Information Technology Administrator

HumanAbility; Melbourne; Hybrid; AUD 60,000 - 90,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

HumanAbility is seeking an IT Administrator to provide hands-on IT support and administrative coordination. This full-time role reports to the Manager Technology and Cyber Security, ensuring accurate asset registers, licences and subscriptions, and smooth onboarding processes.

You will coordinate with staff, MSP, and external providers, maintain documentation, and assist with security incident handling and project coordination.

Qualifications

• Formal IT support and office IT experience.
• Experience maintaining asset registers, licences and subscriptions.

Responsibilities

• Maintain asset register, licences and subscriptions with monthly reconciliation.
• Coordinate onboarding and forms with MSP and staff.
• Provide on-site IT assistance and basic troubleshooting.
• Coordinate project documentation and office moves.
• Assist with cybersecurity controls and incident responses.
• Support MSP with service desk activities.

Skills

IT support

Project coordination

Documentation

Communication

Staff liaison

Security awareness

Data integrity

Time management

Education

Tertiary IT qualification

Tools

Microsoft 365

SharePoint

Monday.com

Xero

Job description

HumanAbility is a Jobs and Skills Council for the health, human services, aged care and disability, sport & recreation and early childhood industries.

HumanAbility’s objective is to advance education by supporting skills and workforce development for the above specified industries. It is a values-based organisation, that is not-for-profit, industry-owned and led, that is contracted by the federal government.

HumanAbility will achieve its objectives through:

• Implementation of the Jobs & Skills Councils – Strengthening Australia’s National Vocational Education and Training System program, or its replacement program, and similar programs supported by governments and/or industry;
• Workforce planning activities that develop strategies to address workforce challenges, using high-quality data and evidence on current and emerging skills needs (in collaboration with Jobs and Skills Australia) associated with a range of educational pathways, including vocational education and training (VET) and higher education;
• Formal and informal training product development, including resources aligned with standards set by Skills Ministers to improve the quality, speed-to-market and responsiveness of nationally recognised training products;
• Contributions to the implementation, promotion and monitoring of VET; and
• Industry stewardship to advance education by acting as a source of intelligence on issues affecting relevant industries and national training system opportunities.

We have an opportunity for a IT Administrator to join us on a full-time basis in an ongoing capacity subject to funding (currently funded until mid-2028).

About the Position

The Information Technology Administrator provides project and administrative support to the Executive Director, Corporate Services and reports to the Manager Technology and Cyber Security.

Most of the role is hands-on administration, keeping the asset register, licences and subscriptions accurate and current, coordinating onboarding and technology forms, and maintaining process documentation.

The role coordinates information between staff, the managed service provider (MSP), other service providers and consultants/contractors.

The role supports secure and efficient IT operations through accurate administration and coordination.

Key Accountabilities

Asset, licence and subscription administration

• Maintain the asset register, recording the holder, status, location and condition of every device, and reconcile it monthly.
• Coordinate equipment returns and decommissioning with the MSP, follow up missing equipment, and retain evidence of data sanitisation and release from device management before disposal or sale.
• Maintain a renewals calendar for licences, subscriptions and contracts, and gather current and not-for-profit pricing so each renewal can be market tested before it falls due.

Forms documentation and information

• Coordinate completion of new starter and other technology forms, check required information and approvals, and track submission and follow-up with our MSP or the relevant team.
• Keep process instructions and knowledge base articles current so staff can find consistent answers to routine questions.
• Check collated information for completeness and accuracy, flag discrepancies to the Manager, and assist with documentation for business data and CRM systems as assigned.

Staff and provider liaison

• Follow up open tickets and agreed service actions with the MSP and other providers, keep staff informed, and escalation to the Manager any issue that is recurring or unresolved beyond the agreed service level.
• Provide on-site IT assistance to staff, carrying out basic troubleshooting, device set-up and meeting room support tasks under technical guidance of the MSP.

Project coordination and follow through

• Maintain project documentation, meeting actions and decisions. Help coordinate new office arrangements and other assigned initiatives.
• Maintain project management boards with agreed actions, responsible contacts, due dates and progress. Follow up outstanding items and raise delays or dependencies with the Manager or Executive Director.
• Follow up agreed deliverables and provide concise progress updates. Flag delays, dependencies and matters requiring a decision to the Manager or Executive Director
• Coordinate staff feedback on projects and services and track agreed follow-up actions.
• Arrange meetings and gather staff requirements, questions and supporting information for the Manager and relevant providers.

Cyber security and Ad hoc support

• Submit receipts and supporting documents in the expense system, assist with invoice and licence enquiries, and undertake other administrative tasks as directed by the Manager or Executive Director, Corporate Services.
• During a security incident, gather information, maintain the incident log and prepare draft inputs for the Manager’s assessment and reporting.
• Progress with agreed upon actions with manager and follow through with escalation pathways as discussed with manager'
• Undertake other ad hoc work, tasks and projects, as directed

Key Skills and Competencies

• Organise assigned priorities and follow actions through to completion
• Communicate clearly, explain processes in plain language and work constructively with people who have different levels of technical knowledge
• Keep accurate records, follow documented procedures and retain evidence of completed steps
• Use sound judgement to identify gaps, ask useful questions and elevate decisions outside agreed authority
• Use business systems confidently and learn new tools quickly
• Handle personal and organisational information with discretion and integrity
• Use business systems confidently and quickly learn new systems, tools and processes
• Observe and follow work health, safety and wellbeing policies and guidelines.

Qualifications and Experience

Qualifications

• A tertiary qualification or similar in information technology, computer science, or equivalent practical experience. Specialist technical certifications are not essential

Experience

• Relevant experience in IT or systems administration, including responding to staff enquiries and providing technical support in an office environment
• Experience in administration, project support or service coordination, maintaining records and documentation and coordinating actions across staff, managers and providers
• Experience supporting technology projects or working with an MSP, and using asset management and service desk or ticketing systems
• An understanding of processes of implementing cybersecurity controls, including patching, multi-factor authentication (MFA), endpoint protection and backup management
• Experience in a not-for-profit or government-funded organisation, preferred but not essential

Systems knowledge

• Familiarity with Microsoft 365, including SharePoint, and cloud-based business systems
• Exposure to Monday.com or a similar work management tool
• Familiarity with expense or accounts payable systems such as Weel or Xero
• Some knowledge of CRM systems, business data, basic reporting or data quality checks
• Familiarity with secure data sanitisation or asset disposal

Further Information

This is position is offered on an ongoing basis to reflect Department of Employment and Workplace Relations (DEWR) grant funding until June 2028.

All appointees must be willing to obtain a police check and Working with Children Check.

There may be times when it is required to work outside normal business hours i.e. evenings and weekends to meet operational and/or stakeholder requirements, and dependant on work deliverables, the role may be required to undertake travel.

We operate a hybrid working model. While flexibility is supported, the balance of office-based work, in-person attendance at meetings, events, etc and remote work will vary depending on role, location, and business needs.

Interested?

We are committed to building a workforce that reflects the diversity of the stakeholders we work with. We value the unique perspectives, knowledge, and lived experiences that Aboriginal and Torres Strait Islander peoples bring, and we actively support a culturally safe and inclusive workplace.