Administration Assistant to the Director

  • Townsville Catholic Education Office
  • Townsville Catholic Education Office, Gardenia Avenue, Kirwan QLD, Australia
  • 08 Nov, 2021
Full time - Permanent Administrative and other Support Services

Job Description

Position: Administration Assistant to the Director
Salary Range: $63,963 to $65,972 per annum pending experience
Tenure: Full Time, Permanent
Commencing Dates: as soon as reasonably practical
Closing Date: 25 November 2021

Townsville Catholic Education supports a diverse region extending from Townsville to the Burdekin and Whitsunday regions in the South, North to Ingham and Halifax, South-West to Winton, and West to the border with the Northern Territory, encompassing Mount Isa and several small, isolated western towns and east to Palm Island.

Townsville Catholic Education provides a supportive, flexible working environment where care for the individual is an important part of our ethos.  We employ motivated people who want to work together to produce excellent outcomes for our students. Our staff are recognised as being central to achieving our mission. 

Townsville Catholic Education is currently seeking an Administration Assistant to support both the Director of Organisational Services. This role is a Full Time, Permanent position commencing as soon as reasonably practical.

About the role

The Administrative Assistant Director Organisational Services is responsible for providing efficient, accurate and high quality secretarial/administrative and support services to the Director Organisational Services and the Student Protection team.

Key Accountabilities

  • Maintain a high degree of discretion and confidentiality in the performance of all duties
  • Manage the Director Organisational Services and Student Protection Coordinator and Student Protection Officer’s electronic diary by liaising with office, school and other personnel in the scheduling of appointments
  • Coordinate travel/accommodation/car hire/conference bookings/vehicle services for the Director Organisational Services and Student Protection Team, and when required, other leaders within Organisational Services
  • Coordinate the annual Townsville Catholic Education Office (TCEO)/school calendar and regularly update throughout the year. Ensure all information uploaded is accurate
  • Attend to requests from schools and the general public including the screening of telephone calls and at times dealing with difficult situations
  • Respond with sensitivity to human and interpersonal issues that arise in the conduct of the work of the office
  • Work independently and proactively
  • Provide timely and professional communication with external parties including the office of the Bishop, schools and other stakeholders
  • Provide support and assistance to the Director Organisational Services and Student Protection Coordinator through the management of correspondence and other administrative duties including the daily processing of correspondence (mail and email), including confidential correspondence draft responses to correspondence and submissions as required.
  • Provide support as required to other employees within TCEO
  • Assist other office administration employees at peak times during the year
  • Reception cover when required
  • Monitor stationary requirements for the Director’s Office and ensure timely returns
  • Collect and record all mail items for the Director’s office and in a timely and efficient manner
  • Arrange catering for meetings, functions and conferences when required
  • Maintain accurate and timely electronic and hardcopy records in a confidential manner and produce reports from the electronic data as required
  • Conduct background research/investigation in relation to sensitive issues
  • Prepare training material as required
  • Ensure information produced and displayed for school access is current (including guidelines, handbook, google site, TCE Sharehub)
  • Background work on web page and google site
  • Administer all research applications received at TCEO
  • Assist with the preparation of directorate budgets
  • Secretariat to TCEO Standing Committees and other Committees as required. Liaise with Committee Chairs to Co-ordinate membership requirements – vacancies, nominations, goals as relates to Strategic Directions; yearly meeting dates etc; maintain member databases
  • Coordinate files/meeting papers and other support documentation for upcoming meetings/events for the Director
  • Follow up from QCEC and other external meetings
  • Coordinate quarterly reporting from all departments within the Organisational Services Directorate
  • Coordinate, as prescribed, the annual training for professional in schools (eg Safe Persons, Harassment Referral Officers)
  • Assist other lead staff in Organisational Services Directorate occasionally as required, when agreed by the Director.

About you


  • Demonstrated knowledge and proficiency in all facets of secretarial/administrative assistant duties, working as part of a team and or autonomously
  • Previous experience within an educational environment would be beneficial but not necessary.


  • Knowledge in creation and maintaining databases, spreadsheets
  • Ability to manage and update electronic diaries.


  • Ability to be a pro-active rather than re-active team player and work with minimal supervision
  • Strong organisational and time management skills to prioritise workloads, meet deadlines and use initiative, flexibility to change when the need arises
  • Well-developed communication and interpersonal skills with demonstrated ability to liaise with school and childcare employees, presenters, venue coordinators, caterers, tradespersons, contractors and other public
  • Ability to assist with problems and emergency situation enquiries by phone
  • Maintain a high degree of professionalism and confidentiality in all areas of work
  • Ability to work under pressure and meet deadlines
  • An ability to communicate with a range of employees across primary and secondary school settings
  • A demonstrated ability to develop and sustain productive working relationships.

Mandatory Criteria

  • Current Working with Children Suitability Card or eligibility to obtain same *
  • Current Driver’s Licence
  • Ability to travel from time to time within the Catholic Diocese of Townsville
  • Ability to perform the physical requirements of the role in a safe manner.

* The successful candidate will require a paid Blue Card before commencement as per the No Card, No Start policy developed by Queensland Government.

Desirable Criteria

  • Cert IV in Business Administration is desirable, but not essential.

Some employees may be subject to pre-employment medical assessments during the selection process. Depending on the nature of the position, it may be necessary for successful applicants to be immunised against certain preventable diseases in order to minimise the risk of transmission.

What we offer

  • Competitive Annual Salary starting: $63,963 to $65,972 per annum pending experience
  • 4 Weeks Annual Leave with 17.5% leave loading
  • Salary packaging options 
  • Modern facilities, equipment and resources
  • Superannuation up to 12.75% employer contribution (in a co-contribution arrangement)
  • Access to long service leave after 7 years of continuous service
  • 14 Weeks’ paid parental leave if eligible
  • Deferred Salary Scheme
  • Corporate health insurance 
  • Induction, professional development and learning opportunities
  • Wellbeing programs and initiatives

How to apply

Please complete the application form below

Upload a current resume 

Upload a cover letter to support your application.

Please refer to the Position Description for more information.

For further information regarding the remuneration package please contact TCEO Human Resources

Applications close 5pm Thursday, 25 November 2021.

Applications during the shortlisting phase will be kept confidential.

View other vacancies here.


Not Applicable

Job Closing Date

25 Nov, 2021