Office Manager
- Manage administrative systems and coordinate student services.
- Supervise support staff and oversee financial administration.
- Ensure compliance with regulatory requirements and maintain accurate records.
About the Role
The Office Manager will be responsible for managing administrative systems, coordinating student services, supervising support staff, overseeing financial and facilities administration, and maintaining accurate records in accordance with organisational procedures and applicable regulatory requirements.
The successful candidate will work closely with management, staff, students and external stakeholders to support the effective operation of the college.
Key Duties and Responsibilities
Your primary duties will include, but are not limited to:
- Oversee daily administrative operations of the college office and ensure efficient office workflows.
- Manage office procedures, administrative systems, filing systems, records and databases.
- Coordinate and supervise administrative staff and support personnel to ensure effective service delivery.
- Coordinate student enrolment and admissions processes and maintain accurate student records and confidential information.
- Respond to student enquiries, complaints and feedback, and coordinate student orientation and induction programs.
- Coordinate staff schedules, rosters, leave arrangements, meetings, training sessions and professional development activities.
- Maintain staff attendance and timesheet records and support recruitment and onboarding processes.
- Process invoices, purchase orders and expense claims, maintain petty cash records, and assist with budget monitoring and financial reporting.
- Coordinate supplier payments, student fee payments and related financial records.
- Manage office supplies, equipment, inventory and the allocation and utilisation of office space.
- Coordinate maintenance and repairs of college facilities and oversee cleaning, security and facilities management services.
- Ensure compliance with workplace health and safety requirements and relevant college policies and procedures.
- Handle incoming and outgoing correspondence, telephone calls, emails and general enquiries.
- Prepare letters, reports, official documentation and internal communications.
- Maintain college website and social media updates as required.
- Maintain accurate records for auditing purposes and coordinate compliance reporting and documentation.
- Ensure compliance with applicable Registered Training Organisation (RTO) standards and Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) requirements.
- Implement and monitor quality assurance procedures and maintain current knowledge of relevant education sector regulations.
- Organise college events, functions, ceremonies, meetings, venue bookings and associated logistics.
- Oversee IT systems, databases and software applications, coordinate IT support, and assist with system troubleshooting and data backup procedures.
- Prepare management reports, statistical data, annual reports and documentation required for management decision-making and regulatory reporting.
- Develop, document and maintain office policies, procedures and operational guidelines.
Skills and Experience
The ideal candidate will demonstrate:
- Experience in office management, administration or a similar supervisory role.
- Strong organisational and time-management skills.
- Experience coordinating staff, resources and administrative workflows.
- Knowledge of financial administration, recordkeeping and reporting procedures.
- Strong communication and interpersonal skills.
- Proficiency in office software, databases and administrative systems.
- The ability to manage competing priorities and maintain accurate confidential records.
- Strong problem-solving skills and attention to detail.
- An understanding of compliance, quality assurance and administrative requirements within an education environment.
Relevant qualifications or demonstrated experience in office management, business administration or a related field will be highly regarded.
Employment Conditions
- Full-time, permanent employment.
- 38 ordinary working hours per week, generally Monday to Friday.
- Employment conditions in accordance with applicable Australian workplace laws and the National Employment Standards.
- The successful applicant must comply with the college's workplace policies, procedures and relevant regulatory requirements.
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