NAMBOUR CHRISTIAN COLLEGE Ltd
POSITION PROFILE – ADMINISTRATION ASSISTANT (INSTRUMENTAL MUSIC)
Purpose
To provide administrative and clerical assistance to the key personnel responsible for the
organization and management of the NCC P-12 Instrumental Music Department. The
Administration Assistant is the primary point of contact for the Instrumental Music
Department
Qualifications
Tertiary training or relevant TAFE certificate is desired, but not essential. All College staff are
encouraged to hold a formal qualification and to advance their skills and knowledge base.
Accountability
Head of Instrumental Music, Business Manager (person responsible as having oversight over
all support staff) and ultimately the Head of College.
Relates to
Head of Instrumental Music, Business Manager, Executive Secretary, Heads of Schools,
Music Tutors, students, staff and families.
Attributes
These are generally personal in nature and reflect the desired attributes of staff members
working as part of the Administration Team.
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Responsibilities
Have a personal faith and commitment to Jesus Christ
To act always in a manner consistent with the College Ethos.
To foster team-work within the office.
To prioritise and effectively self-manage workload
To communicate effectively with parents, students and staff
To communicate well in both written and oral form
Demonstrate a level of commitment to maintain personal professional knowledge
and skills
Maintain confidentiality, discretion and honesty.
Provided below are the primary responsibilities for this position. From time to time other
duties may be deemed necessary and these will be determined in conjunction with the person/s
to whom you are accountable. Attention should be given to maintaining the priority of the
duties listed below. Responsibilities described in the Position Profile will be reviewed
annually.
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To understand scope of role in relation to Pastoral Care Policy and Procedures
Demonstrate discretion in relation to sensitive information regarding students,
parents and/or staff.
Be well-informed in relation to responsibilities under the Privacy Act and Child
Protection Policy.
Be eligible to hold a Suitability Card and be well-informed in relation to
responsibilities under the Commission for Children and Young People Act 2000
and revisions 2004.
Be aware and supportive of College Workplace Health & Safety requirements.
Carry out work practices in accordance with current Workplace Health and Safety
standards, including emergency evacuation procedures as they pertain to your
particular position.
Position Description – Administration Assistant (Instrumental Music)
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Apply competent management and co-ordination skills to facilitate the smooth
operation of the office of the Instrumental Music Department.
Be responsible for the prompt response to queries, be it personal / telephone / or
email. (24 hour response to queries)
Be conversant with current events and have an understanding of your role within
these events, and how to direct callers or enquiries
Be conversant with duties performed by other staff .
Be aware of emergency procedures in relation to student and staff accidents.
Dress Code – to wear the College Uniform specific for this role at all times,
maintaining a professional dress standard.
1. Reception
 To serve as a primary contact person for students, parents and community with the
Music Department.
 To manage Reception in a friendly, professional and approachable manner.
 Use appropriate phone manner and etiquette.
2. Provide general office and clerical support to the Instrumental Music Department.
 This may include word processing, collection and collation of forms and
information, organisation and community correspondence.
 Maintain records of student involvement and participation in co-curricular music
specifically the rolls, tuition database and synergetic class maintenance.
 Assist with the preparation of communication material for the NCC Portal and
Website, student notices, lesson timetables.
 Assist with the production and updating of music related publications including
parent handbooks, ensemble handbooks and student manuals.
 Assist with preparation of documentation for special activities such as camps,
concerts, tours and other events.
 Assist with organisation and promotion of, events and special activities and
specifically, financial data ie maintaining accurate records of income and
expenditure.
 Maintain accurate information on music related noticeboards.
 Assist in the updating of music related policies and procedures.
3. Band Program
 Be specifically responsible for maintaining records of student involvement and
participation in band program including roll taking and synergetic class
maintenance.
 Assist the band conductors in the organisation, planning and promotion of band
activities and events including tours.
 Be specifically responsible for maintaining the band catalogue including music
ordering, filing of music and keeping the band library and hire instruments
organised.
4. Wind Symphony Tour
 Co-ordinates administration of the Wind Symphony Tour (tri-yearly)
o Finances
o Bookings of venues and accommodation
o Collation of all student paperwork:
o Forms
o Medical records
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Position Description – Administration Assistant (Instrumental Music)
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5. Other duties as directed by the Director of Music
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge
 Demonstrate a high level of skill and experience in Microsoft Office applications
with the minimum requirement to successfully fulfil this role including Outlook,
Word, Excel, In-Design.
 It would be considered highly advantageous to have knowledge of music and its
language.
 Knowledge of Synergetic data management systems would be advantageous.
 An understanding of the Christian ethos.
Skills
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Excellent telephone etiquette.
Manage reception in a friendly and approachable professional manner.
Very high level of organisational skills are essential.
A high degree of administrative competence.
Be highly organised and consistently meet deadlines.
To be able to express clearly in written communication.
Possession of, or the ability to acquire a current Suitability Card issued by the
Commission for Children and Young People and Child Guardian
Abilities
 Able to demonstrate personal initiative and responsibility.
 Able to work collaboratively and develop a positive rapport other members of the
Instrumental Music Department.
 Able to facilitate, develop and maintain positive working relationships with other
members of staff within the College.
 Ability to demonstrate professionalism and discretion in relation to confidential
school matters at all times
 Demonstrate a commitment to the ethos of Christian education.
 Able to adapt to a new and changing environment.
 Be prepared to undertake additional professional development.
 Prepared to work outside normal hours on special projects or tasks.
Reference Documents
Pastoral Care Policy and Procedures
Workplace Health and Safety Manual
NCC Enterprise Agreement
Staff Guidelines
Appraisal
Key Performance Indicators (KPIs) established in consultation with Supervisor
It would be desirable to establish KPI’s within 2 months of commencement.
Review
Annually
Salary
In accordance with levels set out in the NCC Enterprise Agreement
Hours of Work
Monday to Thursday 5 hrs/day. This will be a school term time position.
Annual Leave
To be taken only during school vacation periods.
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