Administrative Assistant

**POSITION NUMBER**

3951

**DEPARTMENT**

Arts

**ROLE TYPE**

Non-teaching

**JOB TYPE**

Part time

**CONTRACT**

Fixed term

**LOCATION**

Fairfield

**APPLICATIONS CLOSE**

13 February 2025

**ADMINISTRATIVE ASSISTANT - CREATIVE ARTS**:

- **Annual Salary $59,804 - $64,577 (pro-rata) + Superannuation**:

- **Work as part of a team that provides administrative support to our Art Programs.**:

- **Based out of our Fairfield Campus surrounded by beautiful parklands, close to public transport where we also provide secure onsite parking.**

**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 institutes 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.

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

**Skills and Experience Required**:

- A current Working With Children Check (Employee) - mandatory
- Successful applicant must be able to attain a new National Police Check
- 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 operation