RTO Training Coordinator

ECB Training Services Pty Ltd
📍 Altona North, Melbourne VIC
🕐 Full Time | $37 – $42 per hour

About Us:
ECB Training Services is a leading Registered Training Organization (RTO) committed to delivering nationally recognised qualifications and industry-relevant training across various sectors. We are a passionate, supportive, and quality-driven team focused on equipping learners with the skills and confidence needed to thrive in the workplace.

About the Role:

We are currently seeking an experienced RTO Training Coordinator to coordinate and support the end-to-end delivery of nationally accredited training programs. This pivotal role requires a high level of organisation, attention to detail, and a strong understanding of RTO operations, the Australian Qualifications Framework (AQF), and compliance with ASQA standards.

The successful candidate will work closely with our training and compliance teams, playing a key role in managing training schedules, supporting compliance documentation, and enhancing student and stakeholder experiences.

Key Responsibilities:

Coordinate Training Operations: Manage scheduling, logistics, and resource allocation for accredited courses and short programs.

Student Support: Monitor enrolments, issue confirmation documents, assist with course communications, and ensure timely and professional responses to student inquiries.

Trainer and Assessor Support: Coordinate trainer allocations, manage delivery calendars, and assist with maintaining trainer files in line with compliance requirements.

Compliance Support: Assist with maintaining compliance with the Standards for RTOs, including accurate record keeping, participation evidence, and assessment validation support.

AQF & Accredited Training Oversight: Ensure all training delivery aligns with AQF levels and requirements of nationally recognized training packages.

Quality Assurance: Support internal audits, continuous improvement processes, and assist in preparation for external audits and reviews.

Data Entry and Reporting: Manage accurate student records in the Student Management System (VETtrak), including AVETMISS data, USI verification, and reporting needs.

LMS Management: Support Learning Management System setup and troubleshooting, ensuring correct enrolment access and course visibility.

Process Improvement: Contribute to ongoing improvements in administrative processes, policies, and documentation practices.

Stakeholder Liaison: Maintain effective communication with trainers, clients, and students to ensure a high-quality training experience.

Key Selection Criteria:

Previous RTO Experience: Demonstrated experience working in an RTO environment is essential.

Understanding of Nationally Recognised Training: Strong knowledge of the AQF, accredited training packages, and compliance requirements for RTOs.

Compliance Knowledge: Experience supporting RTO compliance activities, including audit preparation, policy review, validation coordination, and file audits.

Student Management Systems: Proficiency in using VETtrak or similar systems for enrolment, data entry, and compliance tracking.

Digital Literacy: Strong computer skills across Microsoft Office, LMS platforms, and cloud-based document systems (e.g., SharePoint, Google Workspace).

Customer Service Focus: Excellent interpersonal skills with the ability to handle sensitive situations and deliver high-quality service to students and employers.

Organisational Skills: Ability to manage multiple priorities, meet deadlines, and follow up on outstanding tasks with accuracy and professionalism.

Communication Skills: Strong written and verbal communication skills, including experience drafting professional emails, reports, and training-related correspondence.

Problem-Solving: Proactive in identifying issues, suggesting solutions, and implementing improvements.

Essential Criterion:

Intimate knowledge of VETtrak, AVETMISS and USI reporting processes.

Proven experience, prioritizing and demonstrating initiative in a dynamic work environment.

Desirable:

Experience supporting User Choice / EPILSON - for Apprentices and trainees.

Certificate IV in Training and Assessment (TAE40122 or equivalent) is advantageous but not required.