Brisbane Montessori School is a leading co-educational independent Montessori school in Brisbane founded in 1981. The school is committed to delivering the highest standard of Montessori education, inspiring students aged 0-16 years to realise their true potential in an enriching, inclusive and diverse community environment. Our purpose-built learning environments are designed to spark student interest, develop critical thinking skills, and foster a sense of achievement and self worth, within a non-competitive setting.  

A truly unique educational experience, the school is fortunate to offer students and staff picturesque views of the Brisbane River and an abundance of open space and fresh air, just 12km from the Brisbane Central Business District. Fostering a vibrant and fulfilling workplace environment is at the forefront of all that we do, with a strong focus on staff wellbeing and professional development. Multiple corporate discounts are available through our human resource providers, with a range of staff wellbeing programs such as yoga also offered throughout the year. We employ staff who are driven and energetic professionals with a passion for education and nurturing the next generation.   

Position Summary

The Student Registrar plays a vital role in the operation of the School with overall responsibility for implementing enrolment strategies, executing enrolment procedures, and achieving the enrolment targets set by the Principal. The role is responsible for building strong relationships with families and prospective families. 

The Student Registrar will work closely with the School Senior Leadership team to promote the School to the wider community and support families in making their school selection decision by promoting Brisbane Montessori School as their school of choice. 

The Student Registrar will have responsibility for student information management and administration support for student reporting processes. 

It is essential that the role holder demonstrates a passion and commitment to the School vision, values, and Montessori ethos. The Student Registrar will display a professional, positive, and welcoming attitude.

The Student Registrar will be a highly motivated and energetic individual displaying excellent interpersonal, information technology, time management and administration skills. It is recognised that the role has periods of very high workload and that during peak times the Student Registrar will be required to work outside normal school hours.

The Student Registrar will work with private and sensitive information and must ensure that information is stored, used, managed, and disposed of in line with the School’s Privacy policy.

Essential Criteria

Tertiary qualifications at associated diploma/diploma level or equivalent qualifications or experience to successfully carry out the duties of the position.

Ability to work in a child-related environment enabling effective response to a wide range of stakeholders– principal, senior leadership, staff, school board, parents, and community enquiries.

Effective verbal communication and interpersonal skills, with the ability to liaise with people at all levels (e.g. staff, parents, students and the wider school community) in an informative, accurate and positive manner.

Highly developed written communications skills with the ability to maintain strong attention to detail and take pride in the quality of work produced.

Ability to prioritise, organise and complete work within established deadlines, and to maintain a consistent level of professionalism.

Sound knowledge of administrative systems and procedures, and proficiency with office technology particularly word processing, email, spreadsheets, database and presentation programs.

An ability to work effectively within a busy team environment, and also to work unsupervised.

First Aid & CPR certificate or willingness to obtain.

Undertake employment screening for child related employment and maintain a positive Blue Card.

COVID-19 Proof of Vaccination in accordance with current Government requirements and mandates.

Key Responsibilities

The responsibilities of this role encompass, but are not limited to, the following:

Student Enrolment

Providing an efficient, informative and client responsive service to prospective families, maintaining connection with and building relationships with prospective families with a significant focus on providing excellent customer service.

Ensure all enrolment documentation and materials are current and stocks of enrolment promotional materials are managed appropriately.

Establish and manage enrolment interviews, processes, and documentation to ensure prospective families are receiving constant up-to-date information as to their application status and liaising closely with the Senior Leadership Team to ensure a smooth interview process.

Follow up with families who have been interviewed on an as-needs basis to convert into enrolments.

Managing all facets of the student admission and induction processes ensuring all enrolments are finalised appropriately.

Maintain currency in information regarding visas and government funding eligibility. Assist prospective and current families with this information.

Regularly review enrolment waiting lists to ensure full intake at all year levels and maintain accurate and comprehensive future student data.

Work with the Marketing and Communications Officer to measure and enhance enrolment procedures and marketing strategies to cultivate new student enquiries.

Regularly review enrolment waiting lists to ensure full intake at all year levels and maintain accurate and comprehensive future student data.

Identify and implement automation of enrolment processes and procedures.

Maintain an awareness of competitors and best-practice developments in the area of enrolments within other Montessori Schools and schools in the area.

Analysis & Reporting

In collaboration with the Principal and Business Manager, develop the annual enrolments budget.

Providing statistical information to School Leadership and governance as required.

Regular reporting of current student numbers and projections to the Principal, Business Manager and School Leadership Team as requested.

Assist in the preparation of Government and Statutory Authority returns for authorisation by others including but not limited to, Census, student transfers, NCCD, and other student profile information.

Coordinate annual communications to parents/carers including but not limited to Collection Notice for Student Residential Address and Other Information, media consent and privacy notices.

Providing a detailed and comprehensive analysis of student movement data, including reasons for withdrawals, demographics, factors affecting enrolments, trends and projections.

Providing data and recommendations to the Principal and Business Manager on enrolment statistics to assist with strategic planning.

Analysing and reporting statistical data regarding the student journey from enquiry to recruitment to retention.

Analysing and reporting statistical data regarding exiting students. Coordinate the Exit Survey process with parents/carers.

Use the school student management databases to access and provide timely and accurate reporting as requested by School Leadership.

Student Information Management

Ensure the currency of all student information on the student databases (School Pro and Smart Central) by liaising with parents/carers and staff. This includes but is not limited to residential address, court orders, student medical and permissions.

Ensure the currency of parent/carer information on the student databases (School Pro and Smart Central) by liaising with parents/carers.

Manage the process of transferring students to new year levels within the student databases at the commencement of the new academic year and other times of the year, if applicable.

Manage the process of transferring students to new phases within the student databases as part of the student transition process.

Where requested, source and collate student information in response to subpoenas received by Brisbane Montessori School (BMS).

Maintain student information in accordance with current government retention requirements and the BMS Retention and Disposal of Records Schedule.

Apply the BMS Privacy Policy and Australian Privacy Principles in ensuring measures are employed to maintain the strictest level of confidentiality with student and family/carer information.

Student Reporting

Coordination of electronic files/profiles relating to student learning data, ensuring these are accurate, updated in a timely manner and retained in accordance with the BMS Retention and Disposal of Records Schedule.

Provide administrative support for NAPLAN.

Administrative support for student reporting under the general supervision of the Heads of School. This includes: the design and updating of reporting materials, dissemination of reporting documents, collection and checking of reporting documents, entering reporting details on the BMS student databases P – Yr10.

Administrative support for Parent Teacher Interviews including managing the booking system.

Where requested, provide copies of student reports (including from past families).

Where requested, source and collate student information in response to subpoenas received by BMS.

Maintain student information in accordance with current government retention requirements and the BMS Retention and Disposal of Records Schedule.

School Marketing & Promotion

Coordinate the Campus Tours process.

Work in collaboration with the School Leadership Team and Marketing & Communications Officer to plan, manage and promote the Open Days.

Working in close collaboration with the Marketing & Communications Officer to implement, monitor and improve targeted marketing strategies to grow enrolment numbers.

Liaise with the Marketing & Communications Officer providing relevant content for social media engagement and other advertising.

Coordinating primary and secondary research to inform the BMS enrolment strategy.

Use marketing information provided by future and current families at enquiry, application, enrolment and exit stages to influence marketing strategies.

Assist with parent engagement events including welcome evenings, information sessions and other celebrations as required.

Community Relations

Collaborating with the School Leadership Team and Marketing & Communications Officer to ensure a welcoming environment for prospective parents, including liaising with staff and students to achieve a school approach to how the School engages with prospective families.

Represent the School at external events such as Independent School Expos.

Supporting and encouraging ongoing communication and engagement activities with Montessori Early Childhood & Education Centres and prospective parents to maintain contact throughout the enrolment process in line with Marketing & Communications Officer.

Build positive relationships within the larger Montessori community, with a particular focus on feeder Montessori Early Childhood & Education Centres.

Support and model BMS values and Montessori ethos when dealing with all prospective families.

Other Duties

Liaise with the finance team to facilitate invoicing/refunding school fees and student bonds.

Attend to duties as prescribed for this position in the School Evacuation Plan.

Other administration duties as requested by the Business Manager, including but not limited to the provision of reception relief, as required, including administering first aid to students.

Other General Responsibilities

Work within the BMS Code of Conduct, the school philosophy, procedures and ensure quality service delivery.

Engage in reflective practice and ongoing professional learning.

Actively participate in performance appraisal process.

Attend and actively participate in staff meetings and other staff events as required.

Attend and actively participate in community events including Seasonal Celebrations and Open Days.

Develop and maintain positive relationships with BMS families.

Be conversant with the School’s Quality Improvement Plan (QIP) and assist to implement this as directed.

Workplace Health & Safety (WHS)

Ensure a safe and healthy work environment at all times taking action to minimise, avoid or eliminate hazards.

Implement and monitor effective WHS practices in accordance with legislation and school policy.

Understand and implement emergency management procedures.

Take responsibility for the protection and rights of children attending the school.

Respond positively and consistently to children’s additional needs/requirements – diet/allergies, developmental etc.

Report all workplace accidents and hazards to your supervisor. Implement immediate action for identified hazards if able to do so.

Ensure the school’s duty of care to students and their families is strictly maintained.

Reporting & Other Relationships

The Student Registrar reports directly to the Business Manager. 

Ultimately the role holder is responsible to the Principal. 

Appointment & Classification  

The appointment is full-time continuing contract.

Classification is School Officer. Rate between $31.99 - $36.38 per hour.

General employment conditions and remuneration is per the Montessori School Limited Enterprise Agreement (2021)

Hours of duty are negotiable, to a maximum of 76 hours per fortnight. A 9-day fortnight would be considered. 

Applications close 4pm Friday 25 February.

Employer questions

Your application will include the following questions:

Which of the following statements best describes your Covid-19 vaccination status?

Do you have a current Working With Children (WWC) Check?

Which of the following Microsoft Office products are you experienced with?