Skillforce

AI Training Records & Compliance Administrator · Australia

The training was delivered. The records fell behind.

Ellis processes the enrolments, completions and evidence—while your assessor decides competency and your delegate signs, issues and lodges every time.

Book the Records Load Audit Read the job boundaries
  • Human approval
  • Your assessor decides competency
  • Records stay in your systems
WORKER / RECORDS-01 AVAILABLE FOR AUDIT
Training records & compliance administrator

Ellis

Records capacity for the provider whose assessors judge, and whose delegate issues and signs.

ON ELLIS'S SHIFT
08:15

Take in overnight enrolments and course bookings; list what is incomplete

CHECK
11:30

Process enrolment and completion records from what you supplied

APPROVE
14:45

Run the data-rule review; build the correction worklist and update the credential register

APPROVE
17:15

Hand the day's evidence gaps and expiring credential files to your compliance lead

HANDOFF
MODE HUMAN APPROVALCOMPETENCY ESCALATE

[ RECOGNISE THE BACKLOG? ]

Delivery stays on time.
The records slip quietly.

Ellis is built for the administration that follows the training—processing the enrolment, recording the outcome your assessor decided, checking the data against your reporting rules, keeping the credential register current—not the judgements themselves. Whether a student is competent is your assessor's call. Issuing, signing and lodging stay with your delegate, every time.

Cited regulatory fact, not a Skillforce promise: the Outcome Standards for Registered Training Organisations Instrument 2025 was made on 14 March 2025 and is recorded as in force on the Federal Register of Legislation. A current standards regime is what your evidence has to answer to; how far behind your own records are is the only measure used here.

01

Enrolment & completion records

Enter and update student records from enrolment through completion, using the information you supply.

02

Data-rule review

Check student data against your configured reporting rules and prepare the correction worklist—before an export fails, not after.

03

Reporting preparation

Assemble and check the reporting data so your delegate has a submission ready to review, sign and lodge.

04

Trainer & assessor credential register

Track which credential files are on hand, which are incomplete and which currency evidence is approaching expiry.

05

Evidence pack assembly

Locate and index what exists against your own checklist, and flag every gap for your compliance lead.

06

Progress & completion tracking

Keep visible who is outstanding, how aged, and against which cohort.

[ START WITH ONE COHORT ]

Choose one records workflow.
Define what “current” means.

Ellis does not take over your compliance. Start with one cohort, one named approver and one visible completion state.

WORKFLOW / 01ENROLMENTS & COMPLETIONS

Student record processing

Process enrolments, results and completions from the information you supply—so the record matches what actually happened, while it is still fresh.

START
Your enrolment forms, assessor outcome records and student management system
DONE
Records processed and reconciled; anything ambiguous escalated, never assumed
HUMAN
Every assessment outcome, decided by your qualified assessor
WORKFLOW / 02DATA RULES & REPORTING

Data review and reporting preparation

Check student data against your configured reporting rules, prepare the correction worklist and assemble the submission for your delegate to review.

START
Your reporting rules, reporting calendar and current data extract
DONE
Errors listed open and cleared; submission prepared for review
HUMAN
Every correction before it is applied, and every submission before it is lodged
WORKFLOW / 03CREDENTIALS & EVIDENCE

Credential register and evidence packs

Keep the trainer and assessor credential register current and index evidence packs against your own checklist, with every gap flagged for a decision.

START
Your credential files, evidence checklist and cohort list
DONE
Register current; evidence indexed and gaps flagged for your compliance lead
HUMAN
Every judgement that a trainer or assessor is adequately credentialed

Connects to email, Microsoft 365 or Google Workspace and your student management system, at the access level you set. The reporting rules Ellis checks against are configured from your own requirements during activation—including your AVETMISS validation rules where that is your reporting obligation—not assumed from a template. Where in-system entry is not granted, Ellis works deliverable-first: the correction worklist, the credential register, the evidence index and the prepared submission are produced as files and email drafts for your team to apply. Nothing is lodged with a regulator and nothing is written to a national register—those go to your delegate.

A managed system, not a rotating seat: audited approval boundaries and no seat handover to manage. Ellis works the records between your assessor's judgement and your delegate's signature—processing, checking, registering and indexing—while every competency, issuing, signing and lodgement decision stays with your qualified people.

[ A JOB DESCRIPTION, NOT A PROMPT ]

What Ellis can own.
What Ellis must hand back.

Draft-and-approve, always. Your qualified assessor decides every competency outcome. Your delegate issues qualifications, signs declarations and lodges submissions. Ellis prepares the record and the evidence, and stops there.

GREEN

Administrative work

Configured, tested and measured within one bounded workflow.

  • Enter and update student records from enrolment through completion, using the information you supply
  • Record the assessment outcome exactly as your assessor decided it, and escalate anything ambiguous
  • Check student data against your configured reporting rules and prepare the correction worklist
  • Assemble and check reporting data so your delegate has a submission ready to review
  • Maintain the trainer and assessor credential register—what is on file, what is incomplete, what is approaching expiry
  • Index evidence packs against your own checklist and flag every gap for your compliance lead
  • Track progress and completion status—who is outstanding, how aged, against which cohort
  • Produce the weekly records summary: processed, errors open and cleared, files expiring, gaps needing a decision
AMBER

Human approval

Prepared by Ellis; released or confirmed by your named approver.

  • Any record correction before it is applied
  • Any reporting submission before it is lodged
  • Any credential file flagged as incomplete
  • Any outbound message to a student, trainer or assessor
  • Any record where the assessor's outcome is unclear or missing
  • New or ambiguous cohort, funding or reporting situations
  • Changes to your approved templates, reporting rules or escalation rules
RED

Human only

Outside the worker's authority by design.

  • Assessment and competency judgements — whether a student is competent is your qualified assessor's decision, always. Ellis records it, never makes it and never marks anything
  • Issuing qualifications, statements of attainment or certificates — that is your delegate's act
  • Signing or lodging any compliance declaration, attestation or regulator submission — Ellis prepares; your delegate reviews, signs and lodges
  • Student identity verification, including creating or verifying a USI — identity decisions are excluded without exception
  • Determining that a trainer or assessor is adequately credentialed or current — Ellis reports what is on file and what is missing; you decide sufficiency
  • Student-facing advice, admissions counselling or course guidance — including appeals, complaints and reasonable-adjustment decisions
  • Student fee chasing, invoicing, refunds or funding claims — money is a financial decision and Nora's neighbouring territory
  • Site inductions, tickets, white cards and contractor prequalification — that is employer-side workforce compliance and it is Jude's work, always
  • Moving student records outside the systems you have approved

[ MINIMUM ACCESS BEFORE AUTOMATION ]

Student records are not a demo input.

Student records are personal information, and the load audit does not ask for them. It starts with your record volumes, your reporting calendar and your own evidence checklist—not student names, dates of birth or USIs. Live access follows a written map of purpose, minimum fields, human approval, retention and escalation.

Ellis works inside the systems you authorise, at the access level you set, and student records stay there—nothing is copied to a system you have not approved. Nothing is lodged with a regulator and nothing is written to a national register: submissions are prepared and handed to your delegate to review, sign and lodge.

  1. 01

    Audit without student records

    Bring record volumes, your reporting calendar, your evidence checklist and a de-identified sample. Remove student names, dates of birth and USIs—the audit does not need them.

  2. 02

    Map minimum access

    Consider only the mailboxes, folders, templates and record fields required for the approved workflow, and set the access level deliberately—read-only where entry is not needed.

  3. 03

    Test synthetic cases

    Cover an enrolment, a completion, a validation error, an expiring credential file and a missing-outcome escalation using invented students and invented cohorts.

  4. 04

    Name the human owner

    Your named approver releases every correction, your assessor decides every outcome, and your delegate signs and lodges everything that leaves.

[ AN OPERATING SPECIFICATION ]

The records stay current.
The judgements stay yours.

Turnaround is set during onboarding to match your delivery pattern and reporting calendar—a provider running weekly short courses and one running quarterly intakes do not need the same clock. Start with one bounded workflow—enrolments and completions, data rules and reporting, or credentials and evidence—and widen only after the pilot evidence supports it. Anything touching a competency outcome, an issuance, a declaration or a student's identity is flagged when logged and never waits in the standard queue.

Student records
Enrolments, results and completions processed from what you supplied
Data corrections
The worklist of errors found, showing what is open and what is cleared
Credential register
Trainer and assessor files complete, incomplete or approaching expiry
Evidence packs
Indexed against your own checklist, with every gap flagged for a decision
Your baseline
Records-admin hours returned, measured against your own figures
CONTROL / 01APPROVAL

No silent sends

Every correction, submission, register update and outbound message stays in draft until your named approver releases it.

CONTROL / 02COMPETENCY

No judgements from Ellis

Whether a student is competent is your qualified assessor's decision. Ellis records the outcome your assessor made and never infers, marks or interprets one.

CONTROL / 03ESCALATION

Gaps leave the queue

A missing outcome, an incomplete credential file or an evidence gap leaves the standard queue immediately for your compliance lead—flagged, never filled in.

CONTROL / 04MEASUREMENT

Use your own numbers

Track records processed, errors open and cleared, credential files expiring, evidence gaps closed, learners outstanding by cohort and admin hours returned against your own baseline—never a promised figure.

Capacity is scoped per workflow during onboarding, not sold as a flat seat. Ellis's queue is sized to the enrolment, completion and reporting volumes agreed in the load audit. If your delivery grows past that load—a new cohort type, a second campus, a funded intake—the scope is reviewed before expansion rather than quietly absorbed.

[ FREE RECORDS LOAD AUDIT ]

Measure your own records backlog.

Bring your record volumes, reporting calendar and evidence checklist. Map the hours exposure, the approval boundaries and one workflow worth testing.

Book the Records Load Audit No student records required.

[ FROM LOAD AUDIT TO CONTROLLED WORK ]

One cohort.
Proof before expansion.

STEP 1

Free load audit

Use your own record, cohort and reporting volumes to baseline the workload and choose one workflow. No student records are required.

STEP 2

Map minimum access

Define the mailboxes, folders, record fields and access level Ellis needs, plus your approver's release rules and your delegate's signing rules.

STEP 3

Test synthetic cases

Exercise an enrolment, a completion, a validation error, an expiring credential file and a missing-outcome escalation with invented students.

STEP 4

Run one workflow

Start in approval mode. The first useful records pack is ready once your reporting rules are configured, synthetic-case testing passes and your approver is confirmed; exact timing is set during the load audit.

[ BEFORE THE AUDIT ]

Questions a careful buyer should ask.

Does Ellis decide whether a student is competent?

No. Competency is your qualified assessor's judgement, every time. Ellis records the outcome your assessor decided, and escalates anything ambiguous or missing rather than interpreting it.

Can Ellis issue a qualification or a statement of attainment?

No. Issuing qualifications, statements of attainment and certificates is your delegate's act. Ellis prepares the record so your delegate can issue, and stops there.

Does Ellis sign or lodge anything with the regulator?

No. Ellis prepares the submission and checks the data behind it. Your delegate reviews, signs and lodges. Nothing is lodged with a regulator and nothing is written to a national register by Ellis.

Will Ellis create or verify a student's USI?

No. Student identity verification, including creating or verifying a USI, is excluded without exception. Ellis works with the identifiers your systems already hold.

Can Ellis tell us whether a trainer is properly credentialed?

No. Ellis reports what is on file, what is incomplete and what is approaching expiry. Whether that evidence is sufficient is your determination, not Ellis's.

Does the load audit need our student data?

No. Start with record volumes, your reporting calendar, your evidence checklist and a de-identified sample. The audit does not ask for student names, dates of birth or USIs.

Where do our student records live?

In the systems you have approved, at the access level you set. Ellis works inside them rather than copying them elsewhere, and where in-system entry is not granted, corrections are handed to you as files to apply.

What result do we measure?

Track records processed, errors open and cleared, credential files expiring, evidence gaps closed, learners outstanding by cohort and records-admin hours returned against your own baseline.

How is Ellis different from your contractor-compliance worker?

Ellis serves the training provider: student records, assessor outcomes, credential files and reporting data. Jude serves the employer or contractor: insurances, licences, SWMS and site inductions. Site inductions, tickets, white cards and contractor prequalification are Jude's work, never Ellis's. Student fees, invoices and funding claims are Nora's pattern, not Ellis's either.

[ START WITH YOUR OWN BASELINE ]

Bring the records.
Keep the judgements.

Map one approval-ready records workflow and test whether careful records administration keeps your evidence current without a new hire.

Book the Records Load Audit No generic sales demo · Direct with the founder