Administration Manager

The Administration Manager leads the administration function across the full student lifecycle within the Domestic VET division. The role is responsible for planning, implementing and monitoring all administrative programs and support services that underpin student enrolment, progression, completion and regulatory compliance. The Administration Manager collaborates with Sales, Training and Marketing teams to drive service quality, data integrity and continuous improvement.

Benefits

N/A

Task & responsibilities

Program and Student Administration

•    Develop, implement and monitor the Student Journey Lifecycle program, including establishment of KPIs at each touchpoint

•    Develop, implement and review Standard Operating Procedures (SOPs) for all administrative processes including enrolment, student progression, course completion and cancellations

•    Administer and maintain accurate student records within the Student Management System (SMS) and Learning Management System (LMS)

•    Ensure training delivery and assessment practices are administered in alignment with ASQA standards and state-specific regulatory requirements

•    Plan and coordinate training program resources to ensure activities are properly scheduled and delivered

•    Manage student complaints and resolve issues for mutually beneficial outcomes in accordance with organisational policy and regulatory obligations

•    Engage student, client and staff feedback to collaborate with operational managers in continuously improving products and services

•    Identify and implement system efficiencies in partnership with vendors and key stakeholders within NextEd

Data Management and Regulatory Reporting

•    Administer and monitor all AVETMISS reporting in line with state funding contracts and regulatory requirements

•    Develop, implement and monitor a data management framework to ensure effective data governance, regulatory reporting and operational forecasting

•    Prepare and review submissions and reports on organisational training activities for submission to State Training Authorities and other regulatory bodies

•    Coordinate RTO Quality Indicator surveys and implement the divisional NPS feedback framework

•    Serve as the key system administrator for all operational platforms in the Domestic VET division

•    Drive end-of-month data accuracy, reconciliation and timely submissions

Financial and Contract Administration

•    Administer contract reconciliation for State Funding payments in relation to AVETMISS Training Activity data reported to State Training Authorities

•    Review and interpret funding contracts, legislative requirements and reporting obligations to ensure ongoing compliance

•    Develop and maintain monthly revenue forecasts through data analysis of active student cohorts

Leadership and Team Management

•    Provide direction, guidance and mentoring to the administration team, promoting a collaborative and high-performance culture

•    Communicate a clear strategic vision for the administration function, aligned with divisional goals

•    Develop and implement professional development plans for each team member

•    Participate in the recruitment of administration staff as required

•    Acknowledge and reinforce high performance; address underperformance constructively through regular feedback

•    Collaborate with business unit leaders to effectively deliver cross-functional projects

Stakeholder and Additional Duties

•    Manage relationships with external stakeholders and regulatory partners where these intersect with administrative functions

•    Advise senior management on administrative matters requiring attention and implement approved decisions

•    Undertake additional duties and provide support to the broader team as directed by the National Operations Manager

Qualification & experience

Essential Qualifications 

In accordance with ANZSCO 511112 (Skill Level 2), the position requires one of the following:

•    AQF Diploma, Advanced Diploma or Associate Degree in Business Administration, Project Management, Education Administration or a closely related field; OR

•    Minimum two(2) years of demonstrated experience in program or project administration in a directly relevant role as a substitute for formal qualifications

Essential Skills and Experience

•    Demonstrated experience planning, implementing and monitoring organisational programs and administrative support services

•    Proven ability to prepare and review submissions and reports on organisational activities, including regulatory and compliance reporting

•    Experience collecting, analysing and interpreting data associated with programs, and reporting on program outcomes

•    Demonstrated ability to respond to and resolve problems concerning programs and services, and to advise management accordingly

•    Demonstrated understanding of the Australian Skills Quality Framework (AQSF), ASQA standards and state VET regulatory environments

•    Experience managing AVETMISS reporting and state funding contract compliance

•    Proficiency in Student Management Systems and Learning Management Systems

•    Demonstrated experience leading and managing administrative teams

•    Strong written and verbal communication, negotiation and stakeholder engagement skills

•    Excellent organisational, time management and multi-tasking skills with the ability to perform in a fast-paced, deadline-driven environment

Desirable

•    Certificate IV in Training and Assessment (TAE40122 or equivalent)

•    Experience in change management within an education or RTO environment

•    Experience with Student and Learning Management Systems