Data Specialist & Diary Assistant

About the role

The Data Entry & Diary Assistant supports the smooth operation of our school photography program through accurate data management, diary coordination and administrative support. This role is central to ensuring school information is received, processed and maintained correctly while photography schedules remain organised and up to date.

Key responsibilities

• Liaise with school administration staff regarding photography dates, data and general enquiries
• Create, maintain, and update school and students and staff data within the Timestone system
• Organize and process high volume printing envelopes and flyers and posting for upcoming photography date
• Ensure printing equipment and consumables are maintained and stocked
• Maintain accurate company diaries, calendars, databases, and scheduling systems
• Record and track all communications, actions, and follow-up requirements to ensure excellent customer service
• Contribute to the smooth operation of the administration team through general administrative duties and data management

About you

• Exceptional accuracy and attention to detail
• Strong organisational and time-management skills
• Confidence managing multiple schools, deadlines and data files simultaneously
• Proficiency with databases, spreadsheets and industry-specific software
• Fast learner
• Clear written and verbal communication
• A proactive approach to problem-solving and follow-up
• The ability to work independently while contributing to a collaborative team
• Professionalism and discretion when handling confidential information