Executive Assistant To The Principal/ Finance Officer

Position:  Executive Assistant to the Principal/Finance Officer Commencing Date:  Monday, 13 January 2025 Tenure: Fixed Term, Term Time Hours: 38 hours per week Per Hourly Range:  $38.31 - $40.18 per hour pending experience Closing Date: Monday, 6 January 2025 unless filled prior Gilroy Santa Maria College, Ingham  is a co-educational Year 7 to 12 college that offers outstanding educational opportunities to approximately 370 students within a supportive and caring environment.
The College is recognised throughout Northern Queensland as a school that has achieved great success in the academic, cultural, sporting and vocational fields.
Students are offered a diverse curriculum in modern, well-equipped facilities with impressive grounds and sports ovals.
About the role Gilroy Santa Maria College, Ingham is seeking an experienced and dedicated  Executive Assistant to the Principal/Finance Officer to provide high level financial and administrative support.This role is a fixed term, term time (12 months) position completing 38 hours a week, commencing 13 January 2025.
The term time consists of 43 weeks during school terms which includes two weeks prior to Term 1 commencing and an additional two weeks  at the completion of Term 4.
The Executive Assistant to the Principal/Finance Officer is responsible for providing high level financial and administrative support, self-initiative, flexibility and dependability to the Principal and Business Manager.
The Executive Assistant to the Principal/Finance Officer  will be required to liaise with visitors, parents, staff and students to the College.
The incumbent will present a professional image and create a welcoming, warm and positive impression.
As the initial point of contact for many key stakeholders, the Executive Assistant to the Principal/Finance Officer will deliver high quality customer service.
The Executive Assistant to the Principal/Finance Officer demonstrates a high degree of skill and proficiency in managing a high volume of general phone enquiries and in office procedures.
Key Accountabilities The Executive Assistant to the Principal/Finance Officer - Typical duties include: Administration Provide quality and timely administrative support to the Principal and Senior Leadership Team as required Provide a point of coordination for the Principal, including management of calendar and appointments Oversee the preparation of college documentation, handbooks and invitations Monitor student Records of Concern and liaise with relevant departments and authorities Assist the Senior Leadership Team with college activities including, but not limited to assemblies, leadership meetings and interviews Respond professionally with and direct enquiries of parents, visitors and contractors as necessary Oversee the marketing and promotion of the College including maintenance of the College website and production of school newsletters Organise the Transition Day program Any other office tasks as reasonably requested by the Principal and/or Senior Leadership Team.
Financial Provide executive support to senior management and associated committees concerning designated aspects of school management.
Undertake financial processes including procurement, accounts payable, accounts receivable, bank reconciliations and maintain the general ledger for the school.
Assist with preparation of bank deposits for processing and banking in accordance with established routines and procedures.
Assist with the preparation for all college purchasing, banking, cash handling and receipting processes.
Assist and oversee all college purchasing and receipting of goods and services received.
Assist and oversee College's accounts payable function ensuring suppliers are paid within the College's trading terms.
Review School payroll reports and prepare wages journals entries when required Ensuring schools meet required deadlines submitting census reports and preparing summaries of census data Carry out a wide range of clerical duties at an advanced level, including but not limited to: answering phones, typing, photocopying, data entry and filing Assist the Business Manager with the delivery of the finance functions of the College Provide information and respond to enquiries from the school community Work in collaboration with the finance team – Townsville Catholic Education Office (TCEO) Ensure accuracy and efficiency with data entry utilising required platforms Ensure a commitment to safe, confidential and secure processes About you Experience Demonstrated experience in administrative and financial support position, preferably within a corporate services function, with the provision of focussed professional, administrative and secretariat support at a high level Relevant financial administration experience including GST treatment in a school environment Demonstrated experience in carrying out financial accounting capabilities Advanced knowledge of office procedures and practices with the ability to identify and implement improvements Experience and proficiency in the use of Google and Microsoft Office Suites at an advanced level Demonstrated experience of contemporary office procedures and practices with the ability to identify and implement improvements Demonstrated experience in a customer service role.
Skills Demonstrated knowledge of meeting procedures and planning Knowledge of GST as it applies to schools Conference and event organisation and associated protocols including catering and travel logistics Operating knowledge of record and document management systems Ability to exercise discretion and judgement whilst achieving outcomes within time constraints.
Mandatory Criteria Current Working with Children Suitability Card - The successful candidate will require a paid Blue Card before commencement as per the No Card, No Start policy developed by Queensland Government Minimum certificate level or higher qualification or equivalent relevant experience Current Driver's Licence First Aid Certificate or the ability to attain one Ability to perform the physical requirements of the role in a safe manner First Aid qualification or the ability to obtain one.
Desirable Criteria Relevant tertiary qualifications at Certificate level or equivalent relevant to the position Previous experience in the education field would be considered advantageous.
For detailed information about the role, please refer to the Position Description.
What we offer Competitive Hourly Rate Annual Leave with 17.5% leave loading Access to salary packaging options to maximise employee benefits and salary  Modern facilities, equipment and resources Access to long service leave after 7 years of continuous service 14 Weeks' paid parental leave Deferred Salary Scheme Access to corporate health schemes Induction processes and professional learning programs Access to Employee Assistance Program Wellbeing programs and initiatives Our Organisation 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.
How to apply Upload a  current resume Upload a  cover letter  addressing the skills, attributes and experience to support the key accountabilities of the role identified in the position description Complete the  application form  including your two nominated professional referees (name, position title and email address) Applications during the shortlisting phase will be kept confidential.
Applications close 3.00pm Monday, 6 January 2025 unless filled prior.
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