Music Administation Assistant; Junior School

Music Administration Assistant (Junior School)

Posted: 19/12/2025

Closing Date: 19/01/2026

Job Type: Part Time - Ongoing

Location:

Junior School - Burke Hall

Job Category:
Music

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.

About the Position:

The role of the Junior School Music Administration Assistant is key to the effective operation of the day to day running of the Music Department. Please click on the link below to view the position description.

FTE: 0.5 - 0.6

Core

Duties and Responsibilities:

• Provide secretarial and administrative support to the JS Music Coordinator, Head of Music and Music Staff, as requested.
• Provide administrative and operational support to Music staff, students, parents and the leadership of the College as required from time to time.
• Maintain accurate and complete data through the music database and other College systems, ensuring that records of attendance, enrolment, continuance and cessation of students are entered, updated and detailed.
• Provide technical support to Music staff as requested.
• Prepare and distribute agendas and minutes of meetings and reports as requested by the JS Music Coordinator, Head of Music or their delegate.
• Supply accurate, complete financial and attendance details to the Finance department for student billing including lesson fees, hire fees, external examinations, music texts/supplies, workshops and excursions in a timely manner.
• Under instruction of the JS Music Coordinator and Head of Music, resolve account queries with parents.
• Update, catalogue and maintain the music library.
• Coordinate production of concerts and music events including programming, advertising, ticketing, communication and hosting.
• Provide practical support on rehearsal and concert or event days / evenings as requested by the JS Music Coordinator, Head of Music or their delegate.
• Coordinate room allocation for instrumental, ensemble and class music programmes.
• Liaise with College departments concerning publications including newsletters, school calendar, programmes and concert documentation.
• Liaise closely with Instrumental Heads of Departments, JS Music Coordinator, Head of Music, Senior School Music Administrator and other administrators within the school.
• Maintain the staff office in an organised and tidy manner and replenish office and kitchen supplies in a timely manner.

Selection Criteria:

• Strong communication skills (written and verbal)
• Advanced Excel, Word and Power Point
• Highly competent in data entry and collation
• Evidence of capability with an attention to detail and high levels of accuracy
• Effective time management, planning and organisational capability
• Ability to respond and make sound decisions quickly
• Calm, professional and customer focused
• Experience in event planning and coordination.
• Ability to develop, cultivate and maintain professional relationships with a wide variety of stakeholders across the school community and beyond

Please address your cover letter and resume to Mr James de Rozario, Head of Music. Applications closing on
Monday 19 January 2026, 9:00am.

To apply for this position CLICK the "
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