Key Responsibilities and Required Skills for Vocational Education Assistant

🎯 Role Definition

The Vocational Education Assistant (VEA) supports trainers, assessors and students in vocational education and training environments (RTOs, TAFE, private providers, and workplace programs). The VEA provides classroom and workshop support, prepares and maintains learning resources and equipment, assists with competency-based assessment processes, coordinates workplace placements and industry liaison, and supports learners with diverse needs to achieve competency-based outcomes. Core objectives include improving student completion rates, ensuring compliance with VET/AQF standards, and delivering safe, inclusive hands-on learning experiences.

📈 Career Progression

Typical Career Path

Entry Point From:

Education Support Officer / Teacher’s Aide
Industry Trainer or Trades Assistant
Administration Coordinator within an RTO

Advancement To:

Vocational Trainer & Assessor (TAE40122 Qualified)
VET Coordinator / Training Manager
Compliance & Quality Officer (RTO Standards)

Lateral Moves:

Student Support Officer / Case Manager
Workplace Liaison / Employer Engagement Officer

Core Responsibilities

Primary Functions

Provide targeted classroom and workshop support under the direction of a qualified trainer, including preparing materials, demonstrating practical skills, and assisting students to complete competency-based tasks.
Assist trainers and assessors with the administration and marking of formative and summative assessments, ensuring evidence is recorded accurately and aligned with the training package and AQF requirements.
Support learners with additional needs by implementing individual learning plans, reasonable adjustments, and tailored literacy and numeracy assistance to help students meet competency standards.
Coordinate logistics for vocational placements and work-based learning, including employer liaison, safety briefings, placement paperwork, travel arrangements, and verification of workplace evidence.
Maintain and prepare practical equipment, tools, consumables and workshop areas to industry and occupational health and safety (WHS/OHS) standards, conducting routine checks and flagging maintenance issues.
Record and update student data in student management systems (e.g., VETtrak, SITS, SMS), ensuring enrolments, assessment outcomes, attendance and competency records are accurate and compliant.
Facilitate small-group or one-on-one tutorial sessions to reinforce course content, demonstrate procedures, and coach students through practical competency tasks.
Assist in the development and adaptation of learning resources, assessment tools and trainer guides to ensure relevance to current industry practices and alignment with unit of competency requirements.
Observe and report on student progress, attendance, behavior and welfare to trainers and student support teams, escalating issues promptly to ensure timely interventions.
Support the recognition of prior learning (RPL) and credit transfer processes by helping to gather candidate evidence, conducting initial interviews and preparing RPL documentation for assessor review.
Contribute to induction and safety briefings for students and industry partners, clearly communicating site rules, PPE requirements and emergency procedures to ensure safe learning environments.
Supervise and mentor apprentices, trainees and cohort groups in workshop, simulated workplace or job-ready activities to build employability skills and workplace behaviours.
Administer basic diagnostic assessments and skills-gap checks under supervision, documenting results and recommending supplementary learning activities to trainers.
Assist with the digital delivery of learning by supporting learners to access LMS platforms (e.g., Moodle, Canvas), uploading resources, troubleshooting common access issues and facilitating online discussions.
Prepare and collate assessment packs and evidence folders for internal and external audits, ensuring compliance with RTO quality standards and retention requirements.
Provide pre-enrolment information and undertake initial student screening tasks, including literacy and numeracy checks, to help guide appropriate course selection.
Support the implementation of continuous improvement activities by collecting feedback from students and employers, contributing observations and suggesting process enhancements to trainers and managers.
Participate in professional development and team meetings, sharing insights from industry placements and classroom observations to inform curriculum and assessment improvements.
Conduct workplace visits with trainers as required to validate on-the-job performance evidence, liaise with supervisors and document verification outcomes to support competency decisions.
Assist with behaviour management and restorative practices in the classroom or workshop, applying established policies consistently to maintain a productive and inclusive learning environment.
Ensure confidentiality and secure handling of student records, assessment evidence and sensitive information in accordance with privacy legislation and RTO policies.
Support marketing and recruitment events, open days and employer engagement activities by preparing demonstration materials, answering basic program queries and representing the training team professionally.

Secondary Functions

Help maintain resource libraries, tool inventories and digital asset repositories; catalogue and store training aids for easy retrieval by trainers.
Support project-based and block-release scheduling by coordinating dates, travel and equipment bookings with trainers and external partners.
Assist with basic budgeting and purchasing for consumables and training materials, obtaining quotes and following procurement processes.
Compile monthly attendance, completion and retention reports for the training manager and contribute to data-driven recommendations for improving course outcomes.
Liaise with industry partners to gather feedback on skill requirements and real-world tasks to inform minor curriculum adjustments and assessment scenarios.
Participate in compliance preparation activities for audits by compiling required documentation and assisting trainers with evidence collection.
Provide first aid support in learning environments if required (where certified), and assist with the implementation of health plans for students with medical needs.
Help coordinate transport and logistical support for off-site training, excursions and simulated workplace activities.
Assist in the translation of learning materials or coordination of interpreters for culturally and linguistically diverse learners when necessary.
Offer administrative support for scholarship, funding or employer reimbursement documentation and submission processes.

Required Skills & Competencies

Hard Skills (Technical)

Certificate IV in Training and Assessment (TAE40122) or working toward TAE qualification (preferred for trainer-support roles).
Solid working knowledge of VET frameworks, training packages, AQF levels and competency-based assessment principles.
Experience using student management systems (e.g., VETtrak, SITS, SMS) and learning management systems (e.g., Moodle, Canvas).
Practical industry skills and up-to-date experience in trade, vocational or technical areas relevant to the delivery (e.g., construction, hospitality, automotive, IT).
Competency in preparing and maintaining tools, equipment and practical learning environments to WHS/OHS standards.
Familiarity with Recognition of Prior Learning (RPL) processes and evidence-gathering techniques.
Basic diagnostic skills for literacy and numeracy screening and knowledge of how to apply reasonable adjustments.
Proficiency in Microsoft Office suite (Word, Excel, Outlook) and cloud collaboration tools (Google Workspace or Microsoft 365).
Understanding of privacy laws and secure records management practices as they apply to student files and assessment evidence.
First Aid/CPR certification and knowledge of health and safety incident reporting procedures (where relevant).
Experience contributing to curriculum resources, assessment tool adaptation and mapping to units of competency.
Ability to use digital tools for online learning support, upload content, and assist learners with e-assessment platforms.

Soft Skills

Excellent verbal and written communication skills for liaising with students, trainers, employers and stakeholders.
Strong interpersonal skills, with the ability to build rapport quickly with diverse learners and industry partners.
High level of patience, empathy and cultural sensitivity when supporting learners with barriers to learning.
Exceptional organisational skills and attention to detail when managing assessment evidence and compliance records.
Problem-solving mindset and the ability to adapt learning approaches to suit practical classroom and workplace contexts.
Time management and prioritisation skills to support multiple classes, placements and administrative tasks.
Team-oriented attitude and collaborative approach to support trainers and contribute to continuous improvement.
Confidentiality and professional judgement when handling sensitive student or employer information.
Resilience and flexibility to work in changing delivery modes (face-to-face, blended and workplace-based training).
Coaching and mentoring ability to encourage skill development, employability and workplace readiness.

Education & Experience

Educational Background

Minimum Education:

Certificate III in Education Support, Certificate IV in Training and Assessment (or actively working toward), or equivalent vocational qualification.

Preferred Education:

Diploma in Training Design and Development, Diploma of Education Support, or related tertiary qualification.
Current Certificate IV in Training and Assessment (TAE40122) and industry-relevant qualifications.

Relevant Fields of Study:

Vocational Education and Training (VET)
Education Support / Teaching Assistance
Community Services or Disability Support
Trades or technical disciplines relevant to the delivery area (e.g., hospitality, construction, automotive)

Experience Requirements

Typical Experience Range: 1–5 years supporting vocational or technical training delivery, workplace learning coordination or industry-based apprenticeships/traineeships.

Preferred:

At least 2 years’ experience in an RTO, TAFE or employer-led training environment supporting trainers/assessors.
Demonstrated industry experience in the vocational area being delivered (e.g., hands-on trade experience).
Experience with student management systems, RPL administration and WHS compliance in education settings.