Toowoomba Grammar School PERSONAL ASSISTANT TO THE HEADMASTER

Position Description The City of Toowoomba Toowoomba, a city of 162,000 people, is arguably Australia’s most beautiful provincial city. Toowoomba is ideally situated on the eastern escarpment of The Great Dividing Range, less than 1.5 hours by car from Brisbane and two hours from the surf beaches of the Gold Coast and the Sunshine Coast. Toowoomba, being 700 metres above sea level, does not experience the degree of humidity of other regions of Queensland. Regional public transport is frequent and reliable, with connections to interstate and international transport networks. This includes the new Brisbane West Wellcamp Airport located just west of Toowoomba, providing direct interstate flights. The city has four hospitals, and an extensive city infrastructure. It is known as “The Garden City” of Queensland and increasingly is being recognised as an Education Capital. The University of Southern Queensland (USQ) is located in Toowoomba, together with TAFE Queensland South West. There are 32 primary schools and 19 secondary schools in Toowoomba and the Darling Downs. The School Toowoomba Grammar School was founded in 1875. It is an independent non-denominational day and boarding school for boys with a total enrolment of 1,260 from the Preparatory Year to Year 12. There are approximately 300 boarders in the School coming predominantly from throughout Queensland, Northern New South Wales and the Northern Territory. The School’s campus covering 20.5 hectares includes beautiful heritage-listed buildings, five sporting ovals, an aquatic centre comprising of two indoor swimming pools, a gymnasium, modern science laboratories, an extremely well-resourced library and is located only one kilometre from the centre of Toowoomba. The leadership hierarchy of the School includes the Headmaster, Deputy Headmaster, Head of Senior School, Head of Junior School and various Directors comprising the School Executive. These senior executive positions also include the Chief Financial Officer, Director of Studies, Director of Boarding, Director of Sport and Activities and Director of Enrolments. The School is one of the eight original Grammar Schools of Queensland and a member of the International Boys’ Schools’ Coalition. Toowoomba Grammar School is also one of the nine member schools of the Great Public Schools (G.P.S.) Association of Queensland. There are nine member schools of the G.P.S. of Queensland: Anglican Church Grammar School (Churchie) Brisbane Boys’ College Brisbane Grammar School Brisbane State High School Ipswich Grammar School St Joseph’s College (Gregory Terrace) St Joseph’s Nudgee College The Southport School Toowoomba Grammar School

Aim of the School: The aim of the School is to deliver an education that is comprehensive, balanced and essentially academic, so that each boy may progress toward his full potential as an individual and as a member of society.

Position Title:

Headmaster’s Personal Assistant This is a senior administrative position in the School.

Position Overview:

The primary duty of this position is to provide administrative support for the Headmaster in all facets of the administration of the School. The Headmaster’s Personal Assistant reports directly to the Headmaster.

The role of Personal Assistant to the Headmaster is to:  Provide confidential, professional and high level administrative support to the Headmaster and ensure the smooth operation of the Headmaster’s Office with regard to the co-ordination of various meetings and functions and the maintenance of the Headmaster’s daily schedule. This is an extremely busy position with significant responsibilities and involves interaction with the Executive staff of the School and senior personnel from external organisations.  Communicate and liaise effectively with diplomacy, courtesy and initiative between the Headmaster and the School and wider community including staff, boys, parents and visitors with a high level of professionalism and confidentiality.  Create a polite and friendly but professional environment in the Headmaster’s Office to ensure favourable impressions are gained by all.  Be responsible and accountable for one’s own work and operate autonomously for the day-today performance of duties with minimal supervision. Skills/Knowledge/Qualifications  Relevant tertiary degree or equivalent relevant experience and knowledge with a minimum of five years’ experience working in a similar senior level administration role.  Excellent communication and interpersonal skills including the ability to liaise with all members of the community, both internal and external in a courteous and professional manner.  Exercise the highest level of diplomacy, sensitivity and professional discretion at all times as expected in the Headmaster’s Office.  At all times exhibit highly developed communication skills, both written and oral, including the ability to create and maintain positive relationships based on respect and trust with a variety of personalities. These will include students, parents and visitors, teaching and ancillary staff, administrative, maintenance and domestic staff, external organisations and the wider community.  Maintain absolute confidentiality on all matters relating to the School’s operation and its students and staff.  Ability to work with a high degree of responsibility and efficiency in a busy office environment with minimal supervision.  Demonstrate a willingness to work positively and constructively within a team to provide an environment of excellence in the workplace and to maintain the excellent reputation of Toowoomba Grammar School.

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Possess highly developed organisational skills, grammatical skills, attention to detail, analytical and problem solving skills with the ability to exercise discretion and tact to initiate appropriate action in at all times. Ability to show initiative and to work independently, prioritising work to meet deadlines and work in a calm and methodical manner. Actively seek to understand the School’s vision, operations, structure, policies and procedures and apply these to your role and duties therein. High level of computer literacy including a thorough knowledge of Microsoft Word, Excel, Outlook, One Note and PowerPoint. Ability to readily learn new systems and absorb training for various software packages currently in use such as TASS School Administration and Moodle. Possess advanced keyboard skills including fast and accurate touch typing skills in excess of 80 words per minute. Ability to prepare materials of the highest standard with attention to detail being imperative. Excellent presentation and appearance appropriate to the position.

Duties may include:  Manage the Headmaster’s diary including scheduling all meetings, functions, interviews and appointments through the Outlook calendar.  Be responsible for the efficient day-to-day operation of the Headmaster’s Office and prioritise to meet competing deadlines effectively.  Act as the first point of contact to the Headmaster for arranging appointments, scheduling meetings and interviews and dealing with issues that arise.  Work collaboratively with the Senior Management (Executive) Team, Board of Trustees, Publications & Marketing, Enrolments, Heads of Department, other administration staff and teams to ensure the efficient and effective operation of the School.  Read, monitor and respond to the Headmaster’s correspondence including email with multiple inboxes.  Prepare and distribute all internal (staff) and external communication for the Headmaster, including composing correspondence on his behalf.  Compose notices, reports, newsletters, advertisements, articles, position descriptions and staffing reports on behalf of the Headmaster.  Prepare PowerPoint presentations for briefings to staff, student assemblies, lectures, Board meetings, seminars and conferences.  Respond to all enquiries to the Headmaster’s office and greet official visitors which may include the Governor, the Premier, politicians, and other dignitaries; liaise with the Great Public Schools’ (GPS) Association of Qld; educational bodies such as QSA, ISQ, QCAA; other schools and universities and their executive level offices; government departments; media and assist with public relations.  Manage the planning and organising of all aspects for formal functions and School calendar events; Executive/Board strategic planning weekends; parent dinners and functions; conferences and seminars; Speech Day & Prize Giving; ANZAC Day Service; Old Boys’ functions and reunions including interstate and overseas; and other events, conferences and workshops as hosted by the School.  Prepare agendas and compile documentation for all meetings.  Write minutes for various meetings.  Co-ordinate the Headmaster’s weekly Assembly and assist in preparation of the Headmaster’s notes and presentations.

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Schedule regular meetings with the School Executive and Directors and organise weekly Headmaster’s lunches or morning/afternoon teas with students, including catering as appropriate. Organise travel and accommodation and prepare detailed travel itineraries, both domestic and international. Assist the Headmaster with preparation of regular reports to the Board of Trustees; Parents and Friends’ (P&F); Association; Old Boys’ Association; NSSAB Cyclical Review; regular school publications and magazines; press releases; operational and strategic planning; other reporting and compliance requirements; and the Headmaster’s Annual Report. Assist with the organisation of the School’s calendar, annual magazine and various other wholeschool publications. Manage staffing documentation such as lists pertaining to staff movements, leave, and appraisal and update staff policies and procedures in consultation with the Headmaster. Assist in the recruitment process for senior and academic staff including communicating with applicants for interview and finalising their appointment. Liaise with Human Resources throughout the recruitment process for all vacancies and new appointments. Ensure the School’s website is updated via the CMS for areas relevant to the Headmaster, Executive, Staff contacts and other information as required. Conduct research via relevant internal/external sources and the internet to assist with preparation of speeches, reports and as background to meetings, reports and speeches. Edit and proofread documents before distribution/publication. Maintain all current and archived student and staff files. Manage and review procedures and office systems, including updating processes for quality control in the Headmaster’s Office and for the School’s Administration Team. Attend events/meetings as the Headmaster’s representative. Maintain office resources and attend to orders and payment of accounts within the Headmaster’s Office budget using TASS. Supervise part-time Administrative support person/s. Assist in other areas of the school administration as required.

Conditions 

Position: This is a full-time Level 5 or 6 School Officer position under the Toowoomba Grammar School Enterprise Agreement.

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Hours of Work: Normal office hours are from 8:00 am – 4:15pm Monday to Friday with a 40minute meal break. The nature of this position is such that the Headmaster’s PA may often be required to be available outside the ‘normal’ school hours to assist the Headmaster with tasks, meetings and functions.

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Leave Accruals: This is a full-time position and as such accrues four weeks of annual leave over a 52-week period (1 year) of employment of 38 hours per week. Annual leave must be taken so that no more than 30 days are accrued at any one time and scheduled to accommodate workloads and position responsibilities. Under normal circumstances, it is not expected that Annual Leave would be taken during school term time.

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Personal Leave is accrued at 10 days per year of full time employment (38-hour week). Personal leave is cumulative, but with no remuneration for accrued Personal Leave on termination of

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employment. Time off for illness, when insufficient leave has been accrued, will be taken as leave without pay. 

Long Service Leave is available after seven years of continuous service, with leave accruing at 1.3 weeks for each completed full-time year of service. It is expected that Long Service Leave will be taken within two years of it becoming due.

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Tenure: In the first instance this position will have a tenure of three (3) years. The opportunity exists for the continuation of this appointment after review with the Headmaster.

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Notice: Employment may be terminated by either the employee or the employer with the giving of at least four weeks’ notice in writing during school term time, or such other period as may be specified in a future Enterprise Agreement.

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Communications: Staff must have an active telephone number or e-mail address for contact purposes, and ensure that any changes are notified promptly to the Business Office. The use of mobile devices for personal voice or text communications during work time is not allowed except for urgent matters only.

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Any position offered at Toowoomba Grammar School is subject to the applicant holding Australian Citizenship or a valid and appropriate authority from the Department of Immigration permitting ongoing paid employment in Australia. Documentary proof of citizenship or work permits must be provided on request.

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Child Protection Policy – All staff are expected be familiar with and abide by the School’s Child Protection Policy.

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Code of Conduct: All staff are expected be familiar with and abide by the School’s Professional Code of Conduct.

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Probation: All new appointments at Toowoomba Grammar School are subject to a six-month probationary period.

Workplace Health & Safety:  Blue Card: All school staff, unless otherwise eligible for an exemption, must possess a current Positive Notice or “Blue Card” issued under the Queensland Government Public Safety Business Agency. If required, an application confirmation must be arranged through the School before any offer of employment can be confirmed. Volunteer Blue Cards are required to be transferred to Paid Employment cards. The appropriate arrangements should be made with the Business Manager and you will be required to meet the application/transfer fee and the costs of renewals as necessary. 

First Aid: School policy requires all new employees to undertake a First Aid course unless a copy of a current First Aid Certificate can be provided. Any employee who has regular contact with students will be required to maintain current First Aid and/or CPR qualifications. For non-contact staff this requirement is optional. Staff who do not hold a current First Aid Certificate, have a four-month period, from commencement, to obtain current First Aid qualifications, and the School will provide assistance with the cost of attending First Aid certification and re-certification courses.

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All employees have an obligation to comply with Workplace Health and Safety policies, procedures and instructions and not place at risk the health and safety of any person at the workplace. Staff must never be under the influence of alcohol while at work, and involvement with any illegal activity or substances will result in termination of employment.

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All employees are required to dress appropriately to their position and visible tattoos and/or piercings may be unfavourably looked upon. The Headmaster reserves the right to counsel any employee if their appearance is deemed to be unruly, inappropriate or not befitting the professional image of this highly regarded public institution.

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By Government Regulation, smoking is prohibited anywhere on the School grounds and within five metres of the boundary.

Remuneration 

Salary Range School Officer Level 5 Step 1 $68,995 per annum to Level 6 Step 5 $90,594 per annum

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Superannuation: Currently employer contribution of 12.75% of salary where the employee contributes a minimum of 5%. (Standard 9.5% Superannuation Guarantee otherwise). Packaging by salary sacrifice is available.

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