Training Administrative Assistant (Part-Time)

Avetta

Avetta

Administration
Mount Maunganui, New Zealand · Mount Maunganui, New Zealand
Posted on Saturday, February 24, 2024

SUMMARY

The Training and Competency Support role plays a vital part in the administration and smooth-running of Avetta day to day business activities, providing support to both the training delivery and competency management service teams. Having the ability to multitask with ease and communicate internally and externally is essential.

This position is an early career role with an administrative focus. Ideal candidates will have 2-3 years of applicable experience.

This is a hybrid role in our Mount Maunganui office with 3 days working in office and 2 days working remotely. Only qualified candidates who currently reside within commutable distance of Mount Maunganui will be considered at this time.

Please note: This role requires full working rights in New Zealand, without current or future sponsorship. Proof of this is required to be produced during the final stages of the selection process.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Learner enrolments and assessment programmes in Wisenet.
  • Processing of assessments, NZQA results processing, records management and reporting in the Trainee Management System – Wisenet.
  • Contributes to ensuring timely processing of clients’ new employee training requirements by reconciling NZQA and training certificates against work tasks requirements and proactively addresses any variances with relevant stakeholders.
  • Send trainer evaluations to Programme Evaluator weekly.
  • Coordinate meetings and appointments and complete relevant administration i.e. minutes.
  • Ensuring all stationery stock levels are sufficient for business needs.
  • Creating and maintaining the Avetta filing and archiving system (electronic and hardcopy).
  • Meeting and greeting any incoming visitors.
  • Ensuring the office environment is clean, tidy, and secure and maintaining the kitchen, including supplies and equipment.
  • Operating the telephone system.
  • Managing all incoming and outgoing mail and courier packages.
  • Assist with Fleet Management, including checking vehicles are road-worthy and liaise with the lease company.
  • Organise and maintain the Equipment Register.
  • Ensure designated trainees are registered with NZQA in a timely manner.
  • Ensure all trainee documentation is completed to the required standard, scanned and saved electronically to file.
  • Assist with building and ground maintenance as required.
  • Assist with organising travel for trainers as required.
  • Preparing training resources and supporting trainers/ assessors to ensure programmes are organised.
  • Meticulous data entry into Avetta compliance database (Workforce Management) and clients’ databases.
  • Tracking client employee compliance training plans and accurate escalation of any variance. Includes: reconciling course attendance and providing accurate reporting on any variance to planned activities, training evidence processing and tracking.
  • Accurate and timely update of clients’ training calendars with appropriate notes on any variance to planned activities.
  • Support management and support staff as required.
  • Other functions as determined by business requirements.

MINIMUM SKILLSET:

ESSENTIAL:

  • Advanced word processing, spread sheeting and data entry skills using Microsoft Office suite.
  • Advanced knowledge of Microsoft Outlook.
  • Excellent spelling and grammar.
  • Excellent telephone manner.
  • Calculation skills.
  • High level of customer service.
  • Knowledge of office methods, systems and office equipment.
  • Awareness of cultural differences.
  • Excellent oral and written communication skills.
  • Problem-solving and time management skills.
  • The ability to prioritise.
  • Ability to multitask essential.

DESIRABLE:

  • Awareness of health and safety in the workplace.
  • Knowledge of utilising social media in a corporate environment i.e. - Facebook, Twitter, website, blogs, LinkedIn etc.

PERSONAL QUALITIES:

  • Friendly, confident and outgoing.
  • Initiative.
  • A positive attitude at work.
  • Responsible and honest.
  • Be calm, especially when under pressure.
  • Desire and commitment to continually up-skill.
  • High level of personal presentation.
  • The ability to work under pressure and meet deadlines.
  • The ability to maintain confidentiality.
  • A strong focus on adding value to the organization.
  • Attention to detail.
  • Flexible and able to adapt to change.

METRICS THAT MATTER:

  • High quality outputs (accuracy and efficiency) in all aspects of work.
  • Compliance with the Avetta quality management system.
  • Improved systems, processes and general operation of the organization.
  • Evidence of relevant up skilling and personal development.

EDUCATION, TRAINING AND EXPERIENCE:

  • A recognised business or business administration qualification or 2-3 years’ experience in similar role.
  • Full (clean) NZ car drivers’ licence.