Organisation: Department of Transport and Planning
Occupation: Administration/Secretarial
Reference: 5620
Job posted: 24/09/2024
Closes: 08/10/2024
Occupation: Administration/Secretarial
Classification: VPSG4
Job duration: Not provided
Reference: 5620
Occupation: Administration/Secretarial
Salary Range: $95,102 - $107,905
About Us The Department of Transport and Planning oversees key planning, transport and land use policy decisions and management across the State. A life-cycle approach to planning, building, connecting and sustaining communities means our people can come together to; improve services, deliver sustainable projects, focus on customer engagement, streamline regulatory approval pathways, facilitate community consultation and better realise local economic opportunities for more liveable communities across Victoria.
The Connected Places division sits withing the Strategy and Precincts group. The Division works collaboratively across government to lead the delivery of complex integrated land use and transport planning strategies, project and guidance in areas undergoing significant change or pressure, shaping how places and transport networks are designed and planned to achieve thriving places and connected communities.
We're focused on outcomes that deliver more choice, connections and confidence in our travel, ensuring the whole transport network works as one to deliver better services and outcomes.
About the Role The Business Support Officer is responsible for providing a comprehensive range of day to day administrative and business support functions for the Executive Director and branch directors, including the coordination of meetings, provision of secretariat services, record keeping, diary and inbox management, preparation of forms and other general administration. The role will work collaboratively to support the effective running of the Connected Places Division.
This position will be required to work proactively with minimal supervision in a fast-paced environment, show great attention to detail and initiative, and will be required to be sensitive to the concerns of the public, staff, Secretarial and Ministerial offices. To be successful in the position, you will have excellent administrative and relationship building skills, and be proactive in building and maintaining positive working relationships.
To access the Position Description, please Click Here .
Position Outcomes / Accountabilities Effective administration support and management of correspondence - Has provided a comprehensive range of administrative and business support services to the division including coordination of branch, project and stakeholder correspondence, reports, briefings and presentations. Email and other communications and scheduling of meetings are prioritised, processed and escalated in a timely and professional manner and with appropriate confidentiality.Deliverables tracked – Has provided high quality administrative support to ensure the division's leadership team is left abreast of upcoming deliverables and actions in line with DTP frameworks, guidelines and budgets.Financial and procurement processes - Has managed and organised financial and procurement processes for the division in a timely and accurate manner, including providing advice and assistance, in line with DTP frameworks, guidelines and budgets.Records management – Has become an expert user of the Department's electronic filing, briefings and correspondence systems, and has established and maintained high-quality records management structures and processes for the division in line with DTP records management frameworks and guidelines, acting as a key point of advice for divisional colleagues.Effective stakeholder relationships – Has developed and maintained effective internal and external stakeholder relationships including with senior management and key stakeholders in order to ensure work is delivered smoothly and on time.Project delivery – Has effectively assisted with deliver of divisional projects under general supervision, in accordance with project scope, timeline and budgets. Key Selection Criteria The Department of Transport and Planning is seeking a skilled and proactive Business Support Officer to join our team. This role offers a unique opportunity to contribute to the strategic objectives of the department by ensuring day-to-day processes align with broader organisational goals. You will also assist in the development of team objectives and play a role in supervised strategic planning process.
The successful candidate will collaborate closely with stakeholders, users, and experts, helping to shape strategies, programs, and products. You will be involved in the testing and validation processes, ensuring that decisions are made efficiently within agreed timeframes. Your role will also involve seeking opportunities for continuous improvement, offering innovative solutions, and encouraging others to contribute their ideas.
You will need to have a basic understanding of back-office processes, identifying potential conflicts and ensuring smooth operations. Additionally, you must possess strong resilience, staying calm under pressure while guiding others in challenging situations. Flexibility and adaptability are key, as you will need to adjust quickly to shifting priorities and changing circumstances.
As a key member of the team, you will foster a collaborative culture, working across teams to overcome barriers and achieve shared goals. If you are a motivated individual with a passion for strategic planning and teamwork, we encourage you to apply.
Qualifications and Experience Mandatory A high level of proficiency in the Microsoft Office suite.Experience directly supporting senior management or an executive.What we offer Meaningful work making Victorian communities more accessible and liveable Professional growth and development opportunities across the department and the wider Victorian Public ServicesA hybrid working model focused on collaboration and teamworkOptimal work-life balance initiatives including flexible working arrangementsOpportunity to work across multiple urban and suburban hubsWe prioritise the development of a safe and inclusive cultureCulture Value We are an equal opportunity employer, embracing a diverse range of applicants such as veterans, and people who identify as Aboriginal and/or Torres Strait Islander, LGBTQIA community members, individuals with disabilities and/or health conditions, as well as those from varied faith and cultural backgrounds. At our department, we prioritize the development of a safe, inclusive, and high-performance culture through shared actions and behaviours that align with our strategy and direction. This empowers our employees to effectively contribute to our goals.
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Applications close 11.59pm on Tuesday the 8th of October, 2024. Please include a resume and cover letter. All applications must be submitted through the online portal. We're unable to consider email or manual applications at this time.
For further information about the role please contact Marika Harvey - Executive Director Connected Places via ******.
Preferred applicants may be required to complete a police check and may be subject to other pre-employment checks. Information provided to the Department of Transport and Planning will be treated in the strictest confidence.
Please let us know by phone or email if you need any adjustments to fully participate in the recruitment process. If you require the ad or any attachments in an accessible format (e.g., large print) due to viewing difficulties or other accessibility needs, we are happy to accommodate.
To apply for this role, you will be redirected to the Department of Transport and Planning job application system.
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