Administrative Assistant – Music and Dance Department Job at The Cathedral School of St Anne & St James – Australia

Music and Dance Administrative Assistant

Ian Gamack (Principal)

Kellie Rich (Head of Instrumental Music and Dance)

INDUSTRIAL AGREEMENT: The Queensland Anglican Schools Enterprise Agreement

School Officer – Administration

Level 2



The Music and Dance Administrative Assistant position is a part-time term-time position working 30 hours per

week, 40 weeks per year. The hours of appointment are 8.30am to 3.00pm, Monday to Friday during the school

term (38 weeks) plus one week prior to the commencement of each school year and one week after the school

year has finished. Additional hours including some weekend work will be required on occasion for camps,

eisteddfods, and performances in order to support Head of Instrumental Music and Dance.

This position is responsible for the provision of services and secretarial assistance to the Head of Instrumental

Music and Dance, instrumental, dance and choral music teaching staff. The role will require assisting

departmental staff to coordinate the instrumental music and dance program, hire of instruments, performances,

and private lessons. In addition, the Music and Dance Administrative Assistant will be involved in the input,

collation, and processing of student reports.

The position will be required to have a positive and enthusiastic attitude at all times. It is expected that the

position will provide professional and courteous assistance to all customers and employees of the school

whether by phone or in person.

The position is expected to support the school community (Principal, staff, and students) in the continued

promotion of the philosophy of the school which is founded on the Mission Statement.


The Cathedral School is an Anglican co-educational school of approximately 1200 students from six weeks old to

Year 12 including 170 boarding students from Years 7 to 12.

The mission of The Cathedral School is to be a caring, Christian community in which students are challenged

and inspired to explore, learn, and grow so they will be equipped to make wise decisions as informed members

of society.

1. To be a centre for academic excellence.

2. To encourage an understanding that the spiritual and moral aspects of life are central to our humanity.

3. To affirm the unique worth of the individual.

4. To inspire our students through creative, purposeful, enjoyable learning, to reach their full potential.

5. To develop attitudes which are anticipatory, visionary, and reflective.

6. To educate our students to be discerning, sensitive, and responsible.


All employees are expected to respect the confidentiality of the individual, and to treat all members of the school

community with courtesy.

All employees are bound by the requirements of the school’s policies, procedures and any other practices (such

as the Code of Conduct and Dress Code) and are expected to provide appropriate support and pastoral care to

students of the school.

The Cathedral School is committed to maintaining a healthy and safe work environment. Everyone must adhere

to the Workplace Health and Safety Act.

The Cathedral School is committed to the safety and wellbeing of children enrolled at the school. As a condition

of employment in accordance with the Working with Children (Risk Management and Screening) Act 2000 (Qld),

employees are expected to obtain and hold for the duration of employment, a current Suitability Notice (Blue


Staff are required to take an active role and be well informed regarding their legal obligations in relation to

child safety and duty of care. Staff must familiarise themselves and comply with the school’s Student

Protection Manual.

Proof of qualifications will be required prior to commencement.

The position description is a guide only and is not intended to be an exhaustive list of duties attached to this

position. Employees may be required, from time to time, to undertake duties that are outside their usual role

or specialism, but within their skills, competency, and capability.

Much of the information gleaned by staff during the course of their duties is confidential and should be treated

as such. Staff shall not use confidential information to gain advantage for themselves, their related persons or

for any other person or body, in ways, which are inconsistent with their obligation to act impartially. Nor should

such information be used improperly cause harm or detriment to any person, body, or the school.


The position is responsible to the Head of Instrumental Music and Dance for the day to day performance of duties

and is expected to work with all members of the Instrumental Music and Dance department. Employees at this level

are responsible and accountable for their own work.

This level requires employees who have had sufficient experience and/or training to enable them to carry out their

assigned duties under routine supervision, using established procedures, practices, and instruction.

Problems are solved by reference to established practices and procedures, and the application of initiative or

judgement in applying them or by reference to the Head of Instrumental Music and Dance.

The position involves communication via telephone, email, correspondence or in person with staff, students, and

parents. Officers may be required provide assistance to volunteers, tutors, contractors.

Experienced employees may be required to provide peer guidance and train less experienced staff in their area of



It is expected that the position will develop an intermediate understanding of school procedures and work as part

of the team to achieve the aims and objectives of the Music and Dance department. The Music and Dance

Administrative Assistant will be required perform the following key accountabilities as required:

General Secretarial Tasks

Provide administrative assistance to the Head of Instrumental Music and Dance and department staff including:

  • Clerical duties including
  • Provide data entry and word processing support.
  • Distribution and collection of permission forms.
  • Record minutes from department meetings.
  • Maintain accurate and up to date records/data bases.
  • Provide general office duties such as photocopying, scanning, filing, shredding, binding and other

tasks as required.

  • Keep accurate rolls of all music ensembles and dance troupes.
  • Source, order and collect department supplies under the direction of supervising staff.
  • Coordination of the music and dance uniforms and music instruments loaned to students.
  • Monitor and record the movement of resources and equipment.
  • Assist with the stock take of instruments and music at the end of every year.
  • Assist music and dance staff with the preparation of upcoming performances, eisteddfods and in-service


  • Keep an updated file of staff contact numbers.
  • Assist with organisation of camps, soirees, concerts, bus bookings, eisteddfods, workshops etc.
  • Collate excursion and camp booklets, permission slips as required.
  • Advise teaching staff accordingly of when ensemble students will be absent from school due to


  • Maintain a comprehensive filing system including records of purchases for the Instrumental Music and

Dance department.

  • Organise the repair of music equipment.
  • Preparation for concerts and performances including scheduling, slide shows, liaising with SLAB team

and other relevant stakeholders.

  • Update and maintain the Performing Arts online calendars, eCat ensemble and music pages.
  • Keep notice boards up to date and maintain photo boards to create a positive profile for the Music and

Dance department.

Instrumental Music Program (IMP)

  • Keep an updated list of all instrumental music students, their instructor and timetable.
  • Check on absent students.
  • Provide support for Music instructors.
  • Assist with sending students back to class when instructors are absent.
  • Inform class teachers when there are changes to IMP groups and staff are absent.

Private Lessons

  • Advise Instrumental Music and Dance Instructors of names and contact details for private students.
  • Forward applications/cancellations of private music lessons to Instrumental Music Instructors.
  • Collate applications/cancellations and maintain records.
  • Assist instructors with timetabling of private lessons.
  • Assist instructors by providing relevant paperwork for recording of student attendance at lessons.
  • Prepare late notes for students to return to class.
  • Liaise with parents as required.
  • Collate private reports for the Head of Instrumental Music and Dance Department’s reading.
  • Forward information to instructors regarding possible lesson interruptions e.g. excursions, camps and

other school related activities.

  • Check private student billing for correct enrolments, withdrawals, and amendments.
  • Provide Administration with a list of private student enrolments each term for billing purposes.

Music Library and Dance/Music Uniforms

  • Catalogue music to provide easy access for Instrumental Music Department staff.
  • Store and label all dance costumes/uniforms.
  • Store and label all music costumes/uniforms.


  • Maintain confidentiality of information regarding students, parents, teachers, management, and staff.
  • Work as part of the team to achieve the aims and objectives of the school and develop cooperative


  • Be clear about action to be taken in the case of emergencies.
  • Staff meetings and professional development sessions are attended.
  • Perform any other duties requested by the Head of Instrumental Music and Dance.



The Music and Dance Administrative Assistant will be required to meet the following Essential Criteria and

actively work towards obtaining the desired competencies, knowledge, and skills.


  • Certificate III in Administration or Business is the minimum formal qualification. Experienced

administrators without formal qualifications who possess the skills and abilities outlined below may be

deemed as equivalent to above qualifications dependent upon the area of experience.

  • Valid Working with Children Check (Blue Card).
  • Current First aid and CPR certificates.
  • A COVID-19 digital certificate or immunisation history statement demonstrating you are fully vaccinated

against COVID-19.

Competencies, Knowledge & Skills

  • Experience within an office environment.
  • Advanced computer skills in Microsoft office are required.
  • A customer service focus with attention to detail.
  • Excellent interpersonal skills, including listening and communication skills, that build and maintain positive

and productive working relationships.

  • Ability to write both formally and creatively.
  • Ability to organise and prioritise own work activities and schedules to meet established deadlines and

achieve high quality work outcomes.

  • Ability to work collaboratively with colleagues in the pursuit of team goals and individually as required.
  • Ability to problem-solve and be proactive in the workplace.
  • Excellent time management and organisational skills.
  • Ability to demonstrate maturity, flexibility, creativity, and initiative within work role.

Desirable Qualifications, Competencies, Knowledge & Skills

  • An understanding of work health and safety and anti-discriminatory practices.
  • An interest in music and dance or the willingness to learn is desirable.
  • Knowledge of Schools operations would be an advantage.

Applying for the Position

Applicants wishing to apply for the position are required to submit a cover letter and resume outlining their

experience providing 3 work references to which the school can contact. Applications close 9 May 2022.

Please send applications to:
Human Resources

The Cathedral School

Email: [email protected]

About the Company

Company: The Cathedral School of St Anne & St James –

Company Location:  Australia

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