The Rockhampton Grammar School are seeking an organised, dynamic, and motivated Part-time Events and Facilities Hire Coordinator to join our team.

The Events and Facilities Hire Coordinator is responsible for the successful scoping, planning and execution of a range of events both internal and for external hire, including the management of event budgets.

The Rockhampton Grammar School has a diverse range of facilities used for both internal school events and available for external hire. These include the Rowing Club, Duggan Hall, Ritamada, Pool, Boarding Houses, Rugby Club, and any other School facilities such as ovals, auditoriums, theatre, and tennis courts.

This position is a permanent, part-time position, working 19 hours per week. Days and times to be negotiated with the successful candidate at interview stage.

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.

As part of our School, 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.

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.

POSITION TITLE: Events and Facilities Hire Coordinator

DEPARTMENT: Finance

CLASSIFICATION: Permanent, Part-time, 0.5 FTE (19 Hours per week) | School Officer Level 4

REPORTS TO: Finance Manager

KEY DUTIES AND RESPONSIBILITIES

Event Management

• Promotion of School facilities for external hire.
• Identify opportunities for further events activities, growing the external hire activities and revenue of the school.
• Be the point of contact for hire of school facilities and conduct tours of the event spaces to external clients.
• Ensure that the highest standard of service is offered in a professional manner for the benefit of all attending events in the school facilities.
• Concierge and interpersonal relationship building to effectively manage internal stakeholders, service providers, patrons, and hirers during, before and after an event.
• Create and implement systems and checklists that support successful venue hire management processes from end to end.
• Apply a proactive approach to improving and streamlining established events processes and booking systems.
• In consultation with the Marketing and Communications Manager, prepare promotional and other event material as required.
• Maintain an awareness of the legal responsibilities relevant to events, specifically in relation to service of alcohol, duty of care and workplace health and safety issues.
• Work collaboratively with internal and external stakeholders to ensure that client expectations are clearly understood, communicated to relevant service providers, and delivered on.
• Work autonomously and collaboratively to meet deadlines.
• Coordinate multiple events of varying sizes running concurrently.
• Prepare monthly events and booking reports to the Business Manager.
• Actively participate and attend relevant school event committee meetings.
• Liaise with RGS Parent Association on the planning and execution of events and activities.
• Work collaboratively with all internal School departments to understand requirements of internal events to ensure expectations are clearly understood and meet.

Events Administration

• Telephone and email enquiries.
• Filing.
• Photocopying, binding, and collating documents.
• Updating documents and resources electronically.
• General word processing and spreadsheet work.
• Typing of correspondence, reports, and other documents.

• Prepare quotes for external clients and coordinate billing of clients prior to all events through the Finance Department.
• Prepare hire agreements in accordance with established policies.
• Liaise with the hiring groups for dates, times, numbers, and catering requests etc.
• Liaise with relevant RGS Staff, Boarding, Maintenance, Cleaning and Food Services Departments, to ensure School facilities are ready for occupation.
• Ensure school calendar reflects accurate details of functions and there are no double bookings.
• Administration of School hire enquiries, including.
• Any other duties as directed by the Business Manager or their delegate.

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.

REQUIRED SKILLS/KNOWLEDGE/EXPERIENCE

• Demonstrated function and/or event coordination experience.
• High level of proficiency using Microsoft Office including Word, Excel, Power Point, Outlook, Calendar’s, and Teams is required.
• High level of accuracy and attention to detail.
• Excellent communication skills, both oral and written.

REQUIRED LICENCES/CERTIFICATES

• Working with Children Check;
• Safeguarding Children Online Training Certificate;
• 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.

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 experience;
• Comprehensive Curriculum Vitae with the contact details of two work related referees;
• RGS Application for Employment Form.
  

Applications are encouraged to be submitted as soon as possible
Applications close 4:00pm Friday 21st March 2025.

Enquiries should be directed to Mrs Kelsie Morris (Finance Manager) on 07 4936 0614

*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.