Administrative Officer - PlacementWe are looking for employees of integrity, who are exceptionally high performers and can work collaboratively towards the achievement of our 2020 Vision of being‘an Institute, Workplace and Partner of Choice’

ABOUT THE ROLE

Overview

The Administrative Officer - Placement is responsible for providing administrative and operational support to the central placement team. The role will include the use of new and emerging systems to ensure that all students requiring placement have appropriate, meaningful and timely work placements.

This position focuses on excellence in student placement support, customer service, administrative and professional support and service as well as responsibilities for any allocated specific activities and projects.

The incumbent is a key and active participant of the Central Placement Team and works to promote educational excellence, business growth and student centred services for the Institute as a whole.

Key Accountabilities

Placement Operational Management and Support

· Provide high level administration and placement process support to students, hosts and the teaching department

This will include, but is not limited to:

· Invoicing is accurate and timely

· Students queries are dealt with succinctly and with a supportive outcome

· Attention to detail regarding compliance items such as attendance tracking, funding amounts and data reporting

· Logbook administration

· Accurate record keeping including hosts contracts, student agreements and host details

· Accurate use of systems and processes that include: Outlook, Strata, Trim, Moodle, Teams, Placeright, Pebble Pad, In Place and others where required

· Assist the Central Placement Team Leader and placement host employers to follow the process that ensures all required Memorandum of Understanding and Host Agreements are established and maintained between the host placement providers and Chisholm Institute

· Provide support in the use of procurement and reconciliation finance systems including invoicing and purchase orders

· Adhere to policies, procedures and strategies from the teaching departments in line with the Institute’s strategic directions

· Work effectively as part of the central placement team to contribute to the development and implementation of initiatives identified in the teaching department strategic directions

· Provide assistance to the Placement team leader regarding operational tasks

· Assist in maintaining a centralised electronic filing system for records, including the use of Trim, SharePoint, Strata and Moodle.

Student Retention and Engagement

· Support the student experience to improve engagement early on and assist learners to interact with their academic and social environment to prevent attrition and encourage success

· Maintain a safe and supportive learning environment that meets the needs of diverse student cohorts

· Communicate resources and information for students engaged in qualifications where workplace is required

· Maintain appropriate standards of confidentiality and ensure that all documentation is securely filed and stored

Student Success

· Identify potential situations that may put students at risk ensuring consistency with the Child Safe Standards[footnoteRef:1] and respond in accordance with Institute’s policies and agreed practices [1: Child Safety & Wellbeing Act 2005 (Vic) - Child Safe Standards]

· Follow up, with the placement coordinators, any student identified through placement practice processes as a possible cause for concern regarding attendance and behaviour

· Assist students operationally to complete their placement successfully and in a timely manner

Performance

· Suggest opportunities for continuous improvement in placement team practices

· Ensure compliance with legislation, regulatory standards, government requirements and Institute quality processes and policies

· Ensure minimisation of waste and duplication of effort and seek ways to improve productivity with limited resources

· Develop internal and external networks to build relationships, facilitate future exchange of information and ideas and to disseminate information in the right format

· Build and maintain good relationships across the Institute, ensuring delivery of a complete, seamless and customer focussed service.

People and Team

· Maintain professional development to ensure Industry currency and excellence

· Maintain a safe, positive and productive environment free from discrimination, bullying and harassment

· Promote the Vision and goals of the Institute both internally and externally, with professionalism and enthusiasm

· Positively represent and participate in orientation sessions, at information sessions, conferences, community networks and other events where required by the teaching department and/or the Placement Coordinator -Team leader

· Adopt a team culture, looking for, and sharing opportunities with others, to support and encourage a consistent and collegiate approach to placement

ABOUT US

Chisholm is Victoria’s premier public vocational education and training provider, with campuses located

across Melbourne and the south east.

Each year, we welcome some 30,000 students from over 43 culturally and linguistically diverse backgrounds. More than 1,200 passionate and dedicated Chisholm employees work together to deliver quality training and education in Melbourne’s south east manufacturing heartland and key residential growth corridor.

A Victorian Government-owned TAFE, we aim to lead the way in education and training to inspire success and transform lives.

Our purpose is to excel in education and training and be respected and valued for enhancing the social and economic futures of individuals, industry and communities.

Our drive for commercial success is underpinned by our core values of Opportunity, Integrity, Collaboration, and Achievement.

In the past 20 years, we have grown significantly to become a multi-sector institute, delivering a broad range of education and training programs and services in higher education, vocational education and training (VET) and school sectors across ten campuses in Victoria, online, in the workplace and overseas with partner educational and government organisations.

We offer more than 400 courses, from VCE/VCAL/VETiS, through to nationally accredited qualifications such as certificates, diplomas, advanced diplomas, degrees, graduate certificates, graduate diplomas and short courses.

OUR COMMITMENT TO DIVERSITY

At Chisholm, we embrace differences in gender, age, ethnicity, race, cultural background, disability, religion and sexual orientation. We know that diversity and inclusion helps us to attract, recruit, engage and retain a team of talented people.

KEY WORKING RELATIONSHIPS

Reports to:

· Placement Coordinator - Team leader

Direct Reports:

· Nil

Internally

· Teachers

· Education Managers

· Professional support staff

· Academic Administration

· Learning and Support Services

· Placement Coordinators

Externally

· Students and other customers

· Industry

· Professional Organisations

· Education providers including schools, VET and Higher Education providers

· Community, Government and other Stakeholders

POSITION REQUIREMENTS

Qualifications

Desirable

Vocational currency as demonstrated through a range of work and related experience in line with a discipline requiring placement opportunities.

· Nursing

· Allied Health Services

Skills and Experience

Essential

· Good interpersonal skills with the ability to build rapport and display conflict negotiation skills

· Effective self-management skills including the ability to prioritise, problem solve, meet deadlines and follow through with student queries

· Strong action orientation and results focused

· Excellent skills in Microsoft office – word and excel

Desirable

· High quality oral and written communication skills e.g. writing reports and instructions, or providing guidance

· Analytical capability, organisation skills and a high level of accuracy and attention to detail

· Flexible working style with the ability to multi task and problem solve, meet deadlines and follow through with student queries

· An empathy for the needs of a diverse student population

· Confident telephone manner

· Previous experience in the vocational education sector

Other requirements

· Current valid Working With Children Check

· Certified copy of unrestricted rights to work in Australia

· Certified copies of qualifications

You will initially be located at the address in the schedule. However, the Institute may, at its discretion, require you to work from any of its other campuses, locations or sites.

ALIGNMENT WITH OUR VALUES

We are looking for people who believe in our values of Opportunity, Collaboration, Integrity, and Achievement and will uphold them in all communications, decisions and actions.

Opportunity 

· We are encouraged to communicate our ideas

· We strive to constantly deliver excellence in education

· We have a Workplace of Choice that is safe, positive and continually improving 

· We respect each other’s roles and commit to shared goals

Collaboration 

· We are part of an innovative team working together; we are friendly, understanding and sensitive to our learners and customers

· We care and look out for each other and the community, whilst delivering great service

Integrity 

· We are forward thinking and have a great reputation. We really want to make a difference

· We are confident and consistent with our practice and a Partner of Choice

· We take ownership and responsibility, focusing on the best outcome for the learner and customer 

Achievement 

· We are encouraged to grow professionally and as a person

· We are driven to improve delivery and we are rewarded and recognized when we do

· We celebrate achievements and congratulate others on their success

Position Title: Administrative Officer - Placement Page 6 of 6

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Position Title: Placement Coordinator Page 5 of 6

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ORGANISATION CHART

Curriculum Maintenance Manager Education ConsultantsAssociate DirectorTeaching & LearningHead of Educational Excellence Administration OfficeProject Administrator Education Consultants VET Assessment SpecialistProject Manager –�Education ExcellencePlacement Coordinator –�Team Leader Placement Coordinators

Curriculum Maintenance ManagerEducation ConsultantsAssociate DirectorTeaching & LearningHead of Educational ExcellenceAdministration OfficeProject AdministratorEducation Consultants VET Assessment SpecialistProject Manager – Education ExcellencePlacement Coordinator – Team LeaderPlacement Coordinators