Administrative Assistant - Traineeship

Melbourne Institute of Technology - Melbourne VIC

The purpose of this position description document is to provide you with a clear understanding of your role,
and how that role fits within Melbourne Institute of Technology (MIT) as an organisation.

This document provides an outline of your key areas of accountability and desired outcomes from satisfactory
performance of the role. It does not provide an exhaustive list of tasks and activities that are required to be
performed in order to fulfil the role.

POSITION DETAILS

Position Title: Administrative Assistant – [Traineeship]

Campus: Melbourne

Classification: National Training Wage Award

Employment mode: Fixed 12 months contract

Probationary Period 12 months

Time Fraction: Full Time

MIT VISION AND GOALS

Founded in 1996, Melbourne Institute of Technology (MIT) has grown dynamically as one of the leading private,
higher education providers in Australia with campuses in Melbourne and Sydney. MIT is a teaching only Higher
Education Institution. Our vision, mission, values and goals as approved by the MIT Board of Directors in
December 2017 are set out below.

Vision
MIT continues to be a leading private higher education provider nationally and internationally by proactively
developing innovative educational programs to meet industry needs and by a commitment to inspire
tomorrow’s graduates.

Mission
MIT, through its higher education programs and personalised and transformational student experience, provides
the opportunity for individuals to access knowledge and to enrich and transform their futures.

Values
• Excellence in teaching and learning
  • Integrity
  • Accountability, and
  • Transformational Change

Goals and Priorities:
• Develop and deliver innovative programs that meet industry and market needs;
  • Provide an inclusive, service-oriented culture focused on student outcomes;
  • Raise our profile and the impact of our teaching and learning and student engagement with our
stakeholders;
  • Provide inclusive, innovative and responsible education

Enabling Elements:
• Our people
  • Technology

MIT ORGANISATIONAL STRUCTURE

MIT business model comprises four (4) key focus areas as guided by its vision: Academia, Finance, Marketing,
and Operations. Our organisational structure is designed to ensure each of these areas is fully resourced.

Our Executive Management Team is responsible for the development of our strategic plan, and effective
implementation of strategies across all business areas. It comprises our:
  • Chief Executive Officer
  • Managing Director
  • Group General Manager and Human Resources Director (pro term)
  • Executive Dean

RESPONSIBILITIES

The main area of responsibility of this position is to provide administrative support whilst undertaking a
traineeship that will lead to a qualification in Certificate III or IV in Business Administration. The position
encompasses customer services, reception duties and other operational day to day administrative matters.
This includes a positive first impression of MIT Melbourne Campus to its stakeholders. This responsibility
incorporates the areas as set out below.

Area Outcomes
Customer & staff support and assistance Ensure services and day-to-day operational matters are:

  • offered in a friendly, courteous and approachable
manner which results in a coordinated, professional,
positive and timely manner.
  • based on accurate information
  • provided to stakeholders with accurate logs and
appointments maintained.
  • carried out in a timely and efficient manner, including

general administrative duties.

Management and organisation Assist the Reporting Officer and other designated
department staff to:
  • Provide assistance to stakeholders as required.
  • Maintain stakeholder records.
  • Ensure actions discussed for follow-up are carried out.
  • Assist in the implementation and delivery of

scheduled events such as orientation, enrolment, etc.

Liaison and interaction Carry out the following:
  • Maintain an awareness of the MIT operating

environment in order to liaise effectively with a
diverse range of staff and other stakeholders.

  • Observe MIT protocols at all times.
  • Learn and interpret MIT Policies and Procedures
during the course of the Traineeship.
  • Work as a team player.

Reporting • Provide regular reports to the Reporting Officer
including:

  • Weekly report on the status of tasks
  • Monthly report on the overall state of the tasks set for

the month to the person with authority.

Special projects • Ensure special projects and tasks assigned (as may be
from time to time) are carried out efficiently and
effectively

PERFORMANCE MANAGEMENT

Staff performance is managed in accordance with MIT Performance Management System which incorporates:

  • Regular performance reviews
  • Ongoing feedback
  • Identification of professional development needs and provision of support.
  • Reward structure

Specific performance goals will be set with you during the course of your performance review. Areas of
performance focus for this role (together with example measurement tool) are set out below for your
information.

Further details in relation to the MIT Performance Management System will be provided by our Human
Resources Director.
Focus area Measure - example

Student quality service Student survey and statistics

Efficient systems and procedures Response times for solving issues

Relationships • Survey results – staff, student
  • Evaluation from Management

Traineeship • Adherence to weekly study times dedicated to the traineeship
program.

  • Time allocated for self-study 3 hours per week.

Duties Undertake duties, as assigned by Reporting Officer, efficiently
and effectively.

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