POSITION DESCRIPTION. Warrnambool. Classification: Contract Remuneration: Negotiated commensurate with qualifications, skills and experience Status:

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1 POSITION DESCRIPTION Position Title: Registered Training Organisation Operations Manager Department RTO Registered Training Organisation (RTO) Location: Warrnambool. Classification: Contract Remuneration: Negotiated commensurate with qualifications, skills and experience Status: Full-time Qualifying period: 6 months Incumbent: Preparation date: September, 2014 Prepared by: Michael Bellamy Approved by: Dean Luciani PRIMARY/KEY OBJECTIVES Reporting to the Chief Executive Officer (CEO) the Registered Training Organisation (RTO) Operations Manager will focus on business growth, sustainability and compliance. The RTO Operations Manager is primarily responsible for the management, coordination and administration of Westvic Staffing Solutions Training Department and the delivery and monitoring of the companies vocational education and training programs as an RTO. The incumbent is required to manage and coordinate all training programs with relevant department personnel and/or contractors. They will also be expected to promote the companies services to potential employers, industry generally, job seekers, relevant government agencies, as well as the broader community. Financial management will extend to ensuring the company s financial objectives relating to delivery of vocational education and training are achieved; monitoring of all department financial expenditure; and the provision of authoritative advice to the CEO. The incumbent will be expected to develop and improve quality systems ensuring compliance with all relevant external bodies including contract requirements, quality assurance, accreditation and legislative requirements. In the field of Human Resource Management the incumbent will be expected to contribute to the development of operational matters and the broader areas of staffing structures, staff welfare and professional development, and develop a sound knowledge of Westvic Staffing Solutions policies, objectives, and scope of operations, and provide key support and advice to the senior management.

2 Operations managers are required to create an environment where the management of risk is accepted as a personal responsibility of all employees and contractors. They will assist the CEO in the implementation and maintenance of sound risk management processes and structures within their area of responsibility in accordance with the risk management policy. RELATIONSHIPS Internal: The RTO Operations Manager reports directly to the CEO and maintains strong relationships with the Financial Controller, Human Resource / Work Health and Safety Manager. The RTO Operations Manager is expected to liaise closely with other Operations Managers (OM s) as well as Regional Office Managers (ROM s) in determining priorities and ensuring a coordinated and integrated approach to servicing our clients. External: Relationships are maintained with the Department of Education and Early Childhood Development (DEECD), Sate Regulator, other State and Federal Government departments as well as relevant stakeholder agencies and organisations. EXTENT OF AUTHORITY AND RESPONSIBILITIES The general features of this level require the employee s involvement in the initiation and formulation of extensive projects or programs which impact on the organisation s goals and objectives. Employees are involved in the identification of current and future options and the development of strategies to achieve desired outcomes. Positions at this level undertake significant independence of action and will demand responsibility for decision making within the constraints of organisational policy and require the employee to provide advice and support to all facets of the company such as setting targets and budgets, managing and negotiating resources, maintaining quality to company standards and working within set budgets and time constraints. STATEMENT OF SPECIFIC ACCOUNTABILITIES 1. Strategic Planning and Business Development Build and maintain positive ongoing relationships with internal and external stakeholders Identify and develop new training opportunities and integrated service packages Lead the development of the annual RTO business plan Liaise with OM s and ROM s to identify new training opportunities and to ensure a coordinated approach Write and submit tender documents for existing and new opportunities

3 2. Marketing Provide leadership in the development of the RTO marketing plans ensuring their integration with the Westvic marketing strategy Actively seek and create commercially viable business development and expansion opportunities both internally and externally through regular business contact Work with clients (existing and potential) to identify and establish training needs and solutions Establish and authorise marketing material for RTO use Monitor the implementation of the marketing plan 3. Quality Ensure training delivery meets Australian Quality Training Framework (AQTF) and Higher Education Skills Group (HESG) compliance requirements and the minimum performance/reporting standards associated with all Government Funded training programs including Victorian Training Guarantee guidelines and contractual obligations Facilitate audits by external parties of training programs and services Coordinate and manage regular internal audits for compliance against established standards, contractual requirements and RTO policies and procedures Ensure the accuracy/compliance of commercial contracts and their stated outcomes through to completion Conduct regular RTO staff meetings to share knowledge and gain input to improve the quality of systems and procedures Provide leadership in the review and development of RTO policies and procedures In conjunction with staff identify opportunities for improvement in the application of modern IT systems, hardware and software Monitor student performance and outcomes as well as student satisfaction with the delivery of RTO 4. Financial Operating Performance Prepare annual RTO budget with assistance from the Financial Controller Develop, analyse and provide information relating to the pricing of RTO programs together with financial options to the Financial Controller for consideration and CEO approval Ensure financial viability through the application of effective pricing and training delivery models Lead and / or assist in the preparation of company submissions for funding to external agencies Monitor the key financial indicators for RTO for all sites In conjunction with the Financial Controller review outstanding accounts to ensure they are maintained within the Company s credit policy and recommend appropriate actions for settlement Provide financial management reports as required to the CEO

4 5. Staff Management and Development Ensure that all staff understand and support the achievement of the company objectives - Vision, Mission and Values Lead and manage the RTO Team including: annual staff performance management and development program with midyear and annual reviews staff development through the appropriate delegation of duties and skills development and training performance management and recognition Coordinate tasks of all RTO staff and/or contracted trainers across all offices and offsite locations Liaise with the ROM s to ensure staff have access to appropriate work tools, systems, and equipment Manage staff leave and absences to ensure human resources are adequate to cover service provision In conjunction with the HR Manager oversee the recruitment, induction and training of new staff 6. Communications Provide regular feedback and reports on RTO performance to the CEO Ensure open and effective communications with other Operations Managers and staff Act as a communication reference point on all matters associated with the establishment and delivery of training programs, including relevant legislation and government policy developments Liaise with DEECD and relevant external parties in relation to contract management, growth and funding opportunities Provide leadership in the preparation of funding proposals, business submissions and negotiating contracts associated with training programs and services Monitor performance of strategic alliances and maintain sound relations with all external parties 7. Customer Service Monitor customer service standards by undertaking customer service surveys at regular intervals Share results with staff and proactively use data to create service improvement in customer service Provide timely and accurate advice and information to all Westvic Staffing Solutions clients in a professional manner Ensure that all communications are promptly responded to 8. General Administration Maintain all data and information systems as required to ensure accurate and up to date information for reporting to both Westvic Staffing Solutions and the DEECD Manage the submission of annual AVETMISS data to the DEECD. Manage the submission of regular student statistical data and claim submissions

5 Ensure currency of the student management systems 9. Occupational Health & Safety Ensure Training staff understand and carry out Work Health and Safety (WHS) responsibilities when delivering training programs Liaise with the WHS Manager to instigate training where necessary to assist staff members to improve their understanding of their current WHS responsibilities in maintaining a safe workplace Undertake regular workplace inspections to ensure workplaces are free from risk to health and injury Liaise with the WHS Manager in following up any WHS incident investigations, managing WorkCover claims and Return to Work Plans 10. Travel Travel between all current and future Westvic RTO sites on a regular basis to conduct meetings and monitor staff service activity Travel to other Victorian locations including Melbourne as well as interstate to attend meetings and conferences 11. Self-Development Maintain relevant knowledge of: o Victorian Training Guarantee contractual service requirements o Government Initiatives and policies in relation to RTO s o Industrial Relations matters and trends o The regional and state employment and training markets o Performance management techniques o Marketing techniques Undertake additional training as required to perform the role 12. Housekeeping Liaise with Operations Managers and Site Managers to ensure workplaces and workspaces are maintained to a high standard at all times and that customer/ client contact points are operating at high presentation standards Ensure that all equipment is maintained and secured appropriately ADDITIONAL INFORMATION The incumbent must adhere to all current relevant codes of conduct and legislation requirements including: Westvic Staffing Solutions policies/procedures and protocols

6 o Privacy Act o Equal Employment Opportunity Act o Work, Health and Safety Act o Government/Industry Codes of Conduct Performance targets will be negotiated as part of Westvic Staffing Solutions regular performance planning and review processes The incumbent is required to undertake a police and Working With Children record check prior to employment The incumbent can be expected to be allocated duties not specifically outlined within their position description, however within the capacity, qualifications and experience normally expected from a person occupying this position. REMUNERATION PACKAGE An attractive salary package will be offered which includes access to salary packaging and full private use of company vehicle. Superannuation: Contribution in accordance with the Superannuation Guarantee (Administration) Act 1992 as varied from time to time. Benefits and Allowances: Tax advantaged salary packaging available (subject to policy restrictions) Private use of company car (subject to policy requirements) Mobile Phone provided (subject to policy requirements) Upon completion of initial 3 month period, a uniform allowance of $350 p.a. KEY SELECTION CRITERIA QUALIFICATIONS AND EXPERIENCE Essential: Diploma or Degree qualification in the field of education and training, Cert IV in Training and Assessment (TAE40110) and / or demonstrated relevant experience Experience in the development and delivery of flexible training programs (accredited and nonaccredited) Understanding of government funding in relation to training, the Australian Quality Training Framework (AQTF) and regulatory compliance requirements. Demonstrated experience in management and compliance A proven background in sales and marketing Ability to establish and create networks across various industries and community services

7 Proven record in identifying and leveraging opportunities critical to business development Strong strategic direction and planning experience Current Driver s License Desired: Broad knowledge of economic trends and their effect on the labour market and training and education systems Knowledge and/or ability to understand and promote the role and function of the various services provided by Westvic Staffing Solutions i.e. Job Services Australia (JSA), Group Training Organisation (GTO) and Registered Training Organisation (RTO) Experience using a performance management system for staff Knowledge of VETrack or a similar AVETMISS compliant student management system Relevant experience and ability to use the Microsoft Office suite of applications (in particular Word, Excel, Outlook). PERSONAL ATTRIBUTES High level of communication skills, both oral and written including report and tender writing Strong people skills, with the ability to work collaboratively and communicate effectively with a wide range of stakeholders Strong planning and organisational/time management skills with the ability to prioritise important tasks when under pressure Proven ability to meet deadlines and achieve established targets/objectives Highly motivated, with the ability to motivate staff and drive performance Ability to use own initiative and exercise judgment in matters for which there are no established procedures Problem solving including negotiation and counselling skills High standard of personal presentation A strong desire to grow the business and a passion for training APPLICATIONS Specific inquiries regarding the position can be directed to the CEO Dean Luciani, by phoning A letter of application addressing the Key Selection Criteria together with a comprehensive resume including the names of 2 professional referees are to be submitted via to the HR Manager Michael Bellamy - mbellamy@westvic.org.au Applications close Monday 13 October, 2014