Intake and Enrolment Coordinator

INTRODUCTION

The Victorian Cooperative of Children’s Services for Ethnic Groups (VICSEG) New Futures is a not-for-profit community organisation that has been supporting newly settled migrant and refugee families for 45 years. Our Registered Training Organisation, New Futures Training, was established in 2002 and provides vocational training and pathways to employment in the human services and care sectors. We also offer a variety of community programs tailored to the needs of families in the early stages of settling in Australia. These include supported playgroups, family mentoring, parenting programs and women’s groups.

Position Summary

An Intake and Enrolment Coordinator is responsible for the initial screening and enrolment of students. They will be managing the client information, organising appointments, and coordinating with other staff members to ensure that students receive the best possible outcomes.

The Intake and Enrolment Coordinator plays a vital role in providing support and guidance to students during their initial contact with the New Futures Training.

The Intake and Enrolment team work across all campuses and stay connected through weekly meetings, Teams channels and calls.  The team is led by the Intake and Enrolment Manager.

Main Responsibilities

Role and Responsibilities

• Ensure all intake and administration duties are undertaken in a professional, respectful and timely manner.
• Handle enrolment enquiries by communicating with students about their training needs and those of the courses on offer with NFT.
• Assess student eligibility and appropriateness for courses with NFT following policies and procedures.
• Process enrolment registration by completing digital enrolment and intake pack with students, including fees collection, data entry and record keeping.
• Maintain student Waitlist and enquiries
• Support students to independently complete LLND assessments and provide feedback and course enrolment guidance when needed.
• Preparation of enrolment packages.
• Confirmation of enrolments.
• Working with, and ensuring compliance with state and federal legislative guidelines.
• Participate in Quality Control checks and team meetings to ensure high level compliance
• Comply with student intake policies and procedures and ensure that they are implemented as per instruction.
• To provide advice on entry requirements, fees, course structure, admissions and enrolment procedures including information about funding opportunities as required.
• To report system inconsistencies to Intake and Enrolment Manager in order to ensure anomalies are rectified.
• Fulfil other duties as required by management and other department personnel as requested/required.

The above list is not exhaustive and the role may change to meet the overall objectives of the organisation.

Team and Organisation Responsibilities

• Participate in: Weekly meetings with their Manager, VICSEG staff meetings, Staff performance reviews, Peer support activities.
• Contribute to team performance, systems usage and quality assurance activities.
• Participate in personal professional development and team development activities.
• Work within the principles outlined by the VICSEG Policy and Procedure Manual Including: Code of Conduct; Whistleblower Policy; Complaints and Appeals Policy and Procedure; Governance Policy and Procedure; Child Safety and Wellbeing Policy; Child Safe Statement and Resources
• Promote and maintain a safe, inclusive, and healthy workplace, following VICSEG’s Work Health and Safety and Equal Opportunity principles.
• Undertake additional reasonable duties as directed by management to support the goals of the organisation.
• Uphold Child Safe Standards in all work activities and interactions.
• Actively identify, mitigate, and report child safety risks.
• Participate in all required Child Safety training, annual refreshers, and cultural safety training.

Child Safety Responsibilities

All VICSEG New Futures employees share responsibility for creating and maintaining a child-safe environment. In this role, you are required to:

• Uphold VICSEG’s Child Safety and Wellbeing Policy, Code of Conduct, and Child Safe Standards (11 Standards).
• Maintain a strong culture of child safety, cultural safety, and inclusion for children from CALD, refugee, migrant, and Aboriginal and Torres Strait Islander backgrounds.
• Immediately report any concerns, risks, disclosures, or breaches in accordance with mandatory reporting and internal reporting procedures.
• Participate in mandatory Child Safety training, including cultural safety, trauma-informed practice, and reporting obligations.
• Ensure your work practices, decision-making, and interactions align with child-safe behaviours at all times.
• Maintain valid Working With Children Check (WWCC) and undergo a Police Check as required.
• Contribute to creating environments that prevent grooming, abuse, harm, or unsafe behaviour.

Skills and Knowledge required for the Position

1. At least 3 years’ experience in similar role
2. Experienced user of VETtrak, LLN Robot, RTO Apply and Microsoft products
3. High level digital literacy skills
4. Deep understanding of Skills First funding and the VRQA guidelines/ASQA Standards

Probity and Suitability Requirements

This role requires:

1. Satisfactory National Police Check
2. Satisfactory Reference Checks
3. Valid Working With Children Check (WWCC)
4. Proof of identity and work rights in Australia
5. Completion of a Child Safety Suitability Declaration
6. Ongoing monitoring of compliance obligations
7. Willingness to complete a Fit and Proper Persons declaration

Working Relationships

1. The position reports directly to Intake and Enrolment Manager
2. All VICSEG employees are accountable to the Committee of Management through the Executive Director.
3. The position is expected to work closely with a variety of teams across the organisation including, compliance, intake and enrolment, student services and administration and training and assessment.
4. The position will be based at VICSEG head office in Coburg with flexibility to work from other campuses when appropriate
5. Liaise with internal Child Safety Officers (Child Safety Committee members) where required.

Personal Qualities

• Self-motivated and reliable.
• Professional and ethical in all interactions.
• Demonstrates initiative and problem-solving ability.
• Culturally sensitive and respectful.
• Flexible and adaptive to change.
• Collaborative and team-oriented.
• Positive and proactive approach to challenges.
• Demonstrates commitment to child safety, equity, inclusion, and culturally safe practice.
• Values alignment to VICSEG New Futures Training.

Selection Criteria

Required:

• Minimum 3 years’ experience working in similar roles in RTOs
• Demonstrated knowledge of VRQA Guidelines, AQTF, AQF, Skills First regulatory requirements
• Experience working with culturally and linguistically diverse (CALD) groups
• Demonstrated written and verbal communication skills
• Demonstrated ability to independently manage and organise own day to day work plan and activities
• Demonstrated ability to plan, prioritise, and work independently
• Satisfactory Police Check and Working With Children Check (WWCC)
• Commitment to the principles of child safety, equity, and cultural inclusion
• Demonstrated understanding of Child Safe Standards, mandatory reporting, and obligations to protect children
• Willingness and ability to uphold the Child Safety Code of Conduct
• Ability to identify, assess and respond to risks to child safety

Employment details

• Employment Type: Fixed Term Contract (until Dec 2026)
• The position will be based at VICSEG head office in Coburg with flexibility to work from other campuses, by agreement, when appropriate
• Access to salary packaging to increase your take-home pay
• Market-aligned, competitive salary
• Access to Employee Assistance Program (EAP) for confidential wellbeing support
• Additional four (4) paid personal leave days after 12 months of continuous service
• Two paid staff wellbeing / team-building days per year organised by VICSEG New Futures for their employees
• Supportive, values-driven not-for-profit environment
• Professional development opportunities and training support
• Opportunity to make a meaningful impact within a community-focused organisation
• Inclusive, culturally diverse workplace
• Collaborative leadership team and supportive management

How to Apply

Please submit your CV and a cover letter addressing the selection criteria.

Applications close 27 February 2026.

VICSEG is committed to child safety and creating a culturally safe and inclusive workplace. We strongly encourage applications from Aboriginal and Torres Strait Islander peoples, and people from culturally and linguistically diverse backgrounds.