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DOING IT FOR THE KIDS

Welcome! In your hands is our first free, go-to magazine to celebrate the engine room of the school - the office. It’s packed with tips for business and office managers like you, brought to you by MTA’s expert team.

At the end of the day, everything you do is for the students who rely on you and their teachers to guide them into the future. Education matters and you play a key role organising your school, so it just works, day in, day out.

You’re a multi-hyphenate in the true sense of the word: front office-greeter-buyer-budgeterorganiser-parent whisperer-supplier liaisonjanitor-electrician-nurse-trouble-shooter... and we know the list goes on! We see you!

In this issue, we take a look at your multifaceted role, share a day in the life of a fellow admin and showcase our latest resources and tips to inspire you.

Lean on your dedicated MTA consultant

Our team is here to support you – whether it’s sourcing a hard-to-find resource, solving a delivery issue, or helping with large-scale planning. We know schools, and we’re just a phone call or email away. We’ve got you.

-Your friends at MTA

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Our top admin finds

You look after the teachers and the students, so let us look after you. We’ve scoured the MTA website for some little items you’ll love, to give your office space a new lease of life.

TRENDING: natural tones

Shop the look at MTA and decorate your space (and even clean it) with nature’s tranquil and soothing colour palette - muted tones from dusty pink to eucalyptus green and earthy ochre.

Calming colours in schools can reduce anxiety and stress, promote tranquility and improve emotional regulation, creating a peaceful learning environment that supports focus and academic performance.

Triple Tote Trolley with Desert Colours of Australia Trays

Jovi Round Cultural CrayonsTub of 60 JV98060 $45.45

BRITTANY’S COMMAND CENTRE

NAME: Brittany Caterina

TITLE: Senior School Services Officer

WHERE: St John The Apostle Catholic Primary School, Narraweena, NSW

SIZE: 247 students

BRITTANY’S TIPS:

• Take time for the little faces

• Roll with the interruptions

• Save ‘focus mode’ for quiet times (e.g. after lunch)

• Update task list daily

• Keep laughing and smiling!

It’s a wet and wild Thursday morning. The power is out in the school, the kindergarten rooms are flooded, there are electricians, water pumps and air-drying machines to organise, plus there’s catering to pull together for an early careers’ teacher meeting in the staffroom. And that’s all before 9am.

Luckily for Brittany Caterina, she’s used to surprises. In her ‘command centre’ at St John’s, she is the only full-time team member in the office, but over the week, she is supported by a team of four across school services, marketing and parent engagement. Being organised is her secret weapon, but so is knowing when to drop everything and listen to a sweet student’s joke or hear about their visit to the dentist.

‘THIS WAS THE JOB FOR ME’ Brittany grew up wanting to be a teacher, but life got in the way. She nannied for a family she loved, and when their kids went to school, she joined the corporate world.

13 years later, the yearning to work with children was still strong, and so almost four years ago, Brittany brought her considerable organisational smarts to St John’s.

Kicking off at 8.15am and finishing each day around 4pm, Brittany is old school, keeping a handwritten day-to-a-page diary that lists out the day’s tasks. As she says, “If I’m not writing it down, I’m not remembering it”. At the end of each day, she writes the next day’s to-do list to hit the ground running.

JUGGLING THE TO-DO LIST

The previous day had a list that included entering enrolment forms for new students, processing departing students, sending out parent communication and filling out and popping the school’s Smile Awards into the system. For two hours each day, it’s all about tracking down students (who may be at sport, music or library) and administering medication. Every task is stop-start. “You have to be really good at doing something, then stopping and coming back to it and getting straight back into it”.

THE HUB OF THE SCHOOL

Brittany’s main interactions are split equally between the principal, teachers and the students. “The office is the hub of the school, so people are coming in to talk or to hang out for a bit”. Then there are of course contractors and suppliers and emails to follow up. Seeing parents throughout the week varies. Sometimes it’s a call about forgotten lunches, a child in Sick Bay, following up on excursion slips, volunteer forms or important information for their child.

So what else fills up Brittany’s week? A million little things, but of course, budgeting and ordering resources is an ongoing task. Working with the Assistant Principal on Back to School requirements, Brittany will take a teacher’s list and order what they need. “We just got a huge maths order in which is great”.

And if Brittany hasn’t crossed off everything on her to-do list that day? “I try and remember that if I don’t get it done, that’s OK. But if I don’t answer this little person, that’s not OK. You really have to prioritise those little faces.”

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TIPS

TIPS FOR YOUR PHYSICAL SPACE

1 Declutter regularly

Keep only essentials on your desk and clean out that top drawer twice a year. Remember: don’t put down, put away. Keep a recycling bin and filing cabinets within arm’s reach.

2 Whiteboard HQ

Create a visible whiteboard with daily priorities, phone messages, staff notes and reminders that can be your real-time communication hub for a busy office.

3 Colour-code everything

Use colour-coded trays, folders or tags for tasks like enrolments, permission slips, invoices and urgent items.

4 Standardise procedures

Develop clear protocols for common tasks like handling sick students or visitor sign-ins (and a cheat sheet for temporary staff to ensure consistency).

Whether you’re a seasoned pro or new to the school, it’s always good to take note of tips to make your office run even smoother. What else would you add?

5 Keep an emergency kit

Stock a kit with spare uniforms, tissues, ice packs, hair ties, deodorant, sanitary items, bandaids, sunscreen and zip-lock bags. Saves a dozen interruptions a day.

TIPS FOR YOUR DIGITAL SPACE

6 Desktop shortcuts

Set up a bookmarked folder to your most-used platforms (e.g. student management system, staff portal, finance tools, parent communication system). Saves time and clicks every day.

7 Automate recurring emails

Use templates or email scheduling tools (like Outlook or Gmail drafts) for recurring messages such as absentee follow-ups, uniform reminders, newsletter deadlines. Set and forget when you can.

8 Keep a ‘who to call’ folder

Create a quick-reference contact list for regular suppliers,

IT support, transport companies, emergency services and key staff. Keep a printed version near the phone and a digital one in a shared drive.

9 Standardise file names

Use consistent file naming conventions (e.g. Excursion_Form_ Year6_2025_Term1.pdf) to make digital filing faster and searchable. This small habit will save hours over a term.

10 Use a shared digital calendar

Keep a Google or Outlook calendar visible to all admin staff with key dates: excursions, NAPLAN, audit deadlines, PD days, term cut-offs. This keeps everyone on the same page and reduces double-bookings.

REPORT: the hidden role of admin staff

When we think about student support, we often focus on teachers, counsellors or school leaders. But in every thriving school, there’s an unsung group of professionals quietly making a profound impact behind the scenes – school administrative and support staff. From safeguarding (chasing runners!) and attendance to wellbeing, admin staff play a critical, yet often invisible, role in supporting students’ academic and emotional success.

FIRST LINE OF SAFEGUARDING

School office staff are often the first point of contact for students, parents and visitors. This front-line visibility makes them crucial to safeguarding:

• Monitoring who enters and exits the school grounds ensuring all visitors sign in and adhere to school protocols.

• Recognising patterns such as unusual injuries, repeated absences or distressed behaviour – admin staff often spot early signs of concern before anyone else.

• Recording and reporting – accurately logging student incidents, disclosures or visitor issues helps build a clear trail for further action.

ADMIN TIP: Keep a confidential concern logbook or digital system for reporting student-related worries and ensure all staff are trained in how to use it.

ATTENDANCE MANAGEMENT: MORE THAN JUST A ROLL CALL

Attendance is more than a box-ticking exercise. It’s often the first indicator that something may not be right in a student’s life. School office staff play a key role in:

• Monitoring trends in lateness or absence that could suggest anxiety, neglect or disengagement.

• Calling home with care: your tone and approach can build trust with families or uncover underlying issues.

• Working with wellbeing teams: flagging patterns early so support can be coordinated quickly.

ADMIN TIP: A warm, non-judgmental phone call from the front office can often open doors to family engagement that formal meetings may not.

CREATING SAFE SPACES FOR STUDENTS

Sometimes, a student’s safest moment of the day is a quiet five minutes in the front office. Admin staff provide:

• Emotional check-ins – whether it’s a scraped knee or a tough morning, your compassion matters.

• Consistency – your friendly face at the front desk provides students with a sense of structure and routine.

• Discreet support – some students quietly seek out the office when overwhelmed, knowing they’ll be met with calm and kindness.

STUDENT WELLBEING

TIP: If space allows, create a calm corner in the front office with soft lighting, fidget tools, or a quiet activity for students who need a moment to reset.

SUPPORTING STAFF AND STUDENT MENTAL HEALTH

Admin teams often bridge communication between leadership, families and teaching staff, making them natural wellbeing connectors.

• Encouraging early referrals to the school wellbeing team when you notice a pattern.

• Helping staff manage workloads – supporting teachers by reducing admin stress also supports students.

• Being a steady presence – many students and staff rely on your consistency during times of transition, stress or crisis.

ADMIN SELF-CARE

TIP: Supporting others starts with supporting yourself. Don’t forget to set healthy boundaries and take regular screen breaks.

BUILDING STRONG RELATIONSHIPS WITH FAMILIES

Office staff are often a parent’s first real contact with the school, shaping their sense of welcome and belonging.

• Offering empathy – particularly to stressed or struggling families.

• Providing information clearly and calmly, even when emotions are high.

• Being consistent – parents come to trust you when they know they’ll receive help and accurate answers.

REMEMBER: The tone set at the front office can influence a family’s entire relationship with the school.

THE BIG PICTURE

You might not be in the classroom every day, but your actions ripple through every corner of the school. By managing sensitive information, offering care, spotting concerns early and keeping systems running smoothly, you are a vital part of every student’s success story.

CULTURAL CONNECTION

How does your school explore the cultures of our First Nations Australians? While the Australian Curriculum is focused on improving learning outcomes for all young Australians, ACARA (The Australian Curriculum, Assessment and Reporting Authority) recognises the gap in learning outcomes between First Nations Australian students and their non-First Nations peers, and the need to provide every opportunity to close the gap.

Through the Aboriginal and Torres Strait Islander Histories and Cultures cross-curriculum priority, the Curriculum provides First Nations Australian students with the ability to see themselves, their identities and cultures reflected in the curriculum, and allows all students to engage in reconciliation, respect and recognition of the world’s oldest continuous living cultures.

Students are given opportunities to deepen their knowledge by learning about these cultures, showcasing the strength, resilience, richness and diversity of First Nations Australian communities. The framework supports understanding through the three interconnected aspects of Country/Place, Culture and People.

MTA collaborates with a wide range of incredible First Nations creators to bring authentic educational resources that tell stories, start conversations and build connection across a huge range of touchpoints in schools.

Mirii Art Round Aboriginal Cushions Set of 4 LIJ2415 $99.95

CAITLIN TRINDALL

Traditional stories meet bright, vibrant colours and a modern feel

Caitlin Trindall is a proud Gomeroi woman and the creator of Mirii Art. As a passionate mixed media artist and business woman, Caitlin draws upon her own life experiences to create unique contemporary artworks that bring Aboriginal art and culture into everyday spaces and conversations.

Round Jute Pouf FLD101 $141.45

Luke Mallie Foam Filled Lounger – Sand

TFH746-S $299.95

Mirii Art Camp Site Round Rug QUIR0125 $299.95

The power of your network

On zoom or in the room, it’s important to meet fellow admins

Working in a small team, or even in a team of one, means you can miss out on the power that comes from sharing information, learning new skills or levelling up professionally with your peers. Swapping invaluable experiences and insights is priceless.

ENTER NETWORKING HUBS!

Many admins have created a local or regional network hub. If your area doesn’t yet have one, consider creating one in your region. The idea is to meet once a term or once a month to swap ideas, tips, inspiration, discuss legislation or new trends. Perhaps invite guest speakers to talk on current topics that need a deeper dive. It can all be done online, or in person if you have the time, space and the Tim Tams. TIP: Perhaps invite your enthusiastic MTA Rep to talk at one of your network hub meetings - they’d love to chat, share resource ideas or host a product showcase - virtual or real!

HEAD TO A CONFERENCE OR EVENT

There are many networking and upskilling opportunities with national and state-based conferences, events and professional learning opportunities.

Here are a few organisations and events to keep an eye out for in 2026 and 2027.

ACEL (Australian Council for Educational Leaders) hosts a national conference for educational leaders across all sectors covering leadership, change and innovation.

ASBA (Association of School Business Administrators) holds a biennial national conference for networking and professional learning. ASBA’s 50th Anniversary Conference will be in Canberra from 27–30 September 2027.

ASBLA (Australian School Business Leaders Association) is for business leaders and covers all sectors (primary, secondary, special education) in state schools.

SASSPA (School Administrative & Support Staff Professional Association NSW) holds a popular annual conference, seminars and events.

SBMAQ (School Business Managers’ Association Queensland) supports professional development of business managers in state schools under the Queensland Department of Education.

BMV (Business Managers Victoria) is designed for business managers and school administrative leaders.

TSAA (Tasmanian School Administrators’ Association) hosts an annual conference focusing on leadership and connection for school administrators in Tasmania.

WASBPA (Western Australian School Business Professionals Association) spans finance, procurement, HR, ICT, school & student administration.

SASBA (SA School Business Association) supports business managers in South Australian public schools.

CHRISTIAN SCHOOLS AUSTRALIA

QLD holds a state conference with streams specifically for administrative staff.

CEBA (Catholic Education Business Administrators) offers a network for admins involved in business or school operations in Catholic schools.

INSPIRATION INCOMING:

Host a product showcase in your school & bring your teachers together

Did somebody say travelling roadshow? Help your teachers get up-close and hands-on with the very latest curriculum heroes in your school. MTA can set up a showcase of quality resources at any convenient space in your school, from the common room to the library.

Invite all your teachers to drop in (even other local schools in your area if you’d like to continue the social networking)!

It’s free, it’s fun and MTA does all the hard work!

We’ve curated the best of the curriculum-aligned big-hitters across phonics and literacy, maths, science, ICT, sensory and cultural learning. For you, it’s a wonderful opportunity to be inspired yourself, be massively appreciated by the teachers and create a bit of excitement for an afternoon.

“It was a really great showcase. We all met together as a cohort and a faculty and could talk about the great products and talk to the reps”.

PRO TIP: MTA can help you host a product showcase on staff development days for your teachers too!

Talk to your MTA Rep or head to teaching.com.au to book your school’s showcase.

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COOL & CALM

5 quick wellness wins for busy school admins

Your school office is a bustling hub. But maintaining a calm environment is crucial for productivity and wellbeing. How do you remain the calm in the chaos? Incorporate a little self-care into your day. Little habits can add up to a big difference over the week.

H2-GLOW

WHEN: Throughout the day

> Keep a large water bottle on your desk and set a goal (e.g. ‘finish by recess, refill at lunch’)

> Sip regularly

WHY: Staying hydrated reduces fatigue and boosts concentration

3-MINUTE STAND & STRETCH CIRCUIT

WHEN: After sitting for a long time

> Stand up, reach arms overhead, stretch side to side

> Do 10 squats or calf raises

> Do gentle arm circles or wrist rolls

WHY: Improves circulation and reenergises your body

ENJOY A CALMING SCENT

WHEN: All day

> Use a subtle essential oil or reed diffuser with calming scents like lavender, lemon or eucalyptus

> Keep it on your desk to enjoy the benefits throughout the day

WHY: Scent influences mood and can help reduce stress during busy days

MINDFUL TEA OR COFFEE BREAK

WHEN: Any time you need some calm

> Step away from your screen

> Sip your tea or coffee slowly

> Notice the warmth, taste and aroma

> Take 5 deep breaths before going back to work

WHY: Turns a normal habit into a mini mindfulness moment

SEATED NECK & SHOULDER STRETCH

WHEN: Mid-morning tension break

> Drop your right ear to your right shoulder

> Hold for 10–15 seconds

> Gently stretch left arm out to deepen

> Repeat on the other side

> Roll shoulders backwards 10 times

WHY: Eases neck strain from screen time and phone use

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Wham! Pow! Meet the everyday products that are superheroes in your learning space. They each have a superpower that lets them get the job done brilliantly every single day. They ’ re dependable, affordable and always ready for action. These Everyday Heroes turn educators into heroes too. THE MTA PRODUCTS THAT SAVE YOU EVERY DAY.

Why MTA’s Everyday Heroes are your BFF

Back to school purchasing & all your janitorial must-haves the superhero way

Balancing budget with quality for teachers’ classroom essentials and other everyday school supplies is tricky.

We created your Everyday Heroes for this reason. These essentials are purpose-made for educational environments to give you a seamless back to school kickoff in 2026 that stretches your budget further.

You’ll find these hardworking superheroes across Health & Hygiene, Stationery and Art & Craft ranges.