TITLE: Front Office/Attendance Administrator

STATUS: Full Time, Contract (Maternity Leave), existing position

HOURS: 7:30 am to 4:00 pm, 37.5 hours per week

SALARY RANGE: $39,000 - $56,000,

REPORTS TO: Deputy Head

START DATE: October 2026

Summary of Position

Trafalgar Castle School is a premier independent school for girls in Grades 4 through 12. Located in Whitby, Ontario (close to the GO Station), our "Castle" is home to a warm, diverse, and progressive community. We combine exceptional academics with a mission to challenge minds, nurture hearts, and strengthen voices, preparing young women to make a meaningful difference to their communities in an increasingly complex world.

We are looking for a warm and welcoming Front Office/Attendance Administrator to receive and welcome our community, visitors and the public to our school, and to provide timely and appropriate directions and responses to questions. The Front Office Administrator is the first point of contact so they must be a positive presence who is enthusiastically committed to our mission to challenge minds, strengthen voices, nurture hearts, and flourish together. We are looking for a team player who is committed to Trafalgar’s mission and upholds its values.

What you’ll be doing:

Manage entry of student late arrivals, monitor and record staff and student attendance, noting departures for appointments, field trips, school teams, etc. Confirm absences when necessary;
Ensure accuracy of attendance records for emergency preparedness and assist in risk mitigation strategies;
Direct telephone calls to the appropriate recipient, make necessary announcements throughout the day and be the main 911 contact for school emergencies;
Administer the School’s telephone and voice mail systems, making necessary programming changes to reflect changes to staff and/or phone locations, maintain the staff telephone directory and circulate revisions;
Provide immediate response to urgent requests (e.g. for nurse/first aid, maintenance staff);
Manage daily GO Train student list and order taxis or alternate transportation for students and staff, as required;
Provide visitor/contractor passes and implement security procedures (e.g. sign-in/sign-out);
General Administrative support such as maintaining information on school events, timetables and core programs, data entry, correspondence, photocopy and collate documents for distribution, mailing and filing;
Provide general administrative assistance to the Head of School, Deputy Head, and Senior Team, as required;
Assist with calendar management for Senior Academic staff, i.e. setting up meetings, etc.
Assist with various special events;
Coordinate the needed student graduation resources;
Assist with organizing storage and upkeep of student records.

Highly regarded assets include:

Experience working in a school office;
Experience working with Ontario Student Records;
Experience with children of various age groups (i.e. Coaching, Day Camp etc)
Experience working with Student Information Systems (e.g., Edsembli, Edsby).

You have:

Completion of a community college Office Administration program and 1-2 years of relevant experience or a combination of education, training and experience;
Competent with the Google Apps suite (Docs, Sheets, Forms, etc)
Experience with Standard desktop software (e.g. MS Office), general office equipment (e.g. fax, photocopier)
Experience with standard reception and administrative procedures and best practices;
A positive attitude, are approachable, and an excellent communicator;
Ability to maintain strict confidentiality of personal information;
Excellent time management and organizational skills;
Ability to problem-solve and multi-task;
Ability to independently assess incoming requests, calls and visits, and determine the appropriate response and respond appropriately.

You are:

Highly customer-service focused with great relationship building skills and the ability to quickly build rapport with a wide variety of constituents including students, staff;
A collaborative team player who is also able to work well independently;
Resourceful and flexible, with a good sense of humour;
A flexible, open-minded person who is willing to brainstorm ideas, contribute new ways of thinking and open to trying new things.

Here’s what we offer:

Working in a Castle! You’ll see when you get here; it’s a beautiful place to be;
Competitive compensation;
Free parking;
Chef prepared lunches provided (taxable benefit);
Summer hours;
Generous holidays;
A welcoming and vibrant school community.

Please submit your cover letter and resume by Thursday, June 11 to careers@trafalgarcastle.ca.

Trafalgar Castle is committed to fostering an inclusive, diverse and respectful environment where everyone feels they belong. We welcome and encourage qualified applicants who share our commitment. We are also committed to providing accommodations for persons with disabilities. If you require accommodation at any stage during the recruitment process, please contact Human Resources Manager, Christine Anderson at anderson.christine@trafalgarcastle.ca so that we may work with you to meet your needs.

As a condition of employment, successful candidates will be required to submit a current original Vulnerable Sector Screening from the police jurisdiction in which they reside prior to commencing employment.

Our salary ranges are determined by role, level, and experience. The range displayed on our job posting reflects the minimum and typical maximum target for new hire salaries for the position, it does not reflect the maximum salary for the role over time. Within the range, individual pay is determined by job-related skills and experience demonstrated during the interview process.

Thank you for your interest in this opportunity and for taking the time to apply. While we appreciate all applications, only those selected for an interview will be contacted.

For further information, please visit us online at www.trafalgarcastle.ca.

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Front Office/Attendance Administrator

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