Position Title: School Officer – Reception Coordinator

Classification: School Officer Level 4 (Montessori School Ltd Enterprise Agreement 2024)

Ordinary Hours: 38 hours per week

Start Date: ASAP

Applications Close: COB Friday 16 October 2026. Please note that application for this role may be considered as they are received and an appointment made prior to the advertised closing date

Role Purpose

The Reception Coordinator provides a professional, efficient and welcoming front-of-school service, ensuring the smooth operation of reception, student attendance, and health administration.

As the first point of contact for students, parents, visitors, and the broader community, this role embodies the Montessori values of respect, calmness, and connection. The role holder contributes to the wider administration function by supporting communication and coordination across the School’s operational areas, including enrolments, marketing, finance, wellbeing, and leadership.

This role is integral to ensuring that Brisbane Montessori School maintains its commitment to excellence in service delivery, safety, and community care, and operates in accordance with the School’s philosophy, policies, and the Montessori ethos.

Key Responsibilities

Reception and School Services

• Provide a professional, courteous and responsive reception service to families, students, staff, contractors, and community members.
• Operate and manage the main switchboard, reception inbox and visitor management systems with accuracy and confidentiality.
• Maintain up-to-date records of visitors and volunteers in accordance with Blue Card Services and school policy.
• Manage the school’s email, phone, and general communication flow to ensure timely response and redirection to relevant staff.
• Support enrolment and community engagement processes, including Open Days, school tours and information sessions in collaboration with the Enrolments Officer and Marketing.
• Process front counter payments, receipts, and mail in accordance with school financial procedures.
• Ensure the reception area reflects a calm, safe and professional Montessori environment.

Student Attendance and Records

• Accurately record and maintain student attendance in the school’s student management systems (Zunia/SEQTA or equivalent).
• Communicate with parents and guardians regarding unexplained absences, late arrivals and early departures.
• Prepare attendance exception reports for leadership and compliance reporting.
• Support teachers with roll marking processes and ensure accurate data entry and record keeping.
• Maintain student files and records in accordance with the School’s Record Retention Policy.

Health Room and First Aid

• Coordinate and manage the school Health Room, providing first aid to students, staff, and visitors in line with BMS policy.
• Maintain accurate medical records and ensure medication administration is compliant with the BMS Student Medication Procedure.
• Oversee the documentation, communication, and management of medical risk plans and emergency action plans.
• Coordinate WHS and student incident reporting, ensuring timely communication with the Business Manager for reportable incidents.
• Maintain first aid kits, defibrillators, and emergency medical supplies across the school.
• Support induction and awareness of medical and safety processes for staff and volunteers.  

Administrative Coordination

• Coordinate the school extra-curricular activities and programs within the school communicate with service providers, staff and families.
• Provide administrative support across key operational areas including programs, enrolments, marketing, finance and events.
• Assist with communication materials, notices, and coordination of community engagement activities.
• Support leadership with data, reports, and correspondence as required.
• Maintain the Blue Card register for volunteers and contractors.
• Contribute to the implementation of school-wide systems, compliance processes, and continuous improvement initiatives.

Child Safety and WHS

• Demonstrate a personal commitment to child safety and actively uphold the principles of the Child Safe Organisations Act 2023 (Qld).
• Report concerns or disclosures promptly in accordance with BMS Student Protection policies and procedures.
• Implement and monitor WHS practices, ensuring safety in the reception, administration, and Health Room areas.
• Participate in emergency management drills and maintain readiness to act as part of the School’s emergency response structure.

Team and Community Contribution

• Contribute to a cohesive and supportive team culture within the school.
• Participate in meetings, planning sessions, and professional learning.
• Model respect, confidentiality, and professionalism in all interactions.
• Undertake other duties as required, consistent with the role’s scope and classification.

Conditions

Hours of work:

• Hours of Work: Typically, Monday 7:30 am – 4:00 pm; Tuesday to Friday, 8:00 am – 4:00 pm (including 30-minute unpaid break each day)
• Full-time
• Classification: School Officer Level 4 – Montessori School Ltd Enterprise Agreement 2024

Overtime expectations:

• Occasional attendance at school events or compliance meetings as approved

Qualifications and Experience

Essential

• Certificate III in Business Administration, Education Support, or equivalent experience.
• Minimum 3 years’ administrative experience (educational setting preferred)
• Proficiency in Microsoft 365 and school systems.
• Excellent written, verbal, and interpersonal skills.
• Current Blue Card (Working with Children Check).
• Current First Aid and CPR certificates (or willingness to obtain).

 Desirable

• Certificate III in Early Childhood (or willingness to obtain – supported by the School).
• Experience working within a Montessori or independent school environment, and/or a genuine willingness to develop an understanding of Montessori philosophy and practice.
• Understanding of NQF, ECEC licensing, and child-safety frameworks.

Key Selection Criteria

• Service Orientation: Demonstrated ability to provide exceptional customer service   within a school or community environment.
• Communication and Interpersonal Skills: Strong written and verbal communication skills, with the ability to engage respectfully, warmly and confidentially with children, families, staff and visitors. A warm and cheerful disposition, with a genuine enjoyment of working with people, particularly children.
• Organisation and Initiative: Proven capacity to prioritise tasks, manage competing demands and maintain professionalism in a fast-paced setting. Exemplary efficiency and attention to detail.
• Technical Competence: Sound knowledge of administrative systems and confidence using technology to manage school communications, attendance, and reporting.
• Team Collaboration: Ability to work cooperatively and positively with colleagues across Enrolments, Marketing, Finance, Programs and Leadership. A genuine team player who is willing to contribute, collaborate and support colleagues to achieve positive outcomes for children and the wider school community.
• Commitment to Montessori Values: Alignment with the philosophy, values and ethos of Brisbane Montessori School, including respect, community engagement and reflective practice.
• Health and Safety Awareness: Ability to manage first aid and student health administration with care, accuracy, and compliance.

Relationships and Collaboration

This role works collaboratively with:

• Administration Team – operational and daily workflow tasks
• Programs and School Administration Officer – daily workflow support
• Enrolments and Marketing Team – community and communication initiatives
• Finance Team – payment processing and record integrity
• School Leadership Team and Teaching Staff – student records, attendance, and health coordination
• Parents, Students and Visitors – front-of-house and community engagement 

Child Safety Statement

Brisbane Montessori School is committed to providing a child-safe and child-friendly environment. We support and respect all children to feel safe, be safe, and understand their right to be protected. All staff actively contribute to a school culture that promotes child safety and wellbeing in accordance with the Child Safe Organisations Act 2023 (Qld) and the Child Safe Standards.