Administration Manager - Training

3 weeks ago
Requisition ID
# of Openings
Job Function
Job Schedule
Permanent Full-Time

Project/Position Introduction

MAX Solutions is committed to improving the lives of others. Providing employment, health, training and humanitarian services in more than 100 locations around Australia, MAX Solutions invests strongly in the development of our people. We foster strong relationships between staff, clients and the community and are driven to make a difference.


Position Overview


The Administration Manager (RTO) will be responsible for overseeing the MAX Solutions Registered Training Organisation (RTO) administration team, to ensure high quality, customer service focussed delivery of administrative and support services to the Training team and customers.


Key Responsibilities


  • Overseeing and Managing all administration and support functions of the training administration team
  • Identifying and leading service improvement initiatives including the development, implementation and evaluation of policies, procedures and guidelines to ensure the effectiveness and efficiency of the Training administration team
  • Collaborating with training staff and operational teams to ensure appropriate administration support is provided to all internal and external customers
  • Provide leadership, training and development of the Training administration team in order to meet current and future support needs and service demands
  • Review and development of administration policies and procedures to improve organisational performance
  • Undertake administration internal audits to ensure compliance in line with the organisations standard operating procedures
  • Participate in ASQA, AQTF, State and Territory audits as required
  • Conduct a risk assessment of the RTO’s administrations operations bi-annually
  • Implement, monitor and report on the application of initiatives and strategies to address administration issues and continuous improvement
  • Ensuring all administrative activities meet the relevant KPI’s for all Government Programs operated under the RTO (EG SEE and the  AMEP)
  • Assist with the development of new business, tender or contract requirements and applications
  • Recruitment, training and inductions, performance management and the professional development of the administration team
  • Reporting, collection and submission of data as per contractual, statutory and regulatory requirements
  • Co-ordinate and prepare applications for extension/amendment to the RTO’s scope of registration
  • Monitoring and data entry of internal and external invoicing processes
  • Coordination and scheduling of course bookings, timetabling, rosters and travel requirements
  • Customer enquiries and course enrolments
  • Raising recruitment requisitions and creating offer of employment
  • Calculation and reporting of Training revenue against budgets and BOQ forecasts weekly and monthly or as and when required
  • Attending weekly finance calls with state GM’s
  • Comply with all WHS procedures ensuring that team members including volunteers and contractors abide by all relevant health and safety procedures
  • Act as a role model by demonstrating safe work behaviours and report all accidents, incidents or near misses immediately.

The Ideal Candidate will Possess the Following Additional Education and Experience

Personal Attributes


  • Motivated and performance driven, with a positive attitude
  • Ability to take the initiative and think outside the box to problem solve and provide innovated solutions
  • A high level of interpersonal, verbal and written communication, administration and organisational skills
  • Ability to project manage, work under pressure and meet deadlines
  • A team player with demonstrated ability to work with and manage a large administration team
  • Ability to develop, build and maintain strong relationships with internal and external customers
  • Ability to work collaboratively and provide administration support across a range of tasks functions and projects while being responsive to client’s needs and expectations.


Key Skills


  • Demonstrated ability to manage and work collaboratively within a high performing outcome/success driven team to achieve business goals and key performance indicators
  • Strong interpersonal communication both written & verbal
  • Strong negotiation skills with the ability to engage with key internal and external stakeholders to build, develop and maintaining strong relationships
  • Proven ability to work under pressure to achieve deadlines within a competitive market sector and highly regulated legislative and reporting environment
  • Demonstrate an entrepreneurial attitude to provide innovative solutions that contribute to productivity or business goals/growth in an education and training environment
  • Proven ability to implement, develop and maintain operational systems, policies and procedures within a quality framework
  • Strong financial acumen and ability to understand P&L statements, financial reports and report on business income.


Required Experience


  • Experience in overseeing and managing all administration and support functions of the training administration team
  • Experience in working with government contracts or in a highly regulated legislative and reporting environment or RTO
  • Advanced administration skills including the ability to develop, implement and maintain policies, systems and procedures
  • High level interpersonal, negotiation and communication skills, including the ability to develop and maintain relationships with internal and external stakeholders
  • Demonstrated ability to effectively manage and lead a professional service team
  • Excellent people management skills with the ability to motivate staff to provide exceptional customer service
  • Advanced computer skills (Word – Excel – PowerPoint) including data base management.
  • Proven ability to successfully achieve and work to KPI’s, under pressure and to strict deadlines
  • Demonstrated ability to manage multiple projects and varied requests in a demanding and dynamic environment
  • Professional phone manner and attention to detail
  • Effective, positive problem solving and conflict resolution skills
  • Working knowledge and experience of contemporary Human resource policies including:
  • Anti-Discrimination, Harassment & Work place bullying, Equal Employment Opportunities,
  • Privacy legislation & Work place Health and Safety.




  • Diploma of Business Administration or similar qualification
  • Working knowledge / Experience of the Vocational Education Training sector.

EEO Statement

At MAX Solutions we welcome employees from diverse backgrounds and aim to create a work environment where
Employee differences such as gender, age, culture, disability and religion are valued.

MAX Solutions applies the principles of reasonable adjustment for people with disability. Workplace adjustments are changes introduced into the workplace that take account of a person’s disability so that they can use their skills effectively and access the same benefits, terms or conditions of employment as other employees. If you are a candidate considering a role with MAX Solutions and require a workplace adjustment for this position, please advise the MAX Solutions Recruitment Consultant or contact MAX Solutions Recruitment on 07 3727 1306.


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