Position Overview

We are seeking a highly organised, reliable, and detail-oriented Advanced Administration Officer to provide comprehensive support within our Registered Training Organisations (RTOs). This role involves high-level data entry, document management, and communication across diverse stakeholder groups. The successful candidate will support the compliance team, manage learner records using Student Management Systems (Vettrak and Ammonite), and ensure all administrative processes align with contractual and regulatory requirements. RTO experience is not required—internal training will be provided.

Key Responsibilities

· Provide high-level administrative support to the compliance team, ensuring accurate documentation and timely reporting.

· Perform detailed data entry into Student Management Systems (Vettrak and Ammonite), including processing learner enrolments, updating records, and generating reports.

· Prepare and format documents, spreadsheets, and presentations using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

· Create and edit visual content using Canva for internal and external communications.

· Liaise with government agencies and ensure compliance with contractual obligations and regulatory frameworks.

· Manage multiple priorities and deadlines with minimal supervision.

· Maintain confidentiality and data integrity across all administrative and learner-related processes.

· Coordinate meetings, training sessions, and events, including preparation of agendas, minutes, and follow-up actions.

· Support continuous improvement initiatives by identifying and implementing process enhancements.

Soft Skills & Attributes

Exceptional Communication Skills

· Clear, professional verbal communication with students, trainers, government representatives, and executive leadership.

· Strong written communication skills for drafting emails, reports, learner correspondence, and formal documentation.

· Ability to adapt communication style to suit diverse audiences and contexts.

· Maintains diplomacy and tact when dealing with sensitive or challenging issues.

Organisation & Time Management

· Ability to manage competing priorities and meet tight deadlines.

· Strong attention to detail and accuracy in all tasks.

Teamwork & Collaboration

· Works effectively within a team and across departments.

· Willingness to support colleagues and contribute to a positive workplace culture.

· Ability to collaborate effectively with team members to achieve shared goals.

Adaptability & Reliability

· Comfortable working in a fast-paced, changing environment.

· Dependable and consistent in delivering high-quality work.

Key Selection Criteria

· Proven experience in a high-level administrative role.

· Advanced proficiency in Microsoft Office Suite.

· Strong written and verbal communication skills across all levels.

· Demonstrated ability to work with government agencies and within contract compliance frameworks.

· High level of organisation, reliability, and attention to detail.

· Ability to work independently and manage multiple deadlines.

· Experience with Vettrak and Ammonite is desirable (training provided).·

· Familiarity with RTO operations is a plus but not required.