Firbank is seeking an experienced and highly organised Administrative and Project Assistant to support the daily operations and strategic initiatives of Firbank Grammar School.

As the Administrative and Project Assistant you will play a pivotal role in coordinating and streamlining educational and administrative processes to ensure the smooth running of our academic programs. Your work will support the Director of Learning, Director of Wellbeing and Inclusion, and other senior leaders in delivering exceptional outcomes for our students.

FTE: 0.82FTE - 1.0FTE. This role operates full time during term times. During school holiday periods, we can offer flexibility for the right candidate, which will impact the FTE of this role. This is an ongoing role with a June start (flexible for the right candidate).

Base Salary: $80k+ p/a (full-time equivalent), dependent on experience and qualifications.

Application close: June 13th, 2025.
Suitable candidates may be interviewed prior to this date, so candidates are encouraged to apply as soon as possible.

Key Responsibilities:

• Provide high-level administrative support, particularly to the Director of Learning and Director of Wellbeing and Inclusion, including diary management.
• Support Senior School Reception when required.
• Complete VASS and NAPLAN administration.
• Assist with VET/VSL/VSV course administration, including applications, billing, and parent correspondence.
• Coordinate and administer curriculum resource lists and payments, liaising with Campion, Edrolo, and Finance. Follow up with parents on outstanding payments.
• Manage the scheduling and rescheduling of Years 9-11 exams and coordinate SAC rescheduling.
• Support the Academic Logistics Coordinator with report administration.
• Assist Curriculum leadership with coordination of student awards, prizes and certificates.
• Maintain and update the subject selection portal (via Web Preference) for Years 7-12.
• Create and oversee the whole school calendar to align with both academic and operational requirements.
• Participate in relevant projects and communication improvement activities to streamline processes and facilitate administrative efficiency.

Key Attributes and Experience:
We are aware that the best candidate for this role may not meet all the listed requirements. If you feel you would be a good fit for this role, we encourage you to apply regardless.

• Proven experience in administrative roles, preferably in an educational setting.
• Strong organisational and time management skills.
• High attention to detail with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Skilled in stakeholder engagement, time management, and meeting competing deadlines.
• High-level communication skills, including writing and editing for diverse audiences.
• Proficiency in Microsoft Office and school management systems (e.g., Synergetic).
• Experience in or willingness to undertake training in areas such as VASS.
• Understanding of the school environment and student wellbeing programs.
• Experience with online platforms such as Web Preferences, Edrolo, and SchoolBox (desirable).
• Current Working with Children Check (or willingness to obtain).
• First Aid & CPR certificate are desirable (annual refresher course provided by the school).

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About Firbank Grammar School
For more than 110 years Firbank Grammar has been at the forefront of teaching and learning, providing exceptional education and outstanding opportunities to its students. We offer world-class learning programs, activities and facilities to give our students the very best launchpad into the future.
As a leading independent school in Melbourne, our students consistently achieve academically and in their co-curricular pursuits and are a part of a vibrant community that supports excellence.
Firbank Grammar School is committed to ensure all relevant Child Protection and Safety laws, Ministerial Orders, regulations and standards in Victoria are upheld.

Why join Firbank?

• Inclusive and supportive culture.
• Opportunity to work in a highly regarded independent school in Brighton.
• Access to professional development opportunities.
• Onsite cafe with barista-quality coffee and delicious meals and snacks.
• Use of swimming pool facilities.
• Salaries and packages paid well above Award level.
• Close proximity to public transport.
• Employee Assistance Program (EAP) available to you and your immediate family.
• Paid parental and partner leave schemes.
• Staff social groups and events.
• Staff discounts for local gym and incredible School productions.

To apply online, please click on the appropriate link below. Alternatively, for a confidential discussion, please contact our HR Department at [email protected].