About The Organisation
Melbourne Polytechnic is a learning organisation that has been delivering vocational training since 1912. Learning at Melbourne Polytechnic is a unique experience with an applied focus, delivered by teachers with real-world experience and expertise.
At Melbourne Polytechnic we are committed to providing high quality, innovative, applied and future focused, purposeful education and training to students, industry and communities. Our teachers are passionate and established in their professions and look guide students in theirs. We know that circumstances can create barriers to learning, so we offer our students personalised pathways, flexible study options and learning support.
About The Role
Work as part of the Directorate's administration team, working in a flexible and collegiate manner to ensure the institute's policies and procedures are implemented, and that efficient and effective administration is provided and dealings with employees and the public is professionally undertaken.
Work as part of a team that provides administrative support to both Vocational Education and Higher Education programs.
Focusing mostly on supporting the Vocational Education courses within school, the position incumbent will provide high-level customer service while maintaining strictest confidence of information regarding the personal records of students, the content of examinations, and other materials.
Duties
* Provide proficient use of software e.g. Outlook, MS Word, MS Excel, SharePoint, CELCAT and Student Management System (STRATA) and support in the setting up of the Markbook functionality, working with Program Leads to ensure the accuracy of Markbook entries.
* Support Project area in monitoring of outstanding results, unresolved attendance and training plans, working with departments in rectification procedures and implementing Course Standards.
* Assist the programs in academic administration such as the management of assessment procedures, flexible learning, and day-to-day student administration.
* Assist with the administration of accreditation/ renewal of accreditation process of courses as instructed by the Directorate Administrator.
* Attend and participate in departmental and institute training to upskill and maintain knowledge of legislative and internal processes.
* Participate and provide input to projects suggested by the Directorate Administrator that will enhance the work of the position incumbent and administrative services to the Department and students.
* Collaborate with the Directorate Administrator and the other Department administration staff to assure consistency of administrative systems within the Department and across VET and Higher Education programs.
* Plan and prioritise administrative tasks including database establishment and management, word processing, organisation of meetings and events. Develop and maintain excel spreadsheets.
* Ensure relevant and current program information is available on the staff and student portals.
* Provide finance administration, including processing tax invoices, purchase orders and prompt payments.
* Communicate effectively with prospective and current students to provide course information, advice and enrolment support.
* Provide administration support in the lead up to the hosting of events, meetings, or training associated with the Departments specific activities as required.
* Provide effective and supportive confidential administrative assistance to the Directorate Administrator, Heads of Program, and Department Managers where required.
Skills And Experience Required
* Appropriate experience in administrative support roles preferably in a education setting.
* Demonstrated high-level administrative and organisational skills including skills in document presentation, drafting and formatting, producing excel spreadsheets, database maintenance, filing and administrative systems maintenance and high-level literacy of the Microsoft Office suite.
* Demonstrated experience in or ability to undertake administrative support of internal and external accreditation processes in both Vocational education.
* Excellent written, oral and interpersonal communication skills and a demonstrated ability, commitment and attitude to effective communication and liaison with internal and external stakeholders
* Demonstrated advanced organisational and problem-solving skills, the ability to be proactive, successfully arrange priorities, meet deadlines, continually improve operational strategies and be self-motivated and flexible in responding to changing work priorities.
* Demonstrated ability to work effectively both independently and as part of a team.
* Ability to use tact, diplomacy and capacity to maintain confidentiality.
* Demonstrated knowledge of and commitment to Occupational Health and Safety, Anti-Discrimination, Quality Assurance and Continuous Improvement principles.
* Successful applicant must be able to attain an Employee Working with Children check and a National Police check clearance.