Manager - Enrolment Centre. To Be Allocated. Enrolment Centre. Engagement and Support. Associate Director - Human Resources

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1 Position Title Position No Department Faculty/Centre Manager - Enrolment Centre To Be Allocated Enrolment Centre Engagement and Support Classification PACCT Worker Level 8 (PW 8) Salary Range Prepared By $90,230 to $98,291 gross per annum (pro rata) Executive Director - Engagement and Support Date August, 2018 Reference No Approved By (To be completed by Human Resources Department) Associate Director - Human Resources Primary Objectives of Position Manager/Supervisor 1. Plan, develop and implement strategic objectives, and effectively lead and manage the department, to ensure the delivery of professional services to clients and the achievement of performance outcomes. 2. Provide strategic leadership in the administration of student management systems and processes to enhance the student experience. 3. Design, develop, implement and monitor currency of student administration policies and procedures for the Enrolment Centre and make appropriate adjustments. Executive Director - Engagement and Support Role Of Subordinates (Where Applicable) Supervisory responsibility for full or part-time Enrolment Advisors, as well as administrative and other support staff necessary to deliver the services of the Enrolment Centre. Internal Communication Requirements Executive Director Engagement and Support, Faculty Deans and Leadership teams, Heads of Departments and teaching and administrative staff to ensure delivery of enrolment and student administration services. Student Administration and Registrar staff on all campuses in providing information, advice and support associated with the operations of the department. UNCLASSIFIED Holmesglen: D/HR 21-Aug-2018 Y:\ED Departments\HR\General\Position Descriptions\2. Education and Applied Research\XXXXX - Manager - Enrolment Centre.docx Page 1

2 Internal clients in departments and faculties, including students and staff, across all levels of the Institute in the provision of support and information. Management and staff in departments and faculties across all levels of the Institute as required to effectively manage the department and ensure a coordinated, effective and efficient approach to the delivery of services. External Communication Requirements Participate in external activities as required ensuring to appropriately represent the views of the Institute in respect of enrolment and student administration processes. Develop and maintain appropriate networks within the Vocational Education and Training (VET) sector including: - public and private Registered Training Organisations (RTOs) and relevant industry organisations - other education institutions and student administration networks - key industry representatives, Institute student administration partners and governance regulators as appropriate. Negotiate, consult and liaise with a wide range of organisations (government and non-government) and personnel outside the Institute, and at a variety of levels. Prospective students. Employers as appropriate. Establish business contacts, and develop and maintain effective working relationships with a broad range of external clients and stakeholders in the provision of enrolment and student administration services. Specific Accountabilities 1. Provide effective and strategic leadership to the Enrolment Centre to ensure excellent customer service and product advice and to encourage the development of a flexible, responsive and adaptive shared services culture which enhances the student experience. 2. Manage and supervise reporting staff including: recruitment and selection the induction of new staff preparation of annual operational plans undertaking performance management reviews of reporting staff planning relevant professional development activities to optimise staff performance and ensure the delivery of professional educational services. 3. Develop and manage the Institute administration process across admissions, enrolment and fees and work closely with the Institute s senior management to ensure the delivery of associated educational and business outcomes. 4. Plan and implement strategies which enhance operational systems and processes to ensure that the performance, financial and operational requirements of the department are met. Pos. No. XXXXX: Manager Enrolment Centre Page 2

3 5. Provide authoritative leadership, motivation and mentoring to a team of professional staff and: monitor the timely and accurate completion of relevant information and documentation in accordance with compliance and quality requirements provide a quality working environment which fosters a climate of teamwork and trust conduct regular department meetings to enable effective planning, monitoring and evaluation of activities ensure appropriate professional development is undertaken by all staff to maintain their professional and technical knowledge. prepare operational and Institute reports as required. 6. Undertake regular and relevant professional development to maintain and continuously improve individual professional competence and currency for the position. 7. Plan and develop proposals for the effective allocation and management of human, physical and financial resources and collect, analyse and summarise data and trends and provide relevant reports to senior management. 8. Implement Commonwealth, State and Institute student administrative procedures and policies and ensure compliance with the Holmesglen Management System and the requirements of relevant legislation. 9. Act in accordance with Holmesglen Safety policies and procedures to ensure the department is compliant with OH&S legislation. 10. Establish and maintain a work environment which is free from discrimination, bullying and harassment in accordance with Institute rules and policies. 11. Ensure the department is compliant with Holmesglen's policy and procedure in relation to the Child Safety Standards. Qualifications Minimum Degree and post graduate qualifications in a field relevant to student enrolment, administration and governance systems. Preferred A relevant management qualification or willingness to undertake a qualification in management and leadership. Knowledge Understanding the Vocational Education and Training (VET) sector with a demonstrated knowledge of compliance and legislation applicable to student enrolment and student administration processes. A thorough understanding of student management procedures and policies at a post-secondary level including specific knowledge of technologies, procedures and processes relevant to student enrolment and management systems. Detailed understanding of government policy and regulations which impact student administration practices and understand how these interact with related functions, policies and procedures. Pos. No. XXXXX: Manager Enrolment Centre Page 3

4 Experience Demonstrated experience in the effective management and strategic leadership of an administrative team, including. management of resources and facilities to achieve effective, timely and high quality outcomes. Experience working with all aspects of office management and administrative operations in a complex, multi-disciplinary environment. Experience in a TAFE or similar educational institute, and in the management of course and enrolment advice would be desirable. Proven experience in a consultative, needs based sales environment with a commitment to best practice customer service. Extensive experience with database management application software and systems including working with Customer Relationship Management (CRM) and or Student Management systems. Skills Excellent organisational, technological and administrative skills with the ability to coordinate workflow, prioritise work tasks effectively, coordinate a variety of concurrent activities and projects and balance work priorities. Demonstrated excellent interpersonal and written and verbal communication skills and a demonstrated ability to relate professionally to both internal and external stakeholders. Demonstrated ability to work with, lead and motivate a team of professional staff in a specialist or functional unit towards the achievement of defined organisational goals. Provide authoritative advice and decisions based upon established operational practices, professional standards, policies and procedures. High level customer service skills and telephone skills, providing courteous, informative and accurate responses to all enquiries. Self-motivated, enthusiastic and proficient in the use of multiple database and computer applications including the capacity to collate, analyse and convey complex information. Significant initiative, sound judgment and reliable leadership with the ability to apply knowledge, experience and skills to solve problems and provide sound guidance. Key Selection Criteria In addition to qualification requirements the incumbent will have the best combination of the following characteristics: 1. A demonstrated ability to lead, manage and motivate a team of professional staff in the provision of high quality, customer focussed services. 2. Excellent organisational, technological and administrative skills, with proven time management skills and a demonstrated ability to work under pressure, meet deadlines and work concurrently on multiple tasks in an environment of competing priorities. 3. Excellent interpersonal and negotiation skills, and verbal and written communication skills with proven ability to develop professional relationships and work effectively with stakeholders to achieve quality outcomes. Pos. No. XXXXX: Manager Enrolment Centre Page 4

5 4. Demonstrated problem-solving and analytical skills with a proven ability to investigate and make informed decisions regarding complex issues. 5. Demonstrated knowledge of vocational and tertiary education sectors including student enrolment and administration practices and statutory requirements. 6. The ability to meet performance, financial and operational requirements and translate strategies and initiatives into practical action. Note This position description describes in general terms the normal duties which this position is expected to undertake. Duties not specifically mentioned in this document, but within the capacity, qualifications and experience normally expected from people occupying positions classified at this level may be allocated. The Incumbent may be required to perform his/her duties at any campus or location controlled by Holmesglen Institute or elsewhere as directed. Due to the nature of the position, there is a requirement to accommodate flexible working hours and attendance requirements. Holmesglen is a child safe organisation. This position requires a current Victorian Employee Working With Children check. Pos. No. XXXXX: Manager Enrolment Centre Page 5