RTO Administration Assistant

RTO Administration Assistant

We often get asked “what does an RTO Administration Assistant do?”, which is why we have provided below a typical position description for an RTO Administration Assistant.

Role Description

Working within the training industry is very different from working within a lot of other businesses, as there is a big emphasis on understanding compliance with the VET Quality Framework and if working with International Students, CRICOS. As an RTO Administration assistant, you would provide administrative support for the Registered Training Organisation, including the development of course materials.

Typical Duties/Skills

  • Provide specialised advice and information on the RTOs services;
  • Respond to client/public/supplier problems within own functional area utilising a high degree of interpersonal skills
  • Apply skills in the use of computer software packages such as Microsoft Office, to either:
    • Create new files and records
    • Maintain computer-based records management systems;
    • Identify and extract information from internal and external sources; or
    • Use of advanced word processing/keyboard functions
  • Assist the RTO Team to coordinate:
    • Trainer and assessor bookings
    • Training course schedules
    • Client bookings
    • Trainer resources and equipment
    • Coordinate Assessment tools
    • Coordinate training resources (including textbooks, digital media, data projectors; handouts. Etc)
  • Coordinate training room bookings and room hire
  • Assist with maintaining records for students’ records
  • General Administration duties including: photocopying, faxing and emailing
  • Assistance with the preparation of PowerPoint presentations and other course materials
  • File documents, remove inactive files, categorise files, prepare new files, and maintain filing system
  • Provide quality customer service
  • Assist other team members when required, assisting reception
  • Take course bookings and enquiries and enter them into the Training Database
  • Data entry into a student management system
  • Compliance checking
  • Contextualising training and assessment materials
  • Assisting the RTO with general faciliation of workplacement requests

Key selection criteria


  • Ability to prioritise tasks and work quickly and effectively to meet tight deadlines
  • Demonstrated computer skills and experience in working with Microsoft Office (including Excel spreadsheets, Word, PowerPoint, Publisher and Outlook) email and the internet.
  • Flexibility and willingness to undertake a wide range of office tasks
  • Demonstrated ability to work within a team and independently
  • Demonstrated experience in providing excellent customer service
  • Effective written and oral communication skills
  • Proactive approach and commitment to Vivacity™ ’s management and team
  • An understanding of Equal Employment Opportunity principles
  • An ability to ensure their own and co-workers safety by adopting safe working practices and compliance with OH&S policies and procedures.
  • Certificate III in Business Administration or higher


  • Knowledge of the Standards for Registered Training Organisations 2015
  • Certificate IV in Training and Assessment
  • Ability to work within a flexible environment

Vivacity Administration Team

Our Vivacity team can provide the majority of the services above, helping you with all the backend RTO compliance and administration needs, so that you can focus on the business of making money within your RTO.

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