Branch Support and Administrative OfficerJob posted: 16/09/2024The Branch Support and Administration Officer plays a critical role within the Information Management Branch, providing high-level administrative support to ensure the effective coordination and management of branch activities. This position requires a strong understanding of the branch's strategic vision and operational priorities, enabling efficient diary management, prioritisation of tasks, and proactive action management. The officer will also be responsible for accurate documentation, thorough fact-checking, and supporting approval processes to assist the branch in making informed decisions.Key ResponsibilitiesBranch Insight and PrioritisationDevelop Understanding: Gain a comprehensive understanding of the Information Management Branch's vision, operations, and priorities. Use this knowledge to manage the diary effectively, ensuring meetings and tasks align with the branch's strategic objectives.Effective and Adaptive Prioritisation: Prioritise meeting requests in line with the branch's key priorities, scheduling them appropriately within the current or upcoming week. Reprioritise meetings and tasks swiftly in response to cancellations or changes, ensuring critical activities are always prioritised.Diary ManagementMeeting Coordination and Preparation: Gather comprehensive background information, context, and agendas for all meeting requests before confirming them. Collaborate with meeting requesters to arrange placeholders in the diary, using a colour-coded system to ensure clarity and organisation.Minutes Taking and Follow-Up: Accurately record meeting minutes, capturing key points, decisions, and action items. Ensure follow-up on assigned actions.Regular Meeting Briefing: Conduct regular pre-meeting briefing sessions to review upcoming meetings, actions, and approvals, ensuring alignment with branch priorities and thorough preparation.Optimised Meeting Scheduling: Strive to enhance productivity by maintaining one meeting-free day per week, limiting external meetings to a minimum, and scheduling shorter meetings with buffers between sessions to ensure effective time management.Request and Action ManagementTriage and Direction: Triage incoming requests for reviews and feedback, directing them to the appropriate staff members. Ensure a strong understanding of relevant branch functions (data governance and data platform terminology).Urgent Requests: Maintain a register of review, feedback, and sign-off requests. Assess the priority and effort required in consultation with relevant people, negotiate a timeline, and document reasons if a response cannot be provided.Action Register Maintenance: Maintain and update a register of all branch actions and issues, tracking responsibilities and deadlines to ensure accountability. Follow up on assigned actions before their due dates to ensure they are completed on time.Team Reminders: Provide regular reminders to team members regarding their responsibilities and approaching deadlines to prevent delays.Risk Management: Promptly notify of any actions at risk of missing deadlines or those that have already passed their due dates.Approval and DocumentationFact-Checking for Approvals: Perform thorough fact-checking for items requiring approvals, such as verifying invoices against timesheets, to support informed decision-making.Leave Approvals: Assess leave requests in accordance with the leave policy, ensuring all relevant documentation (e.g., medical certificates) is attached and that requests comply with policy guidelines.Document Review: Proofread documents to identify and correct errors, ensuring they are accurate and clear before finalisation.Digital Signatures: Add digital signature blocks to PDF documents, specifying the required page numbers and the number of signatures when submitting documents for approval.ReportingChief Data Officer (CDO) Report Management: Maintain and update the branch reporting daily, ensuring it reflects the status of branch activities and objectives.Selection CriteriaDemonstrated understanding of administrative and support roles within a public sector environment, including experience managing diaries, coordinating meetings, and supporting senior management in a complex organisational setting.Proven ability to prioritise tasks effectively in line with organisational objectives, with experience in adapting to changing priorities and managing competing deadlines.Strong organisational skills, including the ability to maintain accurate records, follow up on actions, and ensure deadlines are met.High level of attention to detail, particularly in proofreading, fact-checking, and preparing documents for approval and submission.Excellent communication and interpersonal skills, with the ability to engage effectively with a range of stakeholders, provide clear instructions, and manage sensitive information with discretion.Experience with digital tools and systems, including the ability to manage digital signatures and maintain accurate electronic records.Qualifications and ExperienceRelevant qualifications in business administration or a related field, or equivalent experience.Experience in a similar role within the public sector is highly desirable.Further InformationFor more details regarding this position please see the attached position description for the capabilities to address in application.The department values diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply. For more information about our work, working for the Department, diversity and inclusion, and our employment conditions visit the Department website and our Diversity and Inclusion page.Applicants requiring adjustments can contact the nominated contact person.Information about the Department of Education's operations and employment conditions can be located at www.education.vic.gov.au.For further information pertaining to the role, please contact Donna Kelly - Director - Business Services via +61 3 7022 0823 or ****** applicants may be required to complete a police check and may be subject to other pre-employment checks. Information provided to the Department of Education will be treated in the strictest confidence.Please let us know via phone or email if you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments in an accessible format (e.g. large print) due to any viewing difficulties or other accessibility requirements.Applications close: 11:59pm on 30th September 2024.Job type:Full timeJob classification:VPSG3Contact:Donna Kelly | ******
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