About Xavier College:
Xavier College is a leading Catholic school in the Jesuit tradition that aspires to form exceptional graduates through inspiring learning experiences and our distinct Jesuit character. This is an opportunity for outstanding candidates to join an aspirational and rigorous culture of learning and educational excellence.
About the Role:
The Administration Assistant – Student Services provides high quality customer service to students and their families, and is responsible for providing comprehensive support to the Director of College Administration.
The role of Administration Assistant – Student Services is an important administrative responsibility within the College. It requires high levels of confidentiality and professionalism in the manner of engagement with staff, parents and students. It also requires high levels of acumen in personal organisation, documentation, project management, initiative, problem-solving and effective operational systems and processes, as well as excellent interpersonal skills.
- Tenure: Part Time (40 weeks per year) - ongoing
- FTE: 0.851 - Term Time only
- School experience preferred
Please use this link to view the Job Description:
https://xavier.elmotalent.com.au/careers/open/job/view/83
Job Description - Administration Assistant - Student Services
Core Duties and Responsibilities:
Student Services Reception:
- Provide frontline customer service to students, managing student records and data entry.
- Respond to students, staff, visitors, and callers in a friendly and helpful manner, ensuring all
- enquiries are answered promptly and referred to the most appropriate person.
- Ensure students follow procedures when signing in and out of the College.
- Ensure Year 12 students have permission (via Consent 2 Go) to leave the College premises during the school day. All sign out and sign in procedures are to be followed by students.
Student Attendance:
- Enter and update daily student absences.
- Provide absenteeism reporting as requested.
- Ensure all absences are accounted for, liaising with parents/carers and teaching staff after parent/carer notification, follow up is required on absences.
- respond to absence queries.
- Manage student sign in and out on the Passtab system.
Administration Support:
- Provide administrative and organisational support to the Head of Students, Head of Student Experience and Head of Boarding as required.
- Monitoring permission on Consent-to-Go prior to excursions/camps, ensuring students do not attend without relevant permissions.
- Support the maintenance of a secure and confidential student record management system
- Assist students with PTV applications.
- Coordinate College bus and car bookings as required.
- Assist with the maintenance of the Senior School Portal for the following areas:
- Ensure regular contributions to the Sursum Corda Weekly correspondence are submitted in a timely manner for Boarding, Student Care and Student Experiences
- Provide data entry and related admin assistance where required in respect of staff attendance at College professional learning and meetings.
- Passtab administration relevant to Boarding Visitors, Students and Xavier College Community members.
Please address your cover letter and resume to Greg Gaudie, Director of College Administration.
Applications closing on Monday 13 April 2026 at 9:00am. To apply for this position CLICK the "Apply Now" For information about Xavier College please visit our website at www.xavier.vic.edu.au
Xavier College is committed to ensuring the protection and wellbeing of every child in our care.
