About TAFE Queensland and the Australia Pacific Training Coalition
TAFE Queensland is proud to be the largest and most experienced Vocational Education and Training provider in the State. For more than 140 years, TAFE Queensland has delivered practical and industry-relevant training to provide students with the skills and experience they need to build lifelong careers. We have recently been named the State Winner of the 2022 Large Training Provider of the Year at the prestigious Queensland Training Awards. Our training is delivered to students and apprentices on-site, online, in the workplace, or on-campus to give people the skills they need to enrich their communities, support their industries, and strengthen their local economies.
TAFE Queensland also implements the Australia Pacific Training Coalition (APTC) on behalf of the Department of Foreign Affairs and Trade (DFAT). APTC is a centre for training excellence, providing Australian-standard training qualifications and skills across the Pacific and Timor-Leste. As Australia’s key Technical and Vocational Education and Training (TVET) investment in the region, APTC works collaboratively with TVET stakeholders to achieve training delivery outcomes and reforms to national and regional TVET systems.
APTC has country offices in Fiji, Vanuatu, PNG, Samoa, Solomon Islands and Timor-Leste and representatives in Kiribati, Nauru, Tonga and Tuvalu. The Country Offices are supported by a range of services provided from a regional head office located in Suva, Fiji.
By working at TAFE Queensland, you can be part of a highly experienced workforce closely connected with their industries and dedicated to delivering best practices and innovative training for our students, TVET partners and the Government of Australia.
Your Opportunity
The Country Administration Officer is the first point of contact at the Samoa Country Office and is responsible for being an excellent ambassador for the organisation at all times. The incumbent will ensure that the reception is managed to the highest standard, ensuring that all customers (students, staff, visitors) are welcomed in a professional, friendly and efficient manner and treated with a high level of customer support – in person or on the phone. Additionally the Country Administration Officer will be responsible for providing support and a comprehensive range of administrative services to trainers and managers of the APTC including but not limited to, student support services, access bursary, marketing, data management and finance ensuring compliance with APTC policies and work instructions.
The Country Administration Officer will also undertake general administration tasks as required.
This position reports to the Manager Operations, Samoa.
The Total Remuneration Package (TRP) for this role is WST37,872
Key Responsibilities
- Accurately and efficiently administer designated functions of the APTC which may include the following services:
- Student recruitment and processing, student support and access bursary administration.
- Human resources, marketing, monitoring and evaluation, financial transactions and travel, and logistics and procurement.
- Communication, secretarial, data entry and general administration services.
- In conjunction with other administration staff and trainers ensure the efficient implementation of the Student Admissions program:
- Receive and review application for course admission forms from applicants, ensuring full completion of all details and upload softcopies of applications to the APTC network.
- Arrange for applicants to undergo Literacy, Language and Numeracy (LLN) assessment and Vocational Skills assessment and upload electronic copies of completed tests to the APTC network.
- Ensure that access bursary details for eligible applicants are updated and available on the Customer Relationship Management (CRM) system for review.
- Distribute correspondence to course applicants and employers.
- Assist with domestic and international travel bookings for mobilising students as requested.
- File all documentation relating to applicants and students, both in hard copy and electronically.
- Assist with the arrangement and conduct of student pre-departure briefings, orientations, graduations and other events as requested.
- Assist the Vocational Training Manager and Trainers with training and delivery tasks such as student timetabling, attendance roll books and other administrative tasks.
- Assist the Finance Officer with procurement activities such as obtaining quotes, conducting stock takes, maintaining stock levels, processing of invoice payments and other administrative tasks as requested.
- Arrange for cleaning and maintenance of APTC vehicles and facilities as per established schedule.
- Undertake general clerical and office tasks, including preparation of letters, reports and other documentation, photocopying, collection and distribution of mail, provision of reception services, running errands and organising meetings.
- Provide a high level of customer service for the APTC, both internally and externally.
- Comply with relevant APTC codes of conduct and report workplace health and safety (WHS) incidents and arrange first aid treatment when necessary.
How you will be assessed
The ideal applicant will be someone who has the following key capabilities:
- Diploma level qualification in a related field or post-secondary qualification and demonstrated experience in related field.
- Excellent written and verbal communication skills in English and local language, excellent telephone skills, listening skills, professionalism, customer focus and organisation skills including the ability to prepare papers, briefing notes, correspondence and reports.
- Demonstrated proficiency in administrative skills and ability to adapt established practices to achieve objectives in a busy and complex work environment.
- Proven capacity to exercise independence and judgement in the performance of their work.
- Intermediate (or advanced) ability to use Microsoft Word, Excel, PowerPoint and Outlook.
- Ability to work collaboratively as part of a small and dedicated team.
- Experience in using databases and desktop publishing software would be an advantage.
Highly Desirable Requirements
- Ability to work both independently and as part of a small and dedicated team, as well as across multiple sites.
- Experience working within an educational organisation.
- Experience working on an aid-funded project, preferably Australian Government.
How to apply
If you’re interested in this role, click the ‘Apply’ button to submit your application via the TAFE Queensland Recruitment Portal. When submitting your application, please ensure you provide the following:
- A detailed resume;
- A cover letter that outlines your known skills, abilities, knowledge and experience in response to the “How you will be assessed” criteria above (maximum of 2 pages in total; and
- The contact details for two referees (one of whom is your current supervisor)
Closing date: 11.59pm Thursday 25 July 2024
(Open to Samoan National ONLY)
Job Reference Number: TQ2024-781
For further information, please contact:
Sera Tikini, Human Resource Business Partner
P: +679 7021855
E: HR.Services@aptc.edu.au