Front Office and Events Coordinator

Position Objectives:

The Front Office and Events Coordinator is responsible for overseeing the daily operations of the Junior School, Middle Years, Senior Years and Main Reception areas, ensuring they provide a high standard of service and efficiency. This role also leads to the coordination and execution of College-wide events, working closely with internal and external stakeholders to deliver well-organised and memorable experiences. Additionally, the role provides administrative support to the Risk and Compliance team in policy review and updates.

Key Functions, Accountabilities, Responsibilities and Deliverables:

Reception Supervision and Administration

• Oversee and support reception staff across the Junior School, Middle School, Senior School and Main Reception areas to ensure consistency in service and professionalism.
• Develop and implement standard operating procedures to enhance efficiency across all reception areas.
• Ensure reception teams provide a warm and professional first point of contact for students, parents, staff, and visitors.
• Monitor and manage reception staff schedules, ensuring adequate coverage across all areas.
• Train and mentor reception staff to uphold high standards in customer service, communication, and administrative support.
• Ensure all reception processes align with College policies and procedures, including visitor management, security protocols, and communication processes.
• Oversee office supplies and front desk resources, ensuring each reception is well-equipped to meet daily demands.
• Act as a key liaison between reception staff and senior leadership, providing updates and feedback on operational improvements.

Event Coordination and Project Management

• Plan, coordinate, support and execute College-wide events, including but not limited to:
  • Open Days
  • Graduation & Award Ceremonies
  • Special Assemblies and Celebrations
  • Fundraising Events
  • Staff Development Days
  • Whole College Events
• Develop and manage event timelines, budgets, and logistics, ensuring smooth execution.
• Liaise with internal departments, including Communities and Engagement, IT, Facilities, and Catering, to ensure seamless event planning.
• Engage and manage relationships with external vendors, including caterers, equipment suppliers, security and event coordinators.
• Oversee event promotion and communication, working closely with the Communities and Engagement team to ensure appropriate branding and messaging.
• Develop and implement risk assessments for events, ensuring compliance with health and safety regulations in consultation with the Risk and Compliance Officer
• Troubleshoot and problem-solve during events, maintaining a professional and proactive approach.

Risk and Compliance Support

• Support document preparation, formatting and distribution of College-wide policies and procedures, ensuring consistency across all departments and divisions.
• Monitor and support the adherence to compliance regulations across various College operations.
• Assist with maintaining and updating compliance-related databases and records.
• Assist with the development and execution of risk mitigation strategies that are in place for the entire College, identifying potential risks and ensuring effective solutions are in place.
• Assist with College-wide compliance checks, ensuring all departments and staff are following established policies, particularly around safety, security, and data protection.
• Provide support in risk assessments for events, operations, and administrative procedures, ensuring all College activities are compliant with legal, safety, and institutional standards. and Communication
• Assist in the review of compliance incidents and hazards, ensuring accurate records are kept and corrective actions are implemented promptly.
• Support with the preparation of reports for the College Leadership team.

Key Selection Criteria

Essential

• Must hold a current Positive Notice Blue Card for Child Related Employment issued by Blue Card Services.
• Experience supervising a team in a reception or customer service setting.
• Strong organisational and project management skills, particularly in event coordination.
• Excellent communication and interpersonal skills.
• Capacity to maintain professionalism in all business dealings.
• Ability to manage multiple priorities in a fast-paced environment.
• Attention to detail and a proactive approach to problem-solving.
• Proficiency in Microsoft Office, TASS and other relevant administrative systems.

Desirable

• Experience working in an educational or corporate setting.
• Familiarity with relevant school regulations and policies.
• Knowledge of risk management, compliance and health and safety, or a related field
• Experience managing budgets and event logistics.
• Experience in review and development of policy documents.
• Experience in the use of compliance systems.

All applications to be submitted to employment@salc.qld.edu.au

Closing date:  9:00am Thursday 15 May 2025