Student Services Officer

The Cairnmillar Institute; Melbourne; Hybrid; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Flexible hybrid working

Salary packaging

Professional development

Job summary

The Cairnmillar Institute is seeking a Student Services Officer to support all aspects of the student lifecycle for the Faculty of Psychology, Counselling and Psychotherapy. You will provide responsive administrative and student support to prospective and current students in a busy higher education environment.

You will manage enquiries, admissions, enrolments, student records and reporting, working closely with the Student Services Manager.

Qualifications

• Experience in university/Higher Education admin or equivalent.
• Experience using a Student Management System or similar database.
• Strong data accuracy and attention to detail in a high-volume environment.
• Ability to interpret admissions and enrolment policies and communicate clearly to students.

Responsibilities

• Support administrative processes across the student lifecycle: enquiries, admissions, enrolments and course administration.
• Respond to phone and email inquiries from current and prospective students.
• Assist with lead nurturing, application processing and admissions administration.
• Process enrolment requests (withdrawals, leave of absence, deferrals, transcripts).
• Maintain accurate student records and databases in line with policies.
• Support data entry, results processing and reporting tasks for compliance and accreditation.
• Provide admissions consultation and enrolment support to students and staff.
• Collaborate with faculty and staff to resolve exceptions and improve service delivery.

Skills

Customer service

Data entry

Records management

Communication

Education

Tertiary education (preferred)

Tools

Student Management System

Microsoft Office

Job description

Employment Type: 0.8 FTE to full-time, continuing

Reports to: Student Services Manager

We are seeking a Student Services Officer to support all aspects of the student lifecycle for the Faculty of Psychology, Counselling and Psychotherapy, providing responsive administrative and student support to prospective and current students.

This role is a key member of the administration team and supports student enquiries, admissions, applications, enrolments, student records, reporting and compliance activities across a busy higher education environment.

If you are organised, service-oriented and confident working with students, staff, systems and detailed administrative processes, we would love to hear from you.

ABOUT THE CAIRNMILLAR INSTITUTE

The Cairnmillar Institute is a not-for-profit provider of psychological services and higher education, with a 65-year history of supporting mental health and training the next generation of practitioners. We offer clinics, short courses, vocational training and accredited postgraduate programs in psychology, counselling and psychotherapy.

In this role you will

• Support administrative processes across the student lifecycle, including enquiries, admissions, enrolments, student requests and course administration.
• Respond to phone and email communications from current and prospective students, including requests for admissions advice, documentation and enrolment changes.
• Assist with lead nurturing, application processing and admissions administration in line with guidelines, policies and delegations.
• Process enrolment requests, including withdrawals, leave of absence, deferrals, document and transcript orders and other student requests.
• Maintain accurate student records and databases, ensuring decisions and records comply with established policies, procedures and guidelines.
• Support data entry, results processing, course completion activities and reporting tasks, including survey, compliance and accreditation requirements.
• Provide admissions consultation, enrolment support, course planning and general advice to students and staff.
• Work collaboratively with faculty and professional staff to resolve exceptions and support effective service delivery during peak periods.

About You

You are a highly organised and service-focused administrator who enjoys supporting students and staff in a busy, detail-driven environment. You bring strong communication skills, sound judgement, attention to detail and the ability to manage competing priorities while maintaining accuracy and professionalism. You are comfortable working with systems, records, policies and procedures, and you contribute positively to a collaborative team culture.

You will bring

• Demonstrated commitment to high-level customer service and making students, staff and key contacts a priority.
• Strong administrative skills, including the ability to organise and coordinate complex administrative functions and navigate systems and databases.
• Excellent organisational and time management skills, with the ability to work effectively in a high-volume, deadline-driven environment.
• Excellent written and verbal communication skills, including the ability to interpret and communicate information in a range of contexts.
• High attention to detail and the ability to follow policies, procedures and documented processes.
• Adaptability, sound judgement and the ability to respond to or escalater complex matters where required.
• Computer literacy, including Microsoft Office applications and working knowledge of Office 365 and SharePoint.
• Alignment with Cairnmillar's values of Integrity, Professionalism, Respect, Collaboration and Teamwork.
• Experience working in a university, RTO, higher education setting, psychology clinic, charity or not-for-profit environment.
• Experience using a Student Management System or similar database.
• Working knowledge of PRISMS, NOOSR, UK NARIC or related qualification recognition and compliance tools.
• Demonstrated work experience in tertiary education or another regulated education environment.

Application Closing Date - Sunday 18 Oct 2026

Only shortlisted applicants will be contacted. A Police Check and Working with Children Check will be required from the successful applicant as a condition of employment.

For enquiries about the role, please contact the Student Services Manager or Manisha Sangekar, Executive General Manager at [e-mail]

Our organisation is committed to child safety. We have zero tolerance for child abuse. Applicants should be aware that we require Working with Children, Police and reference checks.

Why Join Cairnmillar?

• Flexible hybrid and remote working options
• A supportive and collaborative team environment
• Opportunities for learning, development and professional growth
• Meaningful work that contributes to mental health, education and community wellbeing
• Exposure to senior leadership and strategic organisational initiatives
• Salary packaging benefits available
• A values-driven culture committed to inclusion, belonging and psychological safety

Cairnmillar is an equal opportunity employer committed to attracting and developing a diverse workforce that reflects the community it serves.