Rto Administrator

Description:

Location This role requires you to work at the MTA’s Royal Park
site and/or MTA sites across South Australia as well as
at employer sites across both metropolitan and regional
South Australia. You may also be required to work at
other external sites.

Reports To Apprentice Services Manager
(Position Title)

Financial Accountability
(Expense Budget and/or N/A

revenue)
Management Responsibility

(No of employees N/A
managed/supervised)

Position Responsibilities

Purpose of the Position The RTO Administrator will be required to provide
support to:

• Ensure all customers including but not limited to

students, employers, apprentices, industry bodies
and government departments are provided the
highest level of customer service.

• Manage RTO and some GTO specific administrative

tasks ensuring integrity and accuracy as required;

• Contribute to administrative compliance in line with

regulatory bodies’ requirements, legislation and MTA
policies;

• Provide accurate and appropriate information

regarding the MTA’s RTO and GTO services to MTA
stakeholders;

• All tasks will ensure that legislative and compliance

requirements are met in line with all MTA, RTO and
GTO Policies/Procedures.

Responsibility (1) RTO student management requirements.
Purpose of Activity Working with the Apprentice Services Team – Oversee

and maintain data ensuring accuracy within all systems
of the MTA and in alignment with compliance
requirements and MTA’s policies and procedures.

Example • Ensure best practice for student enrolments,
continuing registration requirements and student
completion activities within the student management
and government reporting systems.

• Oversee and report on all student management data

and ensure it is entered efficiently and accurately.

• In collaboration with the Customer Service Team,

identify outstanding RTO student registration
paperwork and assist end-users to complete and
return/retrieve documentation.

• Ensure the creation and maintenance of training

accounts are completed within governed timelines as
outlined within the funding agreements and MTA
policies and procedures.

• Ensure apprentice completion processes are followed

and tasks are promptly and efficiently completed to
ensure apprentices complete them within the
required timeframe.

• Processing of changes to apprentice contracts in

relation to terminations, suspensions,
withdrawals/terminations and transfers.

Responsibility (2) Completion of administrative tasks in a professional,
timely and accurate manner whilst meeting policy and
compliance requirements.

Purpose of Activity To provide broader administrative support as part of the
Apprentice Services Team and the MTA as a whole.

Example • Assist with tasks as assigned or delegated.

• Assist with special projects.
• Ensure compliance with regulatory body reporting

requirements.

• Contribute to quality, compliance and continuous

improvement activities.

• Provide management with data reports as requested.
• Monitor the MTA Training Inbox and action emails as

required.

Responsibility (3) Customer Relations
Purpose of Activity • To provide outstanding customer service to new and

existing clients.
Example • Timely and accurate action of client requests.

• Quarterly contact with an individual portfolio of

customers.

• Promote and grow MTA products to new and existing

clients.

• Provide sufficient notices to employers in relation to

Apprentice schedules.

• Respond to all face to face, phone and email

enquiries in a timely and courteous manner.

• Regularly communicate with employers to provide

them with apprenticeship progress and completion
updates.

• Attend career expos, industry events and other MTA

events as requested by the Apprentice Services
Manager.

• Ensure behaviour meets MTA values at all times.

Responsibility (4) Scheduling of apprentice trade school

Purpose of Activity Ensure that each student and their employer/host
receive an accurate trade school schedule with timely
notice and in line with the business requirements.

Example • Ensure that rescheduling of apprentice trade school is
conducted promptly and accurately including
notification to the employer/host.

• Ensure that individual employer requests are met

when scheduling apprentices into trade school.

• Ensure that Qualification/Unit pre-requisites are met

when scheduling/rescheduling an apprentice’s trade
school.

Responsibility (5) Vet in Schools
Purpose of Activity Working alongside the Apprentice Services Manager to

market MTA’s vet in schools’ programs whilst providing
high end administrative support to VET Coordinators
with the VETRO process and solely managing the
administrative functions.

Example • VETRO Process.

• Resulting.
• Attendance updates to schools.
• Assist trainers with class prep.
• Business development alongside ASM.
• Bimonthly result updates to VET Coordinators.

• Meeting SACE Deadlines.
• Certification.

Responsibility (6) Apprentice Contract Management

Purpose of Activity Ensuring apprentices complete all required outcomes in
line with their Contract of Training end date.

Example • Parchment Checks (ensuring all outstanding trade
school for 3rd and 4th years is scheduled)

• Terminations and Withdrawals.
• Suspensions.
• ATLAS Reporting/Correspondence management.

Responsibility (7) Assist with the active promotion, marketing and
administration of MTA’s short course offerings.

Purpose of Activity Grow attendance of the MTA’s Upskill courses.

Example • Enrolment/Invoicing processing

• Online course requirements
• Reminder notifications
• Survey notifications
• Calendar management
• Website and Marketing assistance
• Certification
  

Compliance Responsibilities

It is the responsibility of both the manager and incumbent(s) of the role to ensure that
the following compliance requirements are met:

• ASQA National Standards RTO
• Relevant legislation and regulations including Workplace Health & Safety and

Equal Employment Opportunities.

• Upfront Assessment of Needs Policy
• AVETMISS Guidelines
• WorkReady Funding Guidelines
• Working with Children legislation
• Bullying and Harassment requirements
• Industry codes

• Training and Skills Commission Guidelines for Apprenticeships and

Traineeships

• Federal Award - Vehicle Manufacturing, Repair, Services and Retail Award

• MTA Values & Policy & Procedure

Knowledge, Skill and Experience Requirements

• Knowledge Essential Preferred

• SACE Business Certificate or • Working knowledge of

• Degree/Diploma Diploma, or equivalent Vocational Education &
• Post-Graduate knowledge and experience.Training and/or Group

Qualifications Training Sectors;
• Trade Certificate • Knowledge of

• Industry Specific government funding;

Qualifications • Knowledge of RTO/GTO
compliance
requirements.

• Skills and Attributes Essential Preferred
• Interpersonal Skills • Customer Service

e.g. Communication, skills – internal and
Negotiation, Problem external customers;
Solving, Analytical, • Outstanding
Customer Service, problem-solving skills
Team work and initiative;

• Excellent

communication,
interpersonal and
relationship building
skills;

• Accurate
• Data entry and data

processing;

• High attention to

detail, accuracy and
efficiency.

• Ability to multi task

in a fast-paced
environment.

• A positive attitude.
• A good work ethic

and reliable.



Personal alignment Teamwork: Working 
with MTA Values together, empowering

and supporting one
another to achieve our
common goals
Achievement: We do
our best to exceed
expectations, striving for
innovation in our
delivery of relevant and
valued services
Accountability: We
take ownership of all
that we do, each taking
responsibility for our
part in delivering high
quality services
Respect: We
understand,
acknowledge and
appreciate the needs,
opinions and values of
everyone by embracing
the diversity we have
within our organisation.
Excellence: We strive
to do and be the best in
all that we do every day.

• Computer Software Essential Preferred

• E.g. Microsoft suite, • Proficiency in • VETtrak

Project, Finance information • Skills and
management Employment Portal
including: Microsoft • ATLAS
Office Suite – Word, • STELA
Excel, Power Point,
Access Database;
Microsoft Outlook –
Email, Contacts,
Tasks, Calendar;
Internet – Windows
10;

• Confident in using

client databases.

Additional Requirements: Essential Preferred

• Clearances • Working with Nil.

• Licences Children Check

• Training • National Criminal
History Check (or willing to obtain).

• Safe Environments

for Children and
Young People.

• Experience Essential Preferred

• Industry and/or field • Provision of quality • Experience working

experience customer service on the within a Registered
phone and face-to-face Training Organisation
within a busy and/or Group Training
professional and service- Scheme.
oriented organisation.

• Experience with complex

administration
processes.

Frequent Contacts


Internal Contacts All MTA Staff 
Includes organisational

managers and
employees. 

External Contacts Automotive Industry, Host Employers; MTA Members, 
Includes customers, RTOs; Secondary Schools; Apprenticeship Centres;

members, suppliers, Suppliers, TAFE SA and Apprenticeship Brokers.
Government bodies,
industry groups,
competitors

Managerial/Leadership Functions


Relevant management N/A
functions performed
including:

• Performance and

Career Planning
• Salary Review
• Business Planning
• Budgeting