Position Description

Position Purpose and Overview 

The Student Services Officer plays a key role in supporting the daily operations and wellbeing of students within the College. This position provides responsive, student-centred assistance that reflects the College’s Christian values, ensuring students feel welcomed, cared for, and supported throughout the school day.

The role is responsible for coordinating front-line student services, including attendance processes, student and parent enquiries, first aid support, and general administrative tasks that contribute to the smooth running of the school. The Student Services Officer serves as a positive and calm presence for students, staff, and families, offering practical help and clear communication.

With a heart for service and a commitment to fostering a safe and nurturing environment, the Student Services Officer works collaboratively with teaching staff, pastoral teams, and school leaders to support student wellbeing, uphold College expectations, and contribute to a Christ-centred learning community.

Accountability & Reporting Lines

This position reports directly to the Finance Manager and ultimately to the Principal. 

Occupational Requirements & Qualifications

The successful applicant must:

•    Current Working With Children Check (Blue Card)
•    Current First Aid and CPR Certification
•    Certificate IV in Administration (or similar) preferred but not essential.

Personal Attributes

Every College employee must demonstrate a personal faith and commitment to Jesus Christ and are to be regularly involved with a local Christian Church. Traditional Christian values must be lived out and exhibited daily, showing consistency with our College Statement of Faith. 

The successful applicant must:

•    Be a regular attendee of a local Christian church.
•    Be willing and committed to know the College and support the mission and vision.
•    Be committed to the role and fully understand the desired outcomes.
•    Have a passion for supporting young people, building positive relationships and contributing to a supportive school culture.
•    Have a collaborative, flexible and creative approach to work
•    Have a team-oriented approach with a heart for service. 

Skills & Competencies

•    Demonstrated experience in a fast-paced administrative, customer service or student support environment
•    Strong communication and interpersonal skills with the ability to engage positively with young people.
•    Competency in the use of Microsoft Office products and willingness to become familiar with other software, hardware and technology in common use throughout the College.
•    A very high level of organisation and time management skills with the ability to prioritise work
•    A very high level of accuracy and attention to detail.
•    A commitment to the Christian ethos, values and mission of the College. 
•    Demonstrate a high level of integrity, confidentiality and professionalism.
•    Ability to remain calm, flexible and solutions-focused in a busy environment. 

Duties and Responsibilities: 

Student Support and Wellbeing 

•    Provide warm, respectful and pastoral care for the wellbeing of students, recognising and responding to individual needs, in line with the College’s Christian values.
•    Support student and family enquiries and wellbeing concerns through the school day.
•    Assist students who present with emotional or behavioural concerns by referring them to appropriate staff (e.g. Directors of Pastoral Care, Deans of Year, or Counsellors). 
•    Build rapport with students and families that aligns with the College’s pastoral care framework.
•    Communicate effectively with parents and caregivers when supporting student wellbeing.
•    Provide basic first aid and health support to students in accordance with training and College procedures.

Administrative and Operational Support

•    Provide prompt, courteous and efficient customer service to parents, students, staff and visitors 
•    Respond promptly to enquiries via phone, email or in-person
•    Escalate concerns to appropriate staff when required
•    Maintain clear communication with pastoral and academic staff regarding emerging student needs or issues.
•    Facilitate contact between students and parents
•    Provide administrative support to the Senior School Leadership, Pastoral Care teams and Clinic Staff, including assisting with locating students when required.
•    Undertake the procurement of stationery and supplies including back-to-school classroom 
supplies 
•    Management of SS Digital Noticeboard (DNB) including daily uploads of room changes, notices 
as requested and weekly ‘What’s On’
•    Ensure all class lists, duty rosters, timetables and bus details are kept up to date and easily accessible.
•    Be aware of the day-to-day operations of the College and special events, by regularly checking the school calendar, intranet and internal communication channels. 
•    Receipting student assignments.
•    Managing Lost Property
•    Proactively evaluate existing processes and systems within Student Services, identifying opportunities for improvement and recommending changes where appropriate to enhance efficiency and effectiveness. 

Attendance Management 

•    Monitor daily student attendance, including roll follow-up, late arrivals, early departures and unexplained absences.
•    Record and update attendance data with a very high level of accuracy in the school management system
•    Report or escalate any students with attendance concerns.
•    Generate attendance reports for relevant staff as requested.
•    Communicate with families regarding absences as required.
•    Maintain accurate, up-to-date VET attendance

Compliance and Record Keeping

•    Create class folders including Evacuation/Emergency rolls, updating with student enrolment and 
withdrawals.
•    Forward to Clinic all medical related communications/medical certificates etc. for receipt and 
processing and uploading to student profiles as required. 
•    Maintain accurate and confidential records in accordance with privacy legislation
•    Preparation of paperwork and support of risk management processes for student activities, camps and excursions.
•    Play an active role in the emergency evacuation process.
 

Selection Criteria

Please include examples or scenarios and experiences to prove capacity and skills referred to below:

1.    Selection Criteria 01
Proven ability to manage competing priorities while maintaining accuracy in tasks such as attendance management, record keeping, and reception duties.
2.    Selection Criteria 02
Ability to work with care, professionalism and pastoral sensitivity when supporting students, families and staff, including managing confidential information appropriately.
3.    Selection Criteria 03
A genuine commitment to supporting the Christian ethos of the College and contributing positively to a Christ-centred, service-oriented school community.

The application close date is 5:00pm 9th January, 2026.

View the full Employment Pack here on the Emmanuel College Careers Portal.