Administration Officer

Administration Officer

The Trade Institute of Victoria (TIV) has focused on delivering high quality Vocational Educational and Training (VET) for the Building and Construction Industry since 2007.

We are looking for a dynamic, energetic person to join our friendly team.

This position is based at the head office of Trade Institute of Victoria (TIV) located at 195 Champion Road, Williamstown North. TIV is a Registered Training Organisation (RTO). The Administration Officer will provide administrative assistance for all TIV departments and is responsible for:

The successful applicant will be responsible but not limited to the following tasks:

  • The preparation of documentation where required in a timely manner to AQF compliant standards 
  • All student record data entry and courses progress maintenance
  • Monitoring and audit of all training records to AQF and NVR Registered Training Organisation Standards
  • Maintenance of TIV customer service standards
  • General admin tasks

 Key personal skills to excel in the role:

  • A confident communicator both written and verbally (including over the phone) with customers and key stakeholders
  • Professional presentation and positive attitude
  • Flexibility
  • Ability to work both autonomously and as part of a professional team
  • Proven ability to meet deadlines.
  • Punctual
  • An ability to work under pressure.

 Experience & Attributes:

  • Intermediate or higher Microsoft office skills
  • Experience with VETtrak, CRICOS, PRISMS, Skills Victoria Training is MANDATORY
  • Understanding of AQF, national code and ASQA guidelines an advantage but not essential
  • Previous RTO experience an advantage
  • Strong administrative skills
  • Confidence and a positive approach and must have an ambition for business to succeed
  • A people person you will also be a strategic thinker and well organised 
  • Accountable, flexible, focused with can do attitude
  • Quality compliance orientated
  • Be able to work across different computer systems (training will be provided)
  • Current Working with Children’s Check

Admin Tasks - Description 

  • Auditing student files with 100% accuracy at completion and cancellation
  • Issue Certificates of completion and Statements of Attainment 
  • Review students’ progress data and identify, analyse, remediate and report on any issues impeding effective student progression and outcomes
  • Others as required
  • Produce, format and print training and administrative documents e.g. training plans
  • Prepare all documentation and resources for Class Inductions as required
  • Liaise closely with both the Training Manager and the Business Development team to ensure that key corporate goals and practices in respect of Training, Training Administration and Business Development are integrated and complementary
  • Resolve administrative problems and issues that may arise from time to time
  • Liaison and communication with Trainers and Assessors where required
  • Liaison and communication with students where required
  • Answering incoming calls 
  • Incoming and Outgoing Mail (posting and collection from the building and PO box at least twice a week)
  • Other tasks as required
  • General inquiries from the public are responded to promptly and accurately
  • Information is presented clearly, and accurately to all clients
  • Liaison with public for general course enquires over the phones and face to face 
  • Model highly effective and innovative work habits and practices.

General Hours Of Operation

  • 9 am to 5:15 pm Monday to Friday, located in Williamstown North


  • $60,000 to $70,000 dependant on experience (plus an employer superannuation contribution as per current ATO legislation)


Interviews start week of 31st January 2022, with the intent to hire immediately. This is an exciting and rewarding opportunity to work in an organisation that is dynamic and supportive. Applicants with prior RTO experience are preferred and encouraged to apply. Training will be provided. If you are confident about your skill set meeting our requirements, please submit your application online. Only successful candidates will be contacted.


Administration Officer


Jobs / Administration & Office Support

Melbourne VIC

Annually - Full time

8 months ago

Administration OfficerThe Trade Institute of Victoria (TIV) has focused on delivering high quality Vocational Educational and Training (VET) for the B