Training Administration Officer

Training Administration Officer

Position reports to: TGA Vice President) 

Work location: A suitable work location to be provided by the Training Administration Officer 

ABOUT TOUR GUIDES AUSTRALIA

Tour Guides Australia (TGA) is a national not for profit advocacy body undertaking the professional development and accreditation of Tour Guides and actively engaging with peak tTourism entities within the sector to advocate for TGA members and the greater tourism and visitor sector. 

TGA’s mission is to represent, educate and support guides to deliver world class services to the tourism industry. TGA maintains the required standards, encouraging training, promoting best practice and eliminating unethical guiding practices. TGA is recognised by the Australian Government for its Tour Guide Accreditation Program, and for representing the interests of Australian Tour Guides. TGA is committed to assisting tour guides in building long term relationships with businesses, as well as with other members of the tourism industry and stakeholder groups. 

Tour Guides Australia is:

• A member of The World Federation of Tourist Guide Associations (WFTGA)
• An affiliate member of UN World Tourism Organisation (UNWTO) 
• An official partner of UNESCO 

TGA is led by a member elected Management Committee that meets regularly. The Management Committee is supported by three sub committees – Member Engagement, Training and Accreditation, and Business Development, as well as part time staff (Administration Services Manager and Business Development Officer).

ROLE PURPOSE

TGA delivers Tour Guiding Fundamentals, a national three-day micro credential training course for people wanting to develop foundational knowledge and skills to enter tour guiding. TGA’s industry-led course gives successful participants entry level skills into the current tour guiding environment. It is also a pathway towards formal accreditation and recognition by Tour Guides Australia, a peak national industry association.

The Training Administration Officer will support the dedicated TGA Accreditation and Training team to service the needs of TGA’s training program. The Training Administration Officer is required to provide administrative support to the TGA training program for at least  8 hours per week through activities such as managing training enquiries, providing administration support for any scheduled courses, promoting and marketing TGA training in new and existing markets, file management, data entry, and using and maintaining standard office equipment and software. The role involves contact with members and other stakeholders such as course participants, trainers and service providers

KEY ACCOUNTABILITIES  

• In collaboration with the TGA Business Development Officer and Chair Training & Accreditation Sub Committee (“Chair”), promote TGA training courses in identified new and existing markets
• Maintain a register of training enquiries by location for consideration by the Chair
• In collaboration with the Chair, coordinate all administrative logistics for scheduled course, including:
  • arrange venues, catering and provision of supplies and course materials (digital and/or hard copy) for scheduled courses
  • promote upcoming courses in the region through engagement with key stakeholder groups, eg. promotional articles in regional tourism newsletters etc., manage course registrations
  • provide participants with registration instructions
  • develop and maintain a budget for each course
  • manage issue and receipt of trainer contracts and annexures
  • arrange flights and accommodation when required for the trainer or others
  • process participants’ TGA membership offer post course
  • prepare post course articles, photos etc. for inclusion in TGA socials or other media.
  • forward follow-up surveys 3 months, and 6 months,  post course to collect  data about participant engagement in tour guide work.
  • maintain training records, including trainer contracts, orders, emails, invoices, photos, sign-in sheets in a shared cloud drive.

• Undertake other training administration duties including the appropriate management of incoming enquiries, mostly via email
• Provide general training administrative support including, but not limited to, electronic file management, data entry, word processing, and purchasing training related supplies
• Use and update relevant databases, and maintain accurate and comprehensive records, in accordance with prescribed policies and procedures
• Send correspondence related to a range of administrative matters and attend to follow-up procedures as necessary, 
• Maintain high levels of confidentiality and security of sensitive material
• Deliver services in line with agreed standards and recommend efficiency improvements,
• Other duties as requested

KEY SELECTION CRITERIA  

Skills 

• Be proficient in the use of various information technologies and equipment including Word, Excel, Google Drive, Wild Apricot (desirable), CRM databases, and Eventbrite or similar
• Prior administration experience is essential
• Experience in event management and promotion is desirable

• Experience in working independently, off-site and remotely is desirable 
• Experience in working with not-for-profit or member-based organisations is highly desirable

Personal qualities 

• Ability to proactively identify member needs and provide options and recommendations where appropriate
• Ability to develop and maintain effective and productive working relationships with members, stakeholders, colleagues, and external providers.

Other relevant information 

• General working hours will be 8 hours/week spread over 2 or more days as agreed with TGA.
• Some flexibility with working hours is an advantage to meet unforeseen work requirements
• The successful applicant will be required to have an ABN, to enter into a Training Administration Officer Agreement, and to invoice TGA monthly for services provided.
• The successful applicant will be required to provide a workplace with secure document storage, computer, internet and printing facilities as approved by TGA as part of this Agreement
• It is recommended that the Training Administration Officer maintain professional indemnity insurance cover as an independent administration/support services provider to cover matters such as accidental disclosure of personal information to a third party without their consent.
• The successful applicant will be paid $38/hr plus superannuation.