User Guides by Job Role

Step by step instructions and examples

User Guides in this section are grouped under different job roles that might be found within a training organisation… don’t worry if you don’t recognise your job role here – you might be doing all of these jobs at once!

Program / IT Administrator

Your activities include installing software on clients and servers, monitoring for and updating software, setting up the program with your organisations details and managing the static pages of your college’s website.

Program / Course Manager

You contact tutors, organise class venues, create course categories and groupings, set up courses, schedule classes and generate timetables, get content ready for publishing to your website and/or brochure and make sure tutors get the resources they need to run their classes.

VET Manager

You are mostly interested in AQTF and AVETMISS compliance. You need to be sure that courses and classes are advertised correctly, outcomes are recorded and student certificates and transcripts are issued. You also need to keep track of your VET tutors, what they are qualified to train and assess, what classes they are assigned to and ensuring they have access to the program documents and resources they need to successfully deliver their programs. You also need to manage and keep track of students enrolled in qualifications being completed on a modular basis, by undertaking distance study, traineeships or those who are gaining recognition through RPL or RCC services.

Enrolment officer

You take student inquiries about courses and classes over the phone and in person and need to find data quickly, process enrolments and enter outcomes at the end of the term.

Administration Manager

You need to make decisions about class viability and demand, whether to add an extra class or cancel an existing one. You need to contact students if course details change or to transfer them to different classes. You might work with the financial manger in processing refunds and work with tutors and site coordinators to ensure all end of course paperwork is collected and processed.

Financial Manager

You need to keep track on the income generated by classes, venues and programs. You need to reconcile daily transactions and perform refunds or provide credit notes to students. You check class delivery against pay claims and process pay claims and contractor invoices.

Site Coordinator

You need up to date details of what classes, tutors and students are happening at your venue and what training rooms they need access to. You distribute and collect important documentation like class rolls, assessment recording forms and student handbooks.

College Manager/Principal

You need a global indication of how your college is performing, what programs are profitable, what discounts or promotions you wish to offer to your clients, what marketing strategies are effective in generating enrolments and where there are opportunities for growth.