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TYPE OF WORK
Full Time
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SALARY
N/A
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HOURS PER WEEK
38
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DATE UPDATED
Jan 22, 2026
Role Purpose
The RTO Compliance & Administration Officer provides structured administrative and documentation support to ensure the RTO’s records, evidence, and systems are organised, current, and audit-ready in line with the Standards for RTOs 2015.
This role is administrative only and does not hold decision-making authority for compliance, training, or assessment.
Key Responsibilities
1. Compliance Documentation & Evidence Control
Maintain version-controlled records for:
Training and Assessment Strategies (TAS)
Assessment tools and mapping matrices
Validation schedules and evidence packs
Organise and maintain audit-ready folders aligned to ASQA requirements
Ensure document naming conventions and version control are followed at all times
2. Trainer & Assessor Records Management
Maintain trainer and assessor files, including:
TAE credentials
Vocational competency evidence
Industry currency records
Professional development logs
Track expiry dates and follow up missing or outdated documentation
Maintain the trainer and assessor matrix under management direction
3. Student Administration & Records
Maintain student records within the Student Management System (SMS)
Track enrolments, completions, withdrawals, and transitions
Prepare Statements of Attainment and completion documentation for approval only
Maintain secure student file storage and record integrity
4. Validation & Continuous Improvement Support
Schedule validation sessions and prepare validation packs
Maintain validation registers and meeting records
Update continuous improvement registers as directed
Track corrective actions and follow-ups
5. Governance & Reporting Support
Maintain registers for:
Complaints and appeals
Risk management
Continuous improvement
Prepare compliance status summaries and documentation packs for management review
Support internal and external audit preparation activities
What This Role Does NOT Do
To ensure compliance integrity, this role must not:
Interpret training package or unit requirements
Approve or sign off assessments, TAS, or mapping
Make compliance determinations
Respond directly to ASQA or funding bodies
Modify training or assessment materials without instruction
Approve trainer or student outcomes
All compliance decisions remain with RTO leadership or appointed compliance professionals.
Required Skills & Experience
Strong administrative and document management experience
High attention to detail and version control discipline
Experience supporting regulated environments (RTO, NDIS, ISO, healthcare, or similar)
Ability to follow structured SOPs without deviation
Strong written communication and organisational skills
Confidence working with digital systems and cloud-based document storage
Desirable (Not Mandatory)
Prior exposure to the Australian VET sector
Familiarity with the Standards for RTOs 2015
Experience working with Student Management Systems
Key Competencies
Methodical and process-driven
Reliable and consistent
Comfortable working within strict boundaries
Proactive in identifying missing documentation
Calm under compliance pressure
