About the Role
The RTO Programs Coordinator is responsible for the day-to-day administration, coordination, and compliance of training programs delivered by ECB Training Services.
The role oversees the student journey from enquiry and enrolment through to completion and certification while ensuring compliance with funding contracts, regulatory requirements, and internal quality standards.
This position plays a critical role in supporting the organisation's User Choice contract delivery, student engagement activities, VETtrak administration, AVETMISS reporting, and overall RTO operations.
Key Responsibilities
- Coordinate all student enrolment, onboarding, and administration processes.
- Manage student records and data within VETtrak.
- Maintain compliance with RTO Standards, funding contracts, and internal policies.
- Support User Choice contract administration and reporting requirements.
- Process enrolments, withdrawals, completions, qualifications, and Statements of Attainment.
- Conduct student file audits and compliance checks.
- Prepare and maintain training and assessment documentation.
- Coordinate class schedules, trainer allocations, and student communications.
- Monitor attendance, progression, and student engagement.
- Implement student intervention strategies where required.
- Issue student correspondence, including warning letters and progression notices.
- Support AVETMISS reporting and data validation processes.
- Liaise with apprentices, trainees, employers, Australian Apprenticeship Support Network providers, and key stakeholders.
- Assist with internal audits, compliance reviews, and continuous improvement activities.
- Provide exceptional customer service to students, trainers, employers, and stakeholders.
- Identify opportunities to improve operational systems and student outcomes.
Essential Requirements
- Minimum 3 years' experience working within a Registered Training Organisation (RTO).
- Demonstrated experience using VETtrak Student Management System.
- Experience managing User Choice funded training programs.
- Strong knowledge of AVETMISS reporting requirements.
- Certificate IV in Business Administration or equivalent qualification.
- Excellent administrative and organisational skills.
- Strong attention to detail and compliance focus.
- Excellent written and verbal communication skills.
- Ability to manage competing priorities and meet deadlines.
- Strong computer literacy, including Microsoft Office Suite.
- Ability to work independently and take ownership of responsibilities.
- Current Australian work rights.
Highly Desirable
- Experience working with apprenticeships and traineeships.
- Knowledge of Northern Territory funding contracts and training requirements.
- Experience in RTO compliance and audit preparation.
- Understanding of the Standards for Registered Training Organisations (RTOs).
- Experience working with Indigenous learners and community-based training programs.
What We Offer
- Full-time employment.
- Competitive salary package.
- Supportive and culturally inclusive workplace.
- Opportunity to work within a growing Indigenous organisation.
- Professional development and career progression opportunities.
- Exposure to all aspects of RTO operations, compliance, and training contract management.
- Opportunity to make a meaningful impact on training and employment outcomes across the Northern Territory.
Location: Darwin, NT
To Apply: Please submit your resume and cover letter outlining your experience with RTO administration, VETtrak, AVETMISS reporting, and User Choice contract management.
Pay: $75,202.28 per year
Work Location: In person
