POSITION NUMBER 3790 DEPARTMENT Academic Operations ROLE TYPE Non-teaching JOB TYPE Part time CONTRACT Ongoing LOCATION Heidelberg APPLICATIONS CLOSE 29 February 2024 TRAINING APPRENTICESHIP AND TRAINEESHIP SUPPORT ADMINISTRATOR Part Time (0.8FTE) Ongoing Role - Annual Salary $56,788 - $61,320 Super Based at our innovative Heidelberg campus with carparking on site Upskill your administrative skills in a dynamic role with a supportive team 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: The Training Apprenticeship and Traineeship Support administrator assists the Trade Apprenticeship and Traineeship Support Unit as part of a highly dedicated team offering support to the trade delivery staff, employers, apprentices and trainees. In this role, you will ensure completion of all contractual obligations (both internal and external) relating to the apprenticeships and traineeships. Further, this role ensures that Institute policies and procedures are implemented, and that efficient and effective administration is provided. Duties: Assist in the administration of the Trade Support Unit in end to end operations of apprentice and traineeship lifecycle. Provide proficient use of software e.g. Outlook, MS Word, MS Excel, SharePoint, Student Management System (STRATA) and Monitoring of the State Government systems. All general and reception duties relating to record keeping, meeting minutes, and customer liaison. Assist the Trade Apprenticeship & Traineeship Support Unit (TSU) in developing and maintaining systems and processes for apprenticeship and traineeship operations, this includes but not limited to pending enrolments and retaining relevancy and currency on the TSU portal. Disseminate data reports pertaining to apprentice and trainee enrolments and completions to departments and follow up where action is required. Establish and maintain positive and beneficial working relationships with Employers, Apprentices and Trainees, Apprenticeship Network Providers and all other external stakeholders and departments across the Melbourne Polytechnic network. Drawing on the core principals of MP Standards. Provide high-level customer service to internal and external clients, ensuring that all possible measures are taken to respond to their needs and requests in a timely fashion, disseminating accurate and timely information to internal and external stakeholders and ensure all enquiries and issues relating to training contracts are handled confidentially and with tact and diplomacy. Provide accurate and consistent record keeping and maintenance including spreadsheets, databases, filing and archiving systems (hardcopy and electronic), to comply with Institute policy and procedures and external quality assurance requirements. Contribute to the development and maintenance of the Institute’s Apprenticeship and Traineeship Training Program (ATTP) Documentation and TSU Resources and direct staff to appropriate process as required. 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 TSU Lead or VET Director that will enhance the work of the position incumbent and administrative services to the all Departments, including but not limited to the Academic Registry and Student Acquisitions. Plan and prioritise administrative tasks including engaging new apprentices, trainees and employers, responding to emails and phone calls, database establishment and management and disseminating reports and information. Communicate effectively with prospective and current students and employers resourcing them with course information, enrolment support, advice and referral as required. Provide effective and supportive confidential administrative assistance to the all Melbourne Polytechnic departments where required. Skills and Experience Required: Appropriate tertiary qualifications or equivalent together with demonstrated experience in administrative support roles. A current Working With Children Check (Employee). Demonstrated experience in or ability to undertake administrative support in an efficient and confidential manner. Experience in working with apprentices and trainees is desirable. Demonstrated high standard of administrative and organizational skills, database maintenance and use of Microsoft Office software. Interpersonal and team skills and a proven ability to work within an environment requiring the use of tact, discretion and maintain confidentiality. Demonstrated highly effective communication and customer service with both internal and external clients is required. Demonstrated 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. Proficient, accurate and quick data entry skills and attention to detail is required. Demonstrated problem-solving skills and the ability to be proactive, Demonstrated knowledge of and commitment to Occupational Health and Safety, Anti-Discrimination, Quality Assurance, Continuous improvement and sustainable work practices. How to Apply: Please submit the following documents for your application to be considered Current CV Cover Letter For further information on the role, please contact the hiring manager via email: nikkimuscatmelbournepolytechnic.edu.au or via phone: (03) 9269 1480. If you email us, please make sure you put the job title and job number in the subject line. Please note, applications received via email will not be considered - you must apply via the website. We will be shortlisting immediately don’t delay, apply today Recruitment Agencies Please be aware for us to engage with you, we require internal pre-approval and you must be on the State Purchasing Contract (for Victorian government common use goods and services). We will engage with you and your agency once we have the approvals. Diversity and Inclusion Melbourne Polytechnic is proud to be an equal opportunity employer committed to being a child safe organisation, by ensuring that children and young people are protected from abuse or harm. We promote a workplace that actively seeks to include, welcome and value unique contributions of all people. This means we encourage Aboriginal and Torres Strait Islander peoples, people with disabilities, people who are LGBTIQ and people from culturally diverse backgrounds to apply for this job, with age being no barrier. 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