POSITION DESCRIPTION
POSITION TITLE: INDUSTRY TRAINING ADMINISTRATION COORDINATOR
DIVISION / DEPARTMENT: STRATEGIC PROJECT DEVELOPMENT/BUSINESS DEVELOPMENT
CLASSIFICATION LEVEL: TAFE PACCT Worker Level 4
MODE OF EMPLOYMENT: FULL TIME
*LOCATION: 555 Latrobe Street, Melbourne
DATE: August 2014
*Note that the incumbent may be required to operate from any work sites of the Institute
GENERAL INFORMATION ABOUT THE INSTITUTE
William Angliss Institute is the State government endorsed Specialist Centre for Hospitality, Tourism and Culinary Arts and is recognised as Australia’s leading provider of training for these key industry sectors. The Institute aims to provide excellent vocational education and training services for industry, students and government in Victoria, Australia and globally.
Programs offered by William Angliss Institute range from one-day courses and weekend industry training, through to apprenticeships, nationally recognised certificates and two-year full-time advanced diploma programs. The accreditation of two specialist degree programs including a Bachelor of Tourism and Hospitality Management and a Bachelor of Culinary Management, extends the Institute’s portfolio to provide higher level business and management education. Close links with industry and continuing innovation in the delivery of services ensure the relevance of programs to today’s workplace.
GENERAL INFORMATION ABOUT THE DEPARTMENT
The Business Development department works closely with Department Managers and program Leaders to research, identify and develop strategies to maximise student enrolment and commercial business opportunities to ensure that training plans and revenue targets are achieved primarily in the Victorian market place.
PRIMARY PURPOSE & OBJECTIVES OF THE POSITION
Provide co-ordination and development of in-house support to a range of key Industry Training Clients in a range of projects throughout Victoria.
Coordinate the procedural and other administrative work, accounts and documentation relating to client and contractor activities in accordance with Institute and requirements.
Assist the Manager Business Development in preparing training submissions/tenders for industry clients or contractors in the Centre for Tourism and Hospitality.
Assist the Manager Business Development in preparing and coordinating project outlines and timelines for discussions with clients and/or contractors setting out budget, payment schedules and reporting requirements.
Liaise with the Manager Business Development, Manager Centre for Tourism and Hospitality, trainers, contractors, RPL coordinators and student administration units (e.g. Information Centre, Administrative Services and Student Records) to ensure that student management processes are in line administrative procedures to meet appropriate deadlines for both to government and fee for service programs and activities.
REPORTING RELATIONSHIPS
The position reports to the Manager Business Development. There are no positions reporting to this role.
KEY DUTIES
Provide accurate information and promote industry training courses available in the Centre for Tourism and Hospitality to existing and potential clients and/or contractors.
Provide effective and efficient customer service in dealing with current and potential industry training clients and/or contractors.
Prepare reports and correspondence for clients and/or contractors on behalf of the Manager Business Development.
Assist in the preparation of the Centre’s tenders, proposals, reports and training manuals on behalf of the Manager Business Development.
Undertake projects within the Centre with particular responsibility to monitor the implementation, allocation of training and project venues, overseeing budget, payment schedules and reporting requirements.
Coordinate and develop in-house support to a range of key Tourism and Hospitality industry training clients and/or contractors in a range of projects.
Assist the Manager Business Development in monitoring the industry training budget, particularly regarding expenditure on travel, resources (e.g. training materials).
Assist with the development of training programs for industry clients and/or contractors.
Investigate and secure suitable training venues for industry programs as required.
Provide administrative support to the Manager Business Development as required.
Maintain appropriate documentation and systems with the student administration system and Finance 1 Accounting system.
Provide assistance when required in the use the Student Management System to ensure accurate information is entered for sessions, curriculum, enrolment, class lists, results, attendance and graduation. Facilitate the flow of information to staff and students to maintain accurate records for reporting purposes.
Administer the flow of information to staff, contractors and students to maintain accurate records for reporting purposes.
Generate reports from the student management system re: student contact hours, enrolment details, student progress in relation to claims for funds and outstanding fees.
Notes:
· The incumbent can expect to be allocated duties not specifically mentioned in this document but within the capacity, qualifications and experience normally expected from persons occupying positions at this classification level.
· Specific performance objectives will be negotiated as part of the Institute’s regular performance planning and review process.
· The incumbent will be required to comply with the Institute and Public Sector Code of Conduct, Health and Safety at Work Policy and Procedures, Managing Diversity Policy and any other relevant legislation, policy, procedures or practices.
In accordance with the William Angliss Institute of TAFE PACCT Staff Enterprise Agreement 2011 (PACCT EBA), the following descriptions apply for PACCT LEVEL 4 positions:
EDUCATION, TRAINING AND EXPERIENCE
Education, Training and Experience means the type and duration of training which the duties of the classification level typically require for effective performance. Training is the knowledge through formal education, on the job instruction or exposure to procedures.
Relevant Degree with relevant work experience; or a suitable combination of lesser qualifications and significant relevant experience.
TASK LEVEL
Task Level means the type, complexity and responsibility of the tasks typically performed by staff within each proposed classification level
Tasks and work assignments will be typically under general direction but guided by policy, precedent and professional standards.
Apply broad technical knowledge and experience to the area of specialist expertise.
Provide interpretation, advice and decisions based upon established operational practices, professional standards, policies and procedures.
May involve co-ordination and supervision of other staff.
Judgement and Problem Solving
Judgement is the ability to make sound decisions, recognising the consequences of decisions taken or actions performed, and Problem Solving is the process of defining or selecting the appropriate course of action where alternative courses of action are available.
Requires the application of theoretical knowledge, experience and skills to well defined work objectives.
Often, complex or technical problems need to be solved with some creativity or originality by selecting the particular method for solution from a range of available alternatives.
Supervision and Independence
Supervision and Independence means both the way in which positions are supervised, managed or held accountable, and the degree of independence which applies in supervising or managing other staff or contractors. Independence is also the extent to which a staff member can work independently without supervision or direction.
Work will be performed typically under general direction, but guided by policy, precedent and professional standards.
May involve supervision and/or cooperation of others to achieve the objective.
May be required to undertake a wide range of duties and responsibilities, some of which may be complex.
Employees work under routine supervision to general direction depending upon the tasks involved and experience.
Have responsibility for daily operation of a work area, which may involve supervision, assigning and coordination of work for other staff.
Supervisors at this level require a thorough understanding of the relevant technology, procedures and processes within the operating unit.
Organisational Relationship and Impact
Organisational Relationship and Impact means the level of knowledge and awareness of the organisation, its structure and functions that would be expected in the performance of the duties of the position, and the purposes to which that organisational knowledge and awareness may be put.
Work assignments require an understanding of the work area rules, regulations, processes, techniques, and understanding of how these interact with other related functions in the work environment.
Tasks/assignments require proficiency in the work area’s rules, regulations, processes and techniques and their interaction with other related policies and procedures.
Provide advice in the area of expertise to others outside the immediate work area in the context of established rules and procedures.
Interpersonal Skills
Interpersonal Skills means the level of communication skills both verbal and written and the scope of the circumstances where the staff member is expected to use these skills.
Ability to gain cooperation and assistance from others, including those supervised, to achieve identified objectives.
May provide information and advice to members of the public on a course of action appropriate to their needs and assistance with organisational policies and guidelines.
May liaise with counterparts in other organisations to discuss specialist matters and with other employees on an individual and team basis in order to resolve intra-organisational problems.
Required to write reports in field of expertise and prepare correspondence.
Note: PACCT Staff at this level must also be competent in meeting criteria detailed for the previous level as per Schedule 3 of the PACCT EBA.
KEY SELECTION CRITERIA
· High level coordination and administration skills including high level word processing, spreadsheet, PowerPoint and Outlook skills and related Finance software packages.
· Excellent customer service skills with effective verbal and written communication skills.
· Ability to prioritise and to work independently with minimal supervision and ensure deadlines are met.
· Excellent interpersonal and communication skills (both verbal and written) with ability to maintain confidentiality.
· The ability to liaise effectively with government and industry on behalf of the Manager to ensure that appropriate levels of communication are maintained.
· Knowledge of Tourism and Hospitality industry or training will be highly regarded.
· Demonstrated behaviours that align with the William Angliss Institute Values.
Desirable
· Knowledge of curriculum, funding requirements, course development and accreditation procedures relevant to the TAFE sector is highly desirable
The Institute has developed a Transition Plan which charts the path that William Angliss Institute needs to follow to work through the recent changes to government funding. Even with these changes the current strategic framework in broad terms will apply.
STRATEGIC PLANNING
William Angliss Institute will be a leader in food tourism and hospitality education, training and industry services in 2020.
William Angliss Institute plans to grow in a manageable and profitable manner.
William Angliss Institute plans to use a differentiation strategy, based on our specialist expertise, broad range of courses, the quality of our facilities, our connection to the industry community and our corporate experience base.
On aspiration:
Staff see William Angliss Institute as an industry specialist and a leader in education nationally and internationally.
On culture:
Staff seek an engaging environment to work or study specifically a culture which:
· Models mutual respect, nurturing, listening, empowering and feeling valued,
· Encourages and recognises innovation, being proactive and keeping abreast of industry trends and pedagogy,
· Builds teamwork through collaboration and consultation across operational activities.
STRATEGIC THEMES
William Angliss Institute has established a 10 year vision of its strategic priorities. In looking to 2020 the seven strategic priorities are:
· Enhanced program flexibility
· Broadening our scope, integration and specialisations
· Developing and expanding international partnerships
· Developing a national operating network
· Becoming a recognised part of higher education
· Developing an applied research capability
· Investment in facilities and infrastructure
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In order for William Angliss Institute to achieve its strategic priorities and educational and financial objectives an internal analysis has been completed and three key themes have been identified that are essential in building William Angliss Institute’s capability to respond to changes in the market place and changes in government policy. The three key themes of the 2012 – 2016 Strategic Plan are:
· Product Leadership
· Resource and Capability Leadership
· Process Leadership
INSTITUTE VALUES
Personal Responsibility: / accountability, responsiveness, integrity, respect impartiality & human rightsInspiration: / passionate, stimulating and optimistic
Empowerment: / nurturing, encouragement, confidence
Community: / sharing, partnership and connections
Expertise: / leadership, dedication, excellence
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