Course Administrator

Permanent, Full Time

Location: 328-336 Liverpool Rd, Ashfield NSW 2131

Base Salary: $54,456

Gross Salary Package (Base Salary + Superannuation + Leave Loading): $68,735

Applications close: 8 March 2021

Position summary

The Level 4 Course Administrator provides high level end-to-end administrative support to the Education Service to ensure efficient delivery of Family Planning NSW courses and educational activities.

Some travel within NSW is required.



Student Management

  • Accurate data entry in student management and associated systems (VETtrak, SPOT, Moodle, NEXUS)
  • Update student file histories before, during and after each course or educational activity
  • Liaise with students regarding course registration and enrolment
  • Preparation and distribution of student communication, for example Welcome Packs
  • Enrolment and help desk support for students in the online space
  • Produce accurate qualifications and certifications according to organisational standards

Resource Management

  • Preparation of materials/resources for courses and educational activities
  • Maintain office supplies for Education Services
  • Contribute to maintenance of organisational resources, as directed

Course Administration

  • Contribute to the planning of the annual Education Calendar
  • Ensure Education Calendar is current and accurate
  • Work with relevant staff to plan, execute and ensure the smooth running of courses and educational activities (online and hard copy)
  • Ensure internal and external room bookings are confirmed
  • Arrange travel and accommodation according to organisational policy
  • Prepare student and facilitator resources prior to each course or educational activity
  • Organise catering
  • Provide logistical support for educational activities managed by other departments, as required
  • Prepare RACGP, ACRRM, NESA and RTO reports


  • Assist in the development and implementation of communications and marketing materials to promote education
  • Create and distribute course flyers in a timely manner
  • Ensure education web pages are accurate
  • Assist in the preparation of  EDMs

Office Management

  • Complete administrative procedures and office management systems according to organisational policy
  • Provide secretariat services for meetings including meeting scheduling,  agenda setting and electronic minute taking
  • Process invoices for accounts payable and accounts receivable
  • Complete general duties, as designated

Customer Service

  • Promptly respond to emails and telephone calls in a courteous manner
  • Interact in a positive, friendly and professional manner
  • Work collaboratively with internal team members, representatives and other key stakeholders

Quality Improvement

  • Contribute to evaluation processes according to organisational policy:

    • Prepare and distribute evaluation surveys
    • Prepare evaluation reports
    • Arrange debrief meetings
    • Prepare other reports,  as directed
  • Contribute to continuous quality improvement processes 
  • Make suggestions to improve effectiveness of processes
  • Contribute to reporting requirements (NESA, ASQA, ACRRM, RACGP) 
  • Ensure all documentation produced and printed is accurate, edited, proof read and approved, where applicable
  • Recommend solutions to identified problems

Professional development

  • Has a working knowledge of and follows organisational policies and procedures
  • Take responsibility for own professional development to meet work demands
  • Participate in professional development and on-the-job training
Financial and resource management / administration
  • Maintain appropriate resource allocation, and effective management and administrative practices, in accordance with organisational policies, processes and delegations of FPNSW.

Essential criteria

  • Relevant degree or diploma or Certificate IV with extensive work experience in an education setting or event coordination
  • Demonstrated ability to establish, maintain and monitor administrative and educational procedures and processes
  • Highly developed skills in the use of contemporary information technology, including MS Office Suite, Adobe InDesign Creative Cloud, database management eg (VETtrak), Moodle support and managing course content on the website
  • Highly developed office administration skills, secretariat services and ability to produce reports
  • Sound interpersonal, oral and written communication skills
  • Excellent time management skills; demonstrated nimble thinker
  • Experience and enjoys working in a multi-disciplinary environment

Desirable criteria

  • Knowledge of education accreditation requirements (NESA, ASQA, RACGP, ACRRM)
  • Previous experience working in the community and/or health care sector

Work health and safety

  • All employees are responsible to ensure they work in a manner which minimises the risk of injury to themselves, other workers, clients and visitors
  • Managers are responsible for ensuring that safe work practices are in place and all employees abide by safety instructions
  • Any potential risk should be reported to the employee’s manager immediately for investigation and remedy
  • Any breaches of safety procedures must be reported through the incident management procedures and any employee found breaching safety requirements will be subject to disciplinary action which may include termination of employment

Contact details

To apply:

For further information please contact Manager Education Pip Lyndon-James at or 0415 415 022 .

Applications close by 5PM, 8 March

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