Job description
Purpose of role
The Administration Officer role is responsible for the delivery of timely, efficient and effective high level administration support at South Coast Community College (SCCC). This role supports the Training Manager providing complete administrative support from course planning to course completion. This role also encompasses reception responsibilities and support duties associated with ensuring the training rooms are maintained and well presented for the conduct of classes.
MAIN DUTIES AND RESPONSIBILITIES
Core objectives include:
General reception support for all staff and programs
Administration support to the Training Manager in all aspects of training delivery.
Data entry for all programs to enable timely monitoring of data and reporting to funding bodies and stakeholders
Classroom and site support to ensure College facilities are safe, well presented and classrooms and programs are resourced for delivery.
Specific Tasks
General Reception Support
Provide reception support, including receiving and processing enquiries in person and over the phone and providing a welcoming environment for students, trainer/assessors, and visitors to the site.
Assist students with all aspects of course enquiry including providing timely information about course entry requirements and funding eligibility and distributing pre-course information.
Process course registrations, enrolments and reminders including collecting student identification.
Receive and escalate complaints and complex enquiries to the Training Manager.
Issue invoices to students and monitor payment prior to course commencement.
Receive and receipt payments.
Delivery Support
Complete all required record keeping requirements including managing distribution and collection of course records from trainers / assessors / tutors.
Undertake record management in the Student Management System (aXcelerate) and SharePoint including filing functions to ensure records are accurate, complete and are managed in accordance with SCCC and departmental policy and contract requirements.
Scan and upload all completed course records to aXcelerate after they are approved by the Training Manager.
Attend events to promote College programs as required by Training Manager.
Provide administrative support including managing, responding and resolving moderately complex tasks (seeking advice and guidance for more complex issues).
Data Entry
Complete required data entry with the inclusion of student enrolments and completion dates.
Complete archiving activities as required and ensure excellence in record keeping complying with funding body and regulatory requirements.
Classroom and Site Support
Prepare all course resources and distribute to trainers / assessors / tutors in a timely manner.
Identify opportunities for effective resource use and improved administrative processes and practices within SCCC.
Facilitate ordering of classroom resources with the approval of the Training Manager.
Provide general IT support and basic troubleshooting for classrooms and trainers / assessors.
Ensure classrooms are clean, tidy and ready for use pre- and post-delivery. This includes ensuring stocks of general classroom resources and requirements and that all technology is in working order.
Conduct classroom safety inspections prior to each delivery.
Other duties
Fulfil other duties as required by the management team.
PERSON SPECIFICATION
Qualifications
Certificate II/III in Business Administration or equivalent qualification appropriate to the role.
Experience
Experience in general office administration and reception duties.
Experience in data entry and general aspects of database management.
Experience in trouble shooting general IT issues associated with laptops, SMART Boards, iPads
Knowledge
Knowledge of the VET environment is desirable.
Knowledge of social media and website management.
Skills & competencies
Customer service focused: committed to providing exceptional customer service across all channels – written, phone and face to face.
Communication: the ability to communicate clearly and concisely, varying communication style depending upon the audience.
Attention to detail: excellent attention to detail for the purpose of managing deadlines and ensuring accuracy of student information and data
Teamwork: willingness to assist and support others as required and get on with team members.
Time management/organisation: accomplish objectives effectively within timeframe given and carry out administrative duties within portfolio in an efficient and timely manner.
Personal attributes
Professional presentation and manner
Friendly and approachable
Commitment to excellence
Commitment to learning
Organisational and time management skills, especially the ability to prioritise tasks.
Other
Driver's license
Current Working with Children Check
Travel to other South Coast delivery locations may be required.
This job description serves to illustrate the scope and responsibilities of the post and is not intended to be an exhaustive list of duties. You will be expected to perform other job-related tasks requested by management and as necessitated by the development of this role and the development of the business.
By applying, you certify that you have read, understood and accept the duties, responsibilities and obligations of this position.