Full time, ongoing position, annual salary $59,804 - $64,577 + super

Work as part of a highly dedicated support team

This role is based out of our Preston Campus. We are close to public transport and provide secure onsite parking, onsite Café & restaurant with a gym facility, hair salon & we are only a 5-minute walk to 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:

Assist the Trade Apprenticeship & Traineeship Support Unit and be part of a highly dedicated team offering support to the trade delivery staff, employers, apprentices and trainees in timely and compliant commencement. Ensure completion of all contractual obligations both internal and external to the institute relating the apprenticeships and traineeships

Work as part of the Directorate’s 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 internal and external stakeholders is professionally undertaken.

Duties:

Assist in the administration of the Trade Support Unit in end-to-end operations of apprentice and traineeship lifecycle. In particular, systems relating to contractual and compliance arrangements.

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 relate 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 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 all Melbourne Polytechnic departments where required.

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

Skills and Experience Required:

Appropriate tertiary qualifications or equivalent together with demonstrated experience in administrative support roles.

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

Current Working with Children Check (Employee) – mandatory.

Successful applicant must be able to attain a new National Police Check.

How to Apply:

Please submit the following documents for your application to be considered

Current CV

Cover Letter (Please ensure that you address the Key Selection Criteria outlined in the position description)

For further information on the role, please contact the hiring manager via email: [email protected] or via phone: (03) 9269 1650.

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.

Candidates must hold a valid Employee Working with Children Check (WWCC). A lodgement receipt is not a valid alternative; the approval email with the lodgement of a WWCC card number can be accepted.

A National Police Check is required for the successful applicant.

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.