Administration Assistant and Sports Registrar

The Rockhampton Grammar School is seeking a dedicated and highly organised Administration Assistant and Sports Registrar to join our Co-Curricular Department commencing in January 2027. Operating on a part-time, term-time basis (School Officer Level 3), this role provides essential administrative support to the Director of Co-Curriculum, overseeing student sports registrations, co-curricular event and excursion logistics in TASS, weekly transport scheduling, and coach compliance, ensuring the smooth delivery of our vibrant co-curricular programs.

POSITION TITLE: Administration Assistant and Sports Registrar

DEPARTMENT: Co-Curricular

REPORTS TO: Director of Co-Curriculum

KEY DUTIES AND RESPONSIBILITIES

The Administration Assistant and Sports Registrar is responsible for the processing of player registrations and the day-to-day administration of various aspects of the Co-Curricular Department in order to ensure effective and efficient operations. Duties will include:

• Registration of players for the variety of sports and activities;
• Creation and maintenance of sport/activity databases to ensure that accurate information is available for Teachers in Charge of activities (TICs) and for student reports each semester;
• Work with TICs to develop coach data;
• Manage volunteer onboarding including Blue Cards, Safeguarding Children Training and other relevant training in Compliance System;
• Monitor Blue Cards and Safeguarding Children Training expiry dates to ensure validity for current coaches;
• Managing Co-Curricular events and excursions in TASS including allocating costings;
• Creating and modifying weekly transport schedule for Co-Curricular;
• Distribution of uniforms;
• Administrative assistance for excursions and carnivals;
• Administrative assistance for functions and events handled by the Co-Curricular Department;
• Preparation of publications and communications;
• Online Reporting – recording students’ involvement in co-curricular through student reports;
• Assistance with naming photographs and proofing publications;
• Assistance with general office duties, including:
• Photocopying, binding and collating documents;
• Updating documents and resources electronically;
• General word processing and spreadsheet work;
• Typing of correspondence, reports and other documents;
• Any other duties as required by the Director of Co-Curricular.

REQUIRED SKILLS

• Proficient in the use of the Microsoft Office Suite – Word, Excel, Power Point;
• Proficient in the use of TASS;
• Good understanding of general financial procedures, including recording of income and expenditure and purchasing procedures;
• Excellent communication skills, both oral and written.

REQUIRED LICENCES/CERTIFICATES

• Working with Children Check;
• Police Check.

SAFEGUARDING CHILDREN AND YOUNG PEOPLE

The School takes child protection seriously, and as a staff member or volunteer of The Rockhampton Grammar School, you are required to meet the behaviour standards outlined in our Practice and Behaviour Guidelines. You will receive a copy of these guidelines as part of the induction process. Therefore, as a part of your duties and responsibilities, you are also required to:

• Provide a welcoming and safe environment for children and young people;
• Promote the safety and wellbeing of children and young people to whom we provide services;
• Ensure that your interactions with children and young people are positive and safe;
• Provide adequate care and supervision of children and young people in your charge;
• Act as a positive role model for children and young people;
• Report any suspicions, concerns, allegations or disclosures of alleged abuse to management;
• Maintain valid “working with children” documentation;
• Undergo periodic “national criminal history record” checks;
• Report to management any criminal charges or convictions you receive during the course of your employment that may indicate a possible risk to children and young people.

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

Enquiries should be directed to Todd Wells - Director of Co-Curriculum on 07 4936 0***.