Organisation: Department of Transport and Planning
Reference: 5521
Job posted: 18/09/2024
Closes: 02/10/2024
Classification: VPSG5
Salary Range: $109,730 - $132,764
About Us
The Department of Transport and Planning (DTP) brings together all transport modes to design, plan, build, and operate Victoria's transport system. Our job is to further integrate the transport network and improve the delivery of services to Victorians for simpler, quicker, and safer journeys that connect people and places and support Victoria's prosperity and liveability.
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.
The Department is committed to building a culture where we say 'yes' to flexible work arrangements, provide personal and professional development programs, and support ways of working that help employees balance work and life.
The Department is an equal opportunity employer and welcomes applicants from a diverse range of backgrounds, including veterans, people who identify as Aboriginal and Torres Strait Islander, have a disability, are from varied cultural backgrounds, and those who identify as LGBTIQ+. The Department provides workplace adjustments for applicants with disabilities.
Assets and Engineering Division
This Division within DTP enables a safe, resilient, and fit-for-purpose Victorian transport system through whole of lifecycle decisions based on systematic and disciplined technical excellence.
About the Role
The Senior Business Support Officer sits within the Standards and Transport Engineering Branch (STE) of the Assets and Engineering Division (A&E), and reports to the Executive Director, Standards and Transport Engineering. This position will also have a direct link to the A&E Office Manager, who manages the day-to-day affairs for the Office of Head of A&E and provides office support leadership across the A&E division.
The Senior Business Support Officer provides administrative support to the Executive Director, STE, and Chief Engineer Rail, including managing their calendars, preparing meeting packs, taking minutes, managing procurement matters, coordinating and collating branch and divisional information requests, and reporting. The position demonstrates a high level of communication and organisation skills and the use of organisational systems (including e-briefings, recruitment, PAEC/PPQ, procurement, and finance systems).
Your outcomes and accountabilities:
Provide high-level administrative support to the Executive Director, STE, Chief Engineer - Rail, and the A&E leadership team, including coordinating key branch and divisional meetings.
Gather and compile branch and divisional information as needed.
Proficient in organizational business systems (e.g., e-briefings, PAEC/PPQs, Content Manager, Zycus, Oracle) and understand key business processes.
Manage the A&E communication plan by maintaining communication topics, liaising with peers and senior leaders, and drafting, reviewing, and posting materials.
Coordinate with the Office of the Deputy Secretary, Network Design and Integration, and other DTP divisions for information provision and responses.
Support branch and divisional projects by providing quality assistance to achieve government-endorsed objectives and deliverables.
Handle logistics for documentation production, travel arrangements for staff, and monitor expenditure against A&E's training budget.
Build and maintain strong relationships with internal and external stakeholders.
Assist the STE senior leadership team and Chief Engineer - Rail with business planning, including travel arrangements and organizing meetings and agendas.
Provide additional support to the branch and division as directed by the Executive Director, STE, and the Chief Engineer - Rail.
Key Selection Criteria
We are seeking a skilled executive support professional with experience in prioritizing tasks for senior leadership, including the Executive Director. The ideal candidate will excel in organizational, administrative, and communication skills, with a keen attention to detail and a strong understanding of government processes. You should be adept at preparing and editing complex documents, ensuring clear and effective communication. Collaboration is key, so you'll need to foster a cooperative environment and work with various teams to achieve goals. A strategic thinker, you'll use your understanding of external factors to anticipate their impact on the organization and uphold public sector values. Flexibility and adaptability are essential, as you'll need to explore new approaches and guide others through changes to ensure successful outcomes.
Qualifications and Experience
Tertiary qualification in a relevant discipline or other relevant experience.
A high level of proficiency in the use of Microsoft Word and Microsoft Outlook, as well as a general proficiency in the use of Microsoft Excel, are mandatory for this position.
Experience in using electronic briefing and business management software (e.g., e-briefings, PAEC/PPQs, Zycus, and Oracle) are desirable for this position.
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 Services.
Opportunity to work across multiple urban and suburban hubs.
We prioritise the development of a safe and inclusive culture.
How to Apply
Applications should include a resume and a covering letter. Applications close 11.59pm on Wednesday, 2nd October 2024.
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 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.
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