Administrative Assistant

**POSITION NUMBER**

3987

**DEPARTMENT**

Human Services and Education

**ROLE TYPE**

Non-teaching

**JOB TYPE**

Casual

**LOCATION**

Preston

**APPLICATIONS CLOSE**

11 May 2025

**ADMINISTRATIVE ASSISTANT - VET**:

- **Casual Role - PAACT 3 $37.70 - $40.71 per hour**:

- **Work in a supportive and dynamic team, providing administrative assistance to the Vocational Education department**:

- **Located in Preston, close to public transport and the Preston Market**

**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.

For a full list of key responsibilities and duties, please view the **position description**.

**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 skill