matters such as Child Protection, Staffing Matters and Investigations; Upkeep documentation and records as required; Maintain and understanding of legislations and regulations.
  • Building and Development:  Support communication with local council, businesses, churches and organisations; Assist the Principal with building projects and master planning as required.
  • Diary and appointment management: Coordinate the diary of the Principal, and other Executives as directed by the Principal, with confidentiality, accuracy and professionalism; Arrange appointments, interviews, or meetings as directed; Assist in responding to emails as required, to support prompt response and streamlined communication.
  • Human Resources: Support the Principal in the outworking of the College’s Human Resource obligations including but not limited to: advertising positions, maintaining interview documentation, onboarding, offboarding; assist, organise and provide support to the Principal with performance management, disciplinary procedures, grievance and dispute resolution; maintain Job Descriptions across the College.
  • Communication and Liaison: Communicate professionally with parents, families and students with sensitivity and understanding, modelling the College values and adhering to all regulatory requirements; Support respectful communication and liaison for all needs; Upload documentation, e.g., job advertisements, as required; Assist in reviewing College documents to ensure accurate and professional written communication.

You will be required to carry out other duties that are within the limits of your skills, competence, training and/or experience as directed by the Principal.

ESSENTIAL QUALITIES : 

• Collegiality: You will need to be a team player, displaying confidentiality, initiative, organisation, passion and skill in administration.
• Professional Standards and Attributes: Uphold and support the Mission, Core Values, Vision, Policies and Aims of the College; Lead by example with high professional standards in all aspects of College life; Demonstrate high level of organisational and managerial proficiency; Be innovative, suggest and develop new and improved procedures; Ability to maintain high standards and have a calm and methodical approach; Ability to multi-task, prioritise workload and meet deadlines; Represent the College in a positive manner to the wider school community.
• Personal Skills, Attributes and Attitudes: Committed Christian and an active church member; Passionate about Christian education; Display discretion, confidentiality, honesty and integrity; Be positive, self-directed, empathetic, enthusiastic and highly motivated; Demonstrate adaptability, flexibility, initiative, resilience and manage work related pressures; Work cooperatively and collaboratively as a member of a team; Excellent range of written and oral communication skills in a variety of forms; Possess excellent interpersonal skills; Ability to work successfully with all stakeholders of the College community.