Job Description

Student Services Officer

Location: Hawthorn East, Hybrid

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 escalate 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.

Desirable:

• 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

To Apply

Please submit:

• Your current CV
• A brief statement outlining your interest in the position and how your skills and experience align with the role

Please refer to the full Position Description for detailed responsibilities and requirements.

For enquiries about the role, please contact the Student Services Manager or Manisha Sangekar, Executive General Manager at Manisha.sangekar@cairnmillar.org.au

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.

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

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.

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