Texskill Admi Manager PD

Name: TexSkill Ltd Toid: 0156
Document Name: Job Description Administration Manager Date: 01/05/2013
Version No: V1 Last Modified Date: 01/05/2013
Page Sequence: 1 of 6 Form No: 28
JOB DESCRIPTION
Job Title: Administration Manager
Reports To: Chief Executive Officer
SUMMARY
The Administration Manager oversees and is responsible for the student
administration and the RTO administration as it applies to enrolments, funding,
funding eligibility, student files, and managing the VETTRACK AVETMISS
system and the overall RTO administration.
GENERAL DUTIES
 Primary duties
o Supervise all administrative staff
o Oversee and manage the processes of the Skills Victoria Service
Agreement the RTO has with the Victorian Government and all the
conditions contained therein flowing the RTO’s procedures ensuring
ongoing compliance.
o Oversee and ensure the management of the Student Management
System SMS
o Oversee the correct administering of all student records student files
and general administration of the RTO
o Ensure the professional development of administration staff.
o Supervise, direct and administer records and results, issues reports to
inform students of their progress.
o Ensure that all RPL and Credit transfers are entered into the SMS and
reported as such to Skills Victoria
o Ensure that each student has an agreed training plan signed and agreed
to by both the RTO and the Student no later than four weeks after the
commencement of training
 Administrative duties include:
o Undertaking student’s course enquiries, when required.
o Undertaking the enrolment of the students, if required.
o Conducting or assisting with student inductions.
o Conducting interviews with potential administration staff and students.
o Supervise and ensure the correct input of data in the student
management system
o Supervise and undertake the lodgement of AVETMISS data and any
other relevant data associated with training and results.
o Maintaining stocks of required resources
o Participating in the appeal process as required
o Providing all statistical data as required by Skills Victoria on a monthly

basis and make adjustments in the next month if any data changes or
was incorrect
o Provide the statistical data required at the end of the calendar year to
Skills Victoria no later than the date in January set by Skills Victoria or
other dates as directed by Skills Victoria from time to time
o Ensure that corrects records are kept both hard copy and electronic
copies of student details , enrolments, files and outcomes as required as
a condition of the RTO’s registration and as per the public records act
1973 (Vic)
o The Administration Manager must ensure that all records relating to the
provision of services as outlined in the skills Victoria Service agreement
are kept for periods outlined in the Service agreement
o Ensure that any course delivered under a Skills Victoria Service
agreement is on the RTO’s scope of registration and is delivered within
the guidelines of the appropriate purchasing guide
o Ensure that the correct fees and charges are calculated in regards to
government funded students as per the Skills Victoria Service
Agreement as per the template within the enrolment form.
o Ensure that any changes to a student’s training plan are recorded both
in the student’s training plan and in the Student Management System as
per the procedures set down by the RTO
o Ensure that courses being delivered and are offered under the Skills
Victoria Service Agreement are on the Funded Course Report and are
reported in the SVTS system up to the maximum nominal hours
o Ensure proper processes as per the Skills Victoria funded students are
in place and followed for the determination of eligibility for fees
exemption as per the procedures set down by the RTO
o Ensure that proper records are kept and proper reporting of Fee
Concessions, Fee Exemptions and Fee Wavers is undertaken and
submitted to Skills Victoria as per the procedures set down by the RTO
o Ensure that training plans are developed with students (and employers if
the student is a trainee or apprentice) and ensures these are signed of
by all relevant parties and that all relevant parties are issued with a
signed copy within 4 weeks of the commencement of training as per the
procedures set down by the RTO
o Ensure that any changes in a student’s training plan are updated and
acted upon by trainers and staff as appropriate and that the changes are
made in the SMS (Student Management System) and reported
appropriately through SVTS for students Funded under a Skills Victoria
Service Agreement as per the procedures set down by the RTO
o Ensure that government funded courses by Skills Victoria are on the
Funded Course List and check this as appropriate and ensure that the
information reflected a student’s course application/ enrolment form if
eligible for funding reflects the correct Funding Source Code in
accordance with the Victorian VET Student Statistical Collection
Guidelines and Service Agreement as per the procedures set down by
the RTO
o Ensure that any student enrolled as a trainee or apprentice are eligible
and meet all criteria under the RTO’s Skills Victoria Service Agreement
as per the procedures set down by the RTO

o Undertake and ensure all requirements are met as per the RTO’s
procedures for the General Obligations for Apprentice/Trainee Training
Delivery under the Skills Victoria Service Agreement
o Ensure that all training plan requirements are met and undertaken with
regular checks to ensure compliance with the Skills Victoria Service
Agreement as per the procedures set down by the RTO
o The position is responsible to ensure that all conditions under the Skills
Victoria Service Agreement for the commencement of structured training
of a trainee or other student are implemented and carried out as per the
procedures set down by the RTO
o Manage using the RTO’s procedures the Withdrawal time from routine
work duties for Workplace based Structured Training of a trainee as per
the requirements of the Skills Victoria Service Agreement.
o Ensure that other changes to an apprentice or trainee’s situation are
managed appropriately as per the RTO’s procedures and as per the
conditions of the Skills Victoria Service Agreement
o Manage all requirements of a trainee or apprentice’s completion as per
the RTO’s procedures and as per the Skills Victoria Service Agreement
o Ensure that discontinuation or withdrawal of a student under funding is
managed in accordance with the procedures outlined by the RTO and
under the terms and schedules of the Skills Victoria Service Agreement
o Make determinations as per the Skills Victoria Service Agreement of a
prospective student’s eligibility for funding under the Victorian Training
Guarantee
o Make determinations as per the Skills Victoria Service Agreement of a
prospective student’s eligibility for exemption who do not meet the
requirements under the Victorian Training Guarantee
o The Administration Manager no longer than 4 weeks after
commencement of training will develop and sign on behalf of the RTO
with the student signing a Training plan that clearly identifies the study
that the student will be undertaking and ensuring the student is given a
copy of the signed Training Plan
o Ensure that Training Services to Eligible Individuals which are funded by
the Commission under this Schedule 2 [of the Service Agreement] are
reported by the RTO in accordance with the Victorian VET Student
Statistical Collection Guidelines against funding source codes
 Professional development
o Participate in professional development activities whether they are
conducted internally or by third party. (Participation of professional
development activities is regarded as a requirement in order to hold this
position).
 Other Duties
o The Administration Manager has direct access to the RTO Chief
Executive Officer.
o Ensure that the RTO provides for examination, documentation and
reasonable access to all areas, records (including internal audit reports)
and staff as required by the registering body for the purposes of audit.

o Ensure that under advice from the Compliance Officer that all tasks are
completed in a compliant manner that meets the requirements of Skills
Victoria and the AQTF.
SUPERVISORY RESPONSIBILITIES
 The position directly supervises employees.
 The position directly carries out supervisory responsibilities in accordance with
the organization's policies and procedures and applicable laws.
 Responsibilities include interviewing, hiring, and training of employees;
planning, assigning, and directing work; appraising performance; rewarding and
disciplining employees; addressing complaints and resolving problems.
 Supervises and manages administration staff as per the organizational chart
EDUCATION AND EXPERIENCE
 5 years related industry experience or RTO administration experience; or
equivalent combinations or three years in the VET sector as an administrator
QUALIFICATIONS
 To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of
the knowledge, skill, and ability required. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
 As a minimum qualification the employee must hold Certificate IV in business or
business administration
LANGUAGE SKILLS
 Ability to read, analyse, and interpret technical journals, financial reports, and
legal documents.
 Ability to respond to common inquires or complaints from customers, regulatory
agencies, or members of the business community. Ability to write speeches and
articles for publication that conform to prescribed style and format.
 The position requires the employee to have the ability to effectively present
information to senior management, public groups and board of directors.
 A good command of the English Language
 A second language is desirable but not essential
MATHEMATICAL SKILLS
 The position requires the employee to have the ability to calculate figures and
amounts such as discounts, interest, commissions, proportions, percentages,
area, circumference, and volume.

 The employee must have the ability to apply concepts of basic algebra and
geometry.
COMPUTER SKILLS
 Knowledge of the following programs:
o Microsoft Word with demonstrate knowledge of mail merge functions;
o Microsoft Excel with demonstrate knowledge of basic algebraic formulas
o Microsoft Power Point with demonstrate knowledge
o Adobe Acrobat
o VETTRACK
o Accounting System packages
REASONING ABILITY
 The position requires the ability to define problems, collect data, establish facts,
and draw valid conclusions.
 The position requires the ability to interpret an extensive variety of technical
instructions in mathematical or diagram form and deal with several abstract and
variables.
 The position requires the ability to manage staff and conflict effectively.
PHYSICAL DEMANDS
 The physical demands described here are representative of those that must be
met by an employee to successfully perform the essential functions of this job.
o Sitting for long periods.
WORK ENVIRONMENT
 The work environment characteristics described here are representative of
those an employee encounters while performing the essential functions of this
job which includes office environments.
 This is a non-smoking workplace.
Chief Executive Officer’s
Signature _____________________________________
Printed Name ___________________________________
Date __/___________/___

Employees
Signature _____________________________________
Printed Name ___________________________________
Date __/___________/___

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