Administration Officer - Music
About us
Geelong Grammar School is one of the world’s leading co-educational boarding and day schools. Offering exceptional educational opportunities across four campuses from Early Learning to Year 12, Geelong Grammar School is committed to making a positive difference for students, staff, and the community. We believe in prioritising wellbeing, creativity, and academic rigour. Our character is compassionate, curious, and courageous, and we achieve our goals through working ethically, collaboratively, inclusively, progressively and with substantiation.
About the role
12-Month Contract | Full-Time School Term only.
Are you an organised, people-focused administrator with a passion for supporting music education? We are seeking a proactive and professional Administration Officer – Music School to join our dynamic team on a 12-month contract (leave cover). This role plays a vital part in ensuring the smooth delivery of our instrumental music program across campuses, working closely with students, parents, tutors, and school staff.
Key Responsibilities
Act as first point of contact for music tutors, students and parents.
Schedule music lessons using Clipboard and manage related enquiries.
Approve tutor payroll timesheets and support finance processes (reports, journals, charges).
Maintain Music Department systems, forms, files, and HIVE data including student e-Portfolios.
Coordinate ordering of instruments, books, sheet music and accessories.
Organise AMEB and external assessments (entries, logistics, accompanists, tuning, examiners).
Communicate daily operational updates and scheduling impacts to Music staff.
Support Coordinators of Instrumental Music and liaise with the Director of Music regarding budgets.
Manage student absence/location enquiries and schedule Music Practice Supervisors.
Assist with events such as House Music, soirees, and external performances.
Act as contact for student/staff absence during school hours.
Perform other duties and provide additional support as required to ensure smooth operation of the Music Department.
Administration experience within a school environment, ideally within a music department or similar educational setting.
Strong digital literacy, including Microsoft Office 365, cloud systems, and database management.
Excellent organisational, prioritisation, and time-management abilities.
Strong interpersonal skills with excellent written communication.
A demonstrated commitment to the values of Courage, Compassion and Curiosity and alignment with the School’s Strategic Imperatives
Why work with us?
Free on-campus car parking, access to the Handbury Centre for Wellbeing (Gym/Pool), lunch provided during term time and other School community benefits.
Geelong Grammar School is committed to the safety of all students and has a zero tolerance of student abuse.
The School’s Student Safeguarding Framework, which includes the Student Safeguarding Strategy, Student Safeguarding Policy and Student Safeguarding Code of Conduct, is available on the GGS website, under ‘Student Safeguarding’. The School expects that all staff members (and School Community members) comply with the Student Safeguarding Framework policies and procedures and the Child Safe Standards, as applicable to their role. Any queries in respect of this Framework or the School’s expectations should be directed to safeguarding@ggs.vic.edu.au.
For further details and a position description visit the Employment page on our website: www.ggs.vic.edu.au/employment
Please be aware that applications will be reviewed as they are submitted, and interviews may occur prior to the closing date.
Applications close 16th January 2026
