Vacancy Number: 409

Position Title: Administrative Assistant
Employment Type: Ongoing
FTE / Hours: Part Time – 0.4 (15.2 hours per week)
Department: VET Directorate
Location: Multi-Campus (as directed by the Manager)
Award / Agreement: Melbourne Polytechnic Academic and Professional Staff Agreement 2025 (PACCT)
Classification Level: PACCT 3.1
Salary: $63,689 pro rata plus superannuation

Applications Close: Tuesday, 20 October 2026

Job Summary

Provide efficient, responsive and confidential administrative support across the VET Directorate, supporting effective VET program administration and a positive student experience.

Why You'll Love Working Here

Melbourne Polytechnic has delivered hands-on, future-focused education for more than 110 years. Our people play a vital role in supporting students, industries and communities across Victoria.

In this role, you’ll enjoy:

- Meaningful work that supports education, training, innovation and student success

- A supportive and collaborative team environment

- Flexible work arrangements, where applicable

- Exposure to diverse programs, systems and continuous improvement initiatives

- A values-driven organisation committed to inclusion, wellbeing and quality

About the Role

Reporting to the Directorate Administrator, the Administrative Assistant provides productive, responsive and confidential administrative support across the VET Directorate, working collaboratively with the Directorate administration team, managers and teaching teams.

You will support the effective administration of VET programs and the student lifecycle, providing high-quality service to students and stakeholders, maintaining accurate records and information, and supporting consistent administrative processes in accordance with Melbourne Polytechnic policies and procedures.

This position suits someone with strong administrative, organisational and customer service skills who can manage competing priorities, work collaboratively and provide accurate and responsive support in a busy education environment.

What You'll Do

- Provide administrative support across the student lifecycle, including enquiries, course information, enrolments, amendments, completions and other student administration activities

- Support academic administration processes including assessment administration, flexible learning activities, outstanding results, unresolved attendance and training plans, and work with relevant teams to maintain accurate student and program information

- Provide effective and confidential administrative support to managers and teaching teams, including correspondence, document preparation and formatting, mail merges and mail-outs, database and spreadsheet maintenance, reporting and resource administration





- Coordinate administrative arrangements for meetings, events, training and other Directorate or departmental activities, including meeting and secretariat support where required

- Maintain accurate records, databases, filing and archiving systems and use relevant applications including Microsoft Outlook, Word, Excel, SharePoint, CELCAT and the Student Management System

- Provide high-quality customer service to students and internal and external stakeholders, responding to enquiries accurately and professionally and supporting the resolution of administrative matters

- Undertake routine financial administration, including processing tax invoices, purchase orders and payments and maintaining accurate supporting documentation

- Provide administrative support for course accreditation and renewal processes and maintain records and documentation supporting internal and external accreditation and quality activities

- Work collaboratively across the Directorate to support consistent administrative systems and practices and contribute to improvements in administrative processes, systems and service delivery

What You'll Bring

Essential

- Relevant experience providing administrative support, preferably within an education or similarly complex service environment

- Demonstrated administrative and organisational skills, including document preparation and formatting, spreadsheet development, database maintenance, filing, records management and general administrative systems

- Strong digital literacy and proficiency in Microsoft Office applications, with the ability to effectively use and learn relevant student, scheduling, records and administrative systems

- Experience in, or demonstrated ability to support, internal and external course accreditation and associated administrative processes

- Strong written, verbal and interpersonal communication skills, with the ability to communicate effectively with students and a diverse range of internal and external stakeholders

- Strong organisational and problem-solving skills, with the ability to plan and prioritise work, meet deadlines and respond flexibly to changing operational requirements

- Demonstrated initiative and a proactive approach to identifying administrative needs and improving processes and service delivery

- Demonstrated ability to work effectively both independently and collaboratively as part of a team





- Demonstrated commitment to providing responsive, accurate and professional customer service

- Ability to exercise tact, diplomacy, sound judgement and discretion when handling sensitive or confidential information

- Demonstrated commitment to quality, continuous improvement and working in accordance with organisational policies and procedures

Qualifications & Mandatory Checks

Qualifications

Appointment to this position is subject to meeting the qualification requirements (where applicable) and the successful completion of all mandatory employment checks.

Mandatory Checks

Appointment to this position is subject to the successful completion of all mandatory employment checks.

You must hold, or be eligible to obtain:

- A valid Victorian Working with Children Check (Employee)

- A National Police Check

- Any other role-specific employment, regulatory or safety checks required for the position

How To Apply

Click Apply to submit your application through Melbourne Polytechnic’s careers portal. You will be able to view the full Position Description and upload your documents online.

Please ensure you:

- Complete all pre-screening questions

- Upload your CV and a brief cover letter (maximum 2 pages) outlining how your skills and experience align with the role

File Requirements:

- Maximum file size: 2MB per document

- Preferred format: PDF (Word .doc or .docx accepted)

- Avoid special characters in file names (e.g. ! @ # % *)

Please note: The relevance and suitability of qualifications will be assessed by the hiring manager as part of the selection process. Recruitment does not provide individual pre-assessments of qualifications prior to application.

What Happens Next

Our selection process may include:

- An interview (in person or via Microsoft Teams)

- Reference checks

- Employment and qualification verification

We aim to provide a respectful and timely recruitment experience for all applicants.

Questions?

For further information, please contact the Recruitment Team via [email protected]

Diversity and Inclusion

Melbourne Polytechnic is an equal opportunity and child-safe employer. We value the knowledge, skills and perspectives of Aboriginal and Torres Strait Islander peoples and strongly encourage applications from First Nations candidates. We also welcome applications from people with disability, people from culturally diverse backgrounds, women in underrepresented areas, and people of all genders, gender identities, sexual orientations and LGBTQIA+ communities.

Recruitment Agencies

Melbourne Polytechnic manages all recruitment directly. We do not accept unsolicited applications from agencies unless engaged through the State Purchasing Contract and with prior written approval.

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