Position Description – Administrative Assistant
Position Title / Administrative Assistant (2 positions) /
Portfolio / Organisational Development and Projects /
Centre/Department / N/A /
Primary location / Warrnambool / Position Number/'s / TBC /
Classification / Specialist Staff Level 4 / Salary / $56,792 + 9.5% super
Employment type / 1 x Full-Time & 1 x Part-Time / Contract type / Fixed Term /
Hours per week / 1 x 38 hours per week
1 x 15.2 hours per week / Contract duration
(Non-permanent roles only) / 18 Months /
Reporting to / Senior Project Manager /
Supervises / Nil /

Who is South West TAFE?

South West TAFE is an education hub with a difference. We bring innovative education and industry insider knowledge together to power talent for tomorrow.

To better meet the demands of the fast paced world of 21st Century business, our courses are designed by industry and taught by professionals.

With over 150 courses on offer, we are well suited to provide quality hands-on training across the major business sectors. Plus, our teachers, training facilities, support services and direct links with industry are second to none.

Our campuses are located in Warrnambool, Portland, Hamilton & Colac, with facilities and services set to expand as the region grows.

Our Ambition is to provide future focused education that creates a lifetime of opportunity and employability.

Our Purpose is to deliver a modern and fresh approach to helping generations develop the skills they need for the futures they aspire to.

Our Values are to be people focused, deliver quality and excellence and to constantly seek innovation.

Department overview

The office of the Deputy CEO is responsible for the implementation of an exciting innovation and collaboration project which creates opportunities for the joint exploration of new ideas and solutions to enhance workplace productivity, recognising the need for industry and training providers to work together. This project has been designed to address the following objectives:

  • the training and TAFE system delivers high-quality skills training that is relevant and responsive to evolving industry needs and business training requirements
  • partnerships between training providers and industry or employers are strengthened
  • workforces are equipped with the skills needed for identified future growth sectors and new and emerging industries
  • industry and/or business productivity is improved through training and TAFE system involvement in industry-based applied research

The collaborative project overseen by South West Institute of TAFE (SW TAFE) and will focus on three components.

  1. Building localised, future focussed evidence of skills needs
  2. A new approach to career development and management for current and future workers
  3. Design and delivery of high-quality skills training that responds to industry needs and latest research on the future of work.

Position overview/your opportunity

The Administrative​ ​Assistant​ ​will​ ​provide high​ ​level​ ​support​ ​for​ ​the​ ​day​ ​to​ ​day​ ​operations​ ​of​ ​the​ ​project

Key Responsibilities

  • Assisting​ ​with​ ​the​ ​planning​ ​of​ ​tender​ ​processes​ ​and​ ​project​ ​management​ ​undertaken​ ​by​ ​the​ ​project​ ​team
  • Liaison​ ​with​ ​internal​ ​and​ ​external​ ​stakeholders​ ​and​ ​project​ ​partners,​ ​coordination​ ​of​ ​meetingpapers​ ​and​ ​minutes,​ ​monitoring​ ​of​ ​project​ ​timeframes​ ​and​ ​deliverables.
  • Coordinating the day to day operational aspects of the department/division across all campuses as required
  • Providing advice to all staff pertinent to skill level and knowledge within the area of employment
  • Liaise and network with key stakeholders to create, identify opportunities for continuous opportunities within SWTAFE
  • Implement and monitor service standards to realisation of work plans and departmental plans
  • Operate within specific guidelines but with scope to exercise discretion and innovation in the application of established procedures
  • Keep up to date with relevant information and industry best practice
  • Comply with internal policies and procedures including the Code of Conduct
  • Demonstrate the organisational values on a daily basis and proactively seeks to maintain a healthy and safe work environment

This position description describes in general terms the normal duties which the position is expected to undertake. However, the duties described may vary or be amended from time to time without changing the level of responsibility.

Key to success (Key Selection Criteria)

Successful candidate will demonstrate the best combination of the following characteristics;

  • High​ ​level​ ​written​ ​and​ ​verbal​ ​communication​ ​skills
  • Excellent​ ​relationship​ ​management​ ​skills
  • Project​ ​coordination​ ​skills
  • Previous examples of work/work flow where attention to detail was required
  • Proven strong verbal and written communication skills, well developed interpersonal skills including the ability to interact effectively with a diverse range of people
  • Able to diagnose and solve problems through the applications of personal capabilities and attributes, promoting effective and efficient processes and outcomes

Qualification/Requirements

Mandatory requirements

  • Diploma level or higher qualification in administration or business management​​ ​(or​ ​equivalent​ ​experience)​ ​in​ ​related​ ​field
  • Working​ ​with​ ​Children​ ​Check​ ​
  • Satisfactory Police Check

Additional information

  • South West TAFE supports Equal Employment Opportunity and actively encourages Indigenous applicants to apply
  • South West TAFE promotes the safely, wellbeing and inclusion of all children including those with a disability
  • Position, requirements, classification skill level required and conditions in accordance with South West Institute of TAFE (Specialist Staff) Enterprise Agreement 2016
  • Any member of SWTAFE may be required to work at any site dependent upon business needs

Authority level / Name / Date
Prepared by / Recruiting/Hiring Manager / Deputy Chief Executive Officer / 6/02/2018 /
Approved by / Executive Manager / Deputy Chief Executive Officer / 6/02/2018 /

HR-074 Administrative Assistant – Specialist Staff 4Page 1 of 2

© South West Institute of TAFE RTO ID: 3120 | Version: 2 | Last Edited: 28/11/2017|Review date: December 2018
Created: 30/01/2018 l Last reviewed: 22/10/2018

Uncontrolled once printed. The most recent version of this document is located on SWTAFE’s intranet