Generic VE Support staff PD Template
Position Description – <Insert Position Title>
Position Details
Position Title:
<Insert Position Title>
Position Number:
<Insert Position Number>
Portfolio:
<Insert Portfolio>
School:
<Insert School>
Campus Location:
Based at the <Insert Campus> campus, but may be required to work and/or be based at
other campuses of the University.
Classification:
HEW <Insert HEW Level>
Salary Schedule: http://www.rmit.edu.au/browse;ID=ewhtlt73t01
Employment Type:
<Insert Employment Type i.e. Continuing/Fixed Term>
Note: See Reasons for fixed term appointments guideline for explanation of fixed term
categories
Time Fraction:
<Insert Time Fraction i.e. 1.0/0.5>
RMIT University
RMIT is a global university of technology, design and enterprise. Our mission is to help shape the world through
research, innovation, teaching and engagement, and to create transformative experiences for our students, getting
them ready for life and work.
One of Australia’s original educational institutions founded in 1887, RMIT University now has 82,000 students
including 12,000 at postgraduate level.
The University enjoys an international reputation for excellence in professional and practical education, applied and
innovative research, and engagement with the needs of industry and the cities in which we are located.
With three campuses in Melbourne (Central Business District, Brunswick and Bundoora), two in Vietnam (Hanoi and
Ho Chi Minh City) and a centre in Barcelona, Spain, RMIT is a truly global university. RMIT also offers programs
through partners in Singapore, Hong Kong, mainland China, Indonesia, Sri Lanka, Belgium, Germany, Austria and
The Netherlands, and enjoys research and industry partnerships on every continent.
RMIT prides itself on the strong industry links it has forged over its 129-year history. Collaboration with industry is
integral to the University’s leadership in applied research and education, and to the development of highly skilled,
globally focused graduates.
We are a 5-Star university under the QS Stars international evaluation system, and are 21st in the world among
universities less than 50 years old (2015 QS Top 50 Under 50 index).
RMIT features among the world’s top 200 institutions in 13 of the 30 subject areas in the 2015 QS subject rankings.
We are among the world’s top 100 universities in Art and Design; Architecture and the Built Environment;
Engineering (Civil and Structural; Electrical and Electronic; and Mechanical, Aeronautical and Manufacturing);
Computer Science; and Business and Management Studies.
The University’s research was ranked among the best in the world in the 2015 Excellence in Research for Australia
evaluation. RMIT was rated “well above world standard” in 13 fields and “above world standard” in a further nine
fields.
Page 1 of 4
www.rmit.edu.au
Portfolio/Group
<Insert Paragraph about Portfolio/School/Group to which the position belongs>
<Provide Web addresses for Portfolio and School for more information>
Position Summary
<Insert Position Summary statement (limit to one paragraph) – emphasise key aspects of the position>
This position contributes to efficient, effective and timely management of all aspects of the Student Life Cycle, by
providing proactive quality client service and managing student records according to University and external
requirements.
Reporting Line
Reports to: <Insert the position title that this position reports to>
Direct reports: <Insert the number of staff that report to this position, if any>
Organisational Accountabilities
RMIT University is committed to the health, safety and wellbeing of its staff. RMIT and its staff must comply with a
range of statutory requirements, including equal opportunity, occupational health and safety, privacy and trade
practice. RMIT also expects staff to comply with its policy and procedures, which relate to statutory requirements and
our ways of working.
Appointees are accountable for completing training on these matters and ensuring their knowledge, and the
knowledge of their staff, is up to date.
Key Accountabilities
<Insert Key Accountabilities (8 – 10 limit)>
Learning and Teaching

Contribute to the School’s client focus by:
- Delivering proactive quality service.
- Handling enquiries from current students, prospective students, Alumni, visitors, employers and other
clients of the School and directing them to appropriate teaching staff; assisting with reception as required.
- Responding to and actioning telephone enquiries and emails from prospective and current students,
employers and industry bodies within a timely manner.

Contribute to the smooth running of the Student Life Cycle by:
- Developing course selection forms and participating in the enrolment process including enrolment
variations and recognition of prior learning processes for students (including commercial clients,
apprenticeships and youth pathways).
- Ensuring complete and accurate forms are sent to the Central Processing Unit.
- Preparing course templates.
- Confirming student contact hours from student attendance rolls (in line with OTTE audit requirements).
- Assisting with the monitoring of student attendance for all international students as per DIMIA
requirements.
- Preparing attendance letters for International Students for DIMIA/CentreLink.
- Entering grades onto the Academic Management System (AMS), recording graduation eligibility,
checking and processing student applications for graduation and reconciling the graduation database.
- Supporting the development and upkeep of records through the Academic Management System
(Program Log).
- Supporting the planning of program completion, graduation ceremonies, orientation programs, and
student induction.
- Processing award applications; special consideration; deferred exams; credit transfer; creation and
maintenance of student files and completion statements.
- Liaising with the Office of Prospective Students (OPS), Student Administration of the Portfolio and
University, International Office, RMIT Training and Business Online.
- Supporting selection officers and program coordinators with the student selection process.
- Preparing and participating in the re-enrolment and enrolment process.
- Supporting program coordinators with Academic Progress.
Page 2 of 4











Assist with supporting the management of Australian fee paying and commercial client needs, including
budget preparation and management, supporting business planning, assisting with contract establishment
and management, client liaison, and processing payments from commercial clients.
Assist in the preparation for VE programs, including organising required materials, course notes and course
guides. Prepare VE class rolls and distribute to teaching staff.
Assist in the re-accreditation of programs and the transition of students from the old program to the reaccredited program.
Assist in the preparation of sessional staff required to deliver programs, including required instruments of
appointment.
Support program delivery by arranging workplace visits, clinical placements, and work placements, organising
timetables and room bookings for examinations.
Provide secretariat support for Student Staff Consultative Committees (SSCCs) and/or Program Advisory
Committees (PACs).
Participate in School, Portfolio and University Student Administration meetings.
Assist Program Coordinators and Program Manager in making appointments with students.
Monitor, review and update administrative procedures within the School in line with the University and
Portfolio policies to ensure maximum efficiency and seamless business practices between VE programs,
Portfolio and the University.
Assist in the promotion and marketing of the School’s educational programs by:
- Preparing and providing information at School reception;
- Preparing for and attending at Open Day.
Undertake the duties of a Student Complaints Officer.
Compliance

Follow University Quality Assurance processes for teaching and supporting services to ensure that programs
are:
- Designed, delivered and validated in accordance with AQTF requirements,
- Delivered in accordance with the OTTE performance agreement and user choice contracts with other
states.
Teamwork, Strategy and Innovation

Participate as an effective member of a team.

To assume joint responsibility for career development by actively participating in various activities (mentoring,
job rotation, secondments and joint group projects) and producing a jointly agreed development plan
identifying key areas which will assist in your personal and professional development. These activities should
be consistent with the Group’s Strategic Goals.
Other

Other duties as directed within the scope of this classification.
Key Selection Criteria
<Insert Key Selection Criteria (6 – 8 limit)>
Note: Consider Key Accountabilities when determining Key Selection Criteria
1. Previous experience in a VE office environment in an educational institution in an administrative role.
2. Demonstrated ability to manage VE student enquiries in relation to VE programs.
3. Experience with Student database computer systems and associated applications (preferably VE related
systems).
4. Advanced word-processing, website navigating, document presentation, spreadsheet and database skills.
5. Ability to prioritize a variety of tasks and meet deadlines.
6. Ability to adapt to changing work practices.
7. Ability to deal with sensitive material in a confidential manner.
8. Excellent verbal, written communication and interpersonal skills.
9. Demonstrated ability to work cooperatively as a member of a team.
10. Proven ability to work autonomously/or with minimum supervision.
11. An awareness and understanding of cultural differences
Note: Please contact the Recruitment Unit for guidance on interview questions
Mandatory Qualifications
AQF level III or IV qualification in Office Administration or equivalent education (Year 12) and /or experience.
<Insert if Required>
Note: Appointment to this position is subject to passing a <Insert mandatory check i.e. Working with Children>
check.
Page 3 of 4
Endorsed:
Signature:
Name:
Title:
Date:
Approved:
Signature:
Name:
Title:
Date:
Page 4 of 4