What a VA does
Admin support across your whole RTO
Our VAs work as part of your team, across admissions, student administration, training support, compliance, finance and marketing. Here's a sample of what RTOs hand over to us.
Enrolments & admissions
- Processing enrolment applications
- Preparing offer letters and enrolment documents
- Entering new students and enrolments into your student management system
- Checking enrolment paperwork is complete and following up what's missing
- Entering agent, employer and lead details
Student administration
- Managing shared inboxes and actioning emails against your business rules
- Filing student documents such as RPL evidence, ID and visa documents and training contracts
- Electronic document management and filing
- General letters and mail merges
- Interim statements of results and progress transcripts
- Sending academic statements to students by email or post
- Entering attendance, including from scanned attendance sheets
Training & assessment support
- Entering interim and final results from trainers and assessors
- Entering and creating timetables to your guidance
- Transcribing trainer notes from workplace or student visits
- Formatting and updating training and assessment documents to your templates
Compliance & reporting
- Attendance monitoring reports and identifying students with low attendance
- Course progress reports and identifying students falling behind their training plans
- Flagging anomalies to your compliance manager
- Filing and mapping evidence against your compliance requirements
- Tracking when trainer and staff qualifications are due for review or renewal
- Typing up and transcribing compliance meetings
- AVETMISS data checks, validation errors and submission preparation
Finance & fees
- Raising invoices
- Recording and processing student payments
- Overdue fee reminders and payment plan follow-ups
- Contacting students by email, SMS or mail merge letters
- Agent commission tracking and reconciliation
- Data entry in your accounting software
Marketing & communications
- Campaign emails and SMS to leads and prospective students
- Entering lists of agents, employers and leads
- Newsletters and announcements
- Regular updates to your blog and social media accounts
Website & digital
- Uploading new articles, course information and materials to your website
- Updating website images and links
- Testing your website for errors and broken links
- Basic video editing (intros and outros) and uploading to your channels
Student management system data
- Data clean-ups and correcting data errors
- Importing and exporting data
- Setting up data for new courses, units or features you want to start using
- Support when you move to a new system
Peak periods & projects
- AVETMISS season (January–February) support
- New intake periods
- Clearing results, certification or filing backlogs
- Cover while your own staff are on leave
Something not listed?
If it's a process, we can usually help
Any task that can be broken down into a documented process, and doesn't need someone physically in your office, can usually be done by a VA. During onboarding your VA writes up each process step by step, so the work is done your way every time.
What your VA does
- Day-to-day admin and data work, to your documented processes
- Prepares, checks and flags work for your review
- Reports every task and the time it took, every day
What stays with your team
- Assessment judgements and competency decisions
- Compliance decisions and sign-offs
- Anything that needs someone on site
Ready to take the admin off your team's plate?
Register your interest and we'll come back to you within one business day with availability and pricing for your RTO. No obligation.