Senior Course Administrator

Family Planning NSW is looking for a full time Senior Course Administrator to supervise its course admin with the Education Dept.

 

Applications close: 13 February 2019

Position summary

The Senior Course Administrator is responsible for leadership, supervision and direction of a team of Course Administrators to provide high level end-to-end administrative support for Family Planning NSW Education Service to ensure efficient delivery of Family Planning NSW courses and educational activities.

Some travel within NSW is required.

Responsibilities

Supervisory Role

  • Supervise, delegate and prioritise the work of the Course Administrators to ensure all administrative task are accomplished in a timely and effective manner.
  • Provide  support and guidance and on the job training to enhance Course Administrators effectiveness
  • Contribute to development of  Course Administration KPIs in accordance with Business and Strategic plans
  • Coordinate performance feedback (ASPIRE)
  • Anticipate work flow peaks and other problems and recommend solutions

 

Office Management

  • Establish and maintain education administrative service procedures and office management systems
  • Coordinate provision of secretariat services for meetings including agenda setting and electronic minute taking
  • Ensure accounting procedures are followed according to organisational policy
  • Manage group email boxes 
  • Identify and coordinate general duties
  • Initiate review of business practices and recommend improvements

 

Course Administration

  • Lead the planning of the annual Education Calendar
  • Oversee Education Calendar for currency and accuracy
  • Work with relevant staff to plan, execute and ensure the smooth running of courses and educational activities
  • 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
  • Monitor and facilitate requests for logistical support from other departments
  • Initiate and monitor RACGP, ACRRM, NESA and RTO reporting within designated time frames
  • Contribute to management of education projects
  • Recommend improvements to administrative procedures and logistics

 

Student Management

  • Monitor student data entry and ensure student management and associated systems are accurate and up to date (VETtrak, SPOT, Moodle, NEXUS)
  • Ensure all student file histories are updated 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
  • Ensure all qualifications and certifications are accurate and meet organisational standards  and accreditation requirements

 

Resource Management

  • Maintain and organise specific course resources as required
  • Ensure materials/resources are prepared in a timely manner before each course or educational activity (online and hard copy)
  • Contribute to organisational resource management, as required
  • Maintain and monitor office supplies for Education Services, within budget
  • Ensure resources are managed within budget

 

Course Administration

  • Lead the planning of the annual Education Calendar
  • Oversee Education Calendar for currency and accuracy
  • Work with relevant staff to plan, execute and ensure the smooth running of courses and educational activities
  • 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
  • Monitor and facilitate requests for logistical support from other departments
  • Initiate and monitor RACGP, ACRRM, NESA and RTO reporting within designated time frames
  • Contribute to management of education projects
  • Recommend improvements to administrative procedures and logistics

 

 

Marketing

  • Assist in the coordination, development and implementation of communications and marketing materials to promote education
  • Ensure course flyers are accurate and distributed in a timely manner
  • Monitor education web pages for accuracy

 

 

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
  • Manage first line escalation and trouble shooting

 

Quality Improvement

  • Coordinate evaluation processes  according to organisational policy:
    • Prepare and distribute evaluation surveys
    • Prepare evaluation reports
    • Arrange debrief meetings
    • Prepare other reports, as applicable

 

  • Lead continuous quality improvement processes 
  • Review effectiveness of processes and respond to improvement proposals and suggestions
  • Initiate and complete  reporting requirements (NESA, ASAQ, ACRRM, RACGP) 
  • Ensure all documentation produced and printed is accurate, edited, proof read and approved, where applicable

Essential criteria

  • Relevant degree or diploma with work experience at a senior level in an education setting
  • Knowledge of education accreditation requirements (NESA, ASQA, RACGP, ACRRM)
  • Demonstrated ability to provide supervision, on-the-job training and advice to administrative and other employees
  • Demonstrated ability to establish, maintain and monitor administrative and educational procedures and processes
  • Advanced level in the application and analysis 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.
  • Demonstrated ability to coordinate office administration activities, including secretariat services and publications
  • Excellent time management skills and demonstrated flexibility
  • High level of interpersonal, oral and written communication skills
  • Experience and willingness to work in a multi-disciplinary environment

Values

  • Must be pro-choice
  • Must support the Family Planning NSW values:
    • Human rights focus - promoting the rights of all people to reproductive and sexual health
    • Integrity - maintaining a strong ethical base, being accountable and transparent
    • Inclusiveness - valuing and respecting diversity without judgement
    • Equity of access - ensuring access to our services for all including priority populations
    • Client  centred - placing the needs of the whole person at the centre of our work
    • Commitment to excellence - ensuring high standards in all our work

Other requirements

  • A Criminal Record Check  and/or Working With Children Check is/are required prior to commencement in this role

Desirable criteria

Desirable

  • Previous experience working in the community and/or health care sector

 

Values

  • Must be pro-choice
  • Must support the Family Planning NSW values:
    • Human rights focus - promoting the rights of all people to reproductive and sexual health
    • Integrity - maintaining a strong ethical base, being accountable and transparent
    • Inclusiveness - valuing and respecting diversity without judgement
    • Equity of access - ensuring access to our services for all including priority populations
    • Client  centred - placing the needs of the whole person at the centre of our work
    • Commitment to excellence - ensuring high standards in all our work

Other requirements

  • A Criminal Record Check  and/or Working With Children Check is/are required prior to commencement in this role

Contact details

For further details please call Janet Glaser, Manager, Education on 02 8752 4309 or down load the PD

APPLY HERE

Share this page: Share page with AddThis

Find health

information

Request an

appointment

Book

a course

Resources in

your language

Call or email Talkline