Administration Assistant

The Rockhampton Grammar School is seeking an Administration Assistant - Student Attendance to join our team.

This is a part-time, term-time, fixed-term position working 35 hours per week Monday to Friday from 14th July 2025 to the 27th November 2025.

The Rockhampton Grammar School was founded in 1881 and is an independent co-educational day and boarding school, educating and caring for students from Prep to Year 12, as well as the Early Learning Years and is Queensland's largest boarding school. The Rockhampton Grammar School has achieved great success in the academic, cultural, sporting and vocational fields over the past 144 years. The School has a total enrolment of over 1,500 (Prep to Year 12) students who are exposed to our broad curriculum, giving effect to our commitment of Grow in Character and Scholarship.

At The Rockhampton Grammar School, we pride ourselves on fostering a supportive and dynamic environment where students thrive both in the classroom and in extracurricular activities. Join us at The Rockhampton Grammar School and be a part of a vibrant community dedicated to excellence in education The School values co-curricular involvement and provide a wide variety of opportunities for staff in this regard.

As part of School's admin team, we provide a supportive, flexible working environment where care for all our staff is an important part of our ethos. We employ motivated people who want to work together to produce excellent outcomes for our staff and students. Our staff are recognised as being central to achieving our mission.

POSITION TITLE: Administration Assistant - Student Attendance

DEPARTMENT: Administration

CLASSIFICATION: Fixed-Term - Part-Time, Term-Time (35hrs per week)

REPORTS TO: Deputy to the Headmaster and Accountant

BASIC FUNCTION: Provide administrative support and processing of Student Attendance records and reporting, and support to the Reception and general administrative functions.

KEY DUTIES AND RESPONSIBILITIES

Student Attendance:

Daily administration and processing:

• Monitor Teachers' submission of attendance records throughout each school day, and follow up to ensure that all rolls are marked and submitted into the student database;

• Generate daily reports of absenteeism, send SMS messages to parents/caregivers, advise, follow up with teachers and document relevant information.

• Monitor attendance as a means of increasing awareness of students experiencing problems, and to allow for intervention before such problems get out of hand, by providing this information and advice to assist Head of Year for the managing of students with non-attendance issues

• Process manual rolls for sports carnivals, exams, school functions, camps and other instances outside of timetabled lessons;

• Data entry of pre-authorised student absences;

• Data entry of Certificate Courses, Work Experience, school endorsed appointments outside of timetabled classes;

• Monitor and report unauthorised student absences;

• Collect and coordinate data to determine and document reasons for absences by students chronically absent;

• Communications with parents, teaching staff and Heads of Year in relation to unauthorised student absences;

• Assist with and coordinate the locating of students as required;

• Monitor period roll marking inconsistencies, and locate students or report truancy to Heads of Year;

• Respond to attendance queries from teaching staff, parents, Head of Year and Principal;

• Quality Assurance for attendance and ensuring compliance with policies and procedures within regulations.

Reporting:

• Ensure that student attendance records are maintained with timeliness, completeness and accuracy;

• Prepare data and reports as required for regulatory reporting;

• Prepare data and reports as required for student management;

• Assist with requests for information from Staff/Students across the School

General:

• Ensure records (physical and digital) are maintained in accordance with requirements;

• Maintain current knowledge of student attendance requirements.

Other Tasks:

• Work in conjunction with the School Receptionist to ensure that the main reception area and telephone are attended at all times during the work day;

• Other clerical duties as required by the Deputy to the Headmaster and Board Secretary.

N.B This position description contains the most important duties and tasks regarding the job to be done. It is not an exclusive/exhaustive list.

CONDITIONS OF EMPLOYMENT

The successful applicant will be subject to a "Working with Children Check and Criminal Records Check" where applicable. The School undertakes several screening processes to ensure the appropriate protection of children and young people in its care. This includes reference checks, identity checks qualification check and professional registration checks.

HOW TO APPLY

To apply for this position - please 'apply now' by emailing [email protected]

Please submit the following compulsory items:

• Cover Letter, indicating why you are applying for this position and detailing your administration experience;

• Comprehensive Curriculum Vitae with the contact details of two work related referees;

• RGS Application for Employment Form.

Applications will be reviewed as they are received but must be submitted no later than 4:00pm Monday the 7th of July 2025.

Enquiries should be directed to Donna Grant (Deputy Headmaster) on

*Note: only shortlisted candidates will be contacted.

*Applications will be reviewed as they are received and RGS reserves the right to close applications early should a suitable candidate be found.

*The Rockhampton Grammar School reserves the right to amend this Position Description at its discretion in accordance with any Safeguarding of Children, legislative and/or operational requirements.