Administration Assistant

Join us and be part of Victoria's Big Build, working within the award-winning Level Crossing Removal Project. We've already removed some of Victoria's most dangerous level crossings, and we're not stopping any time soon with work to last us until at least 2030. There has never been a better time to get amongst the action!

About the role

We are on the lookout for an Administration Assistant here at LXRP to play an essential role supporting our Senior Executive Support Officer to the Director(s) and the Project Delivery team. We are seeking someone with impeccable communication skills, a strong attention to detail and who can provide high quality support services. This is an exciting opportunity in a dynamic environment, in a supportive culture with ample room for personal and professional growth.

On a day-to-day basis, you will find yourself:

• Supporting the Senior Executive Support Officer across a wide range of administrative duties, including diary and email management, making travel and accommodation arrangements and general administrative duties
• Completing a range of administrative tasks such as preparing and coordinating agendas, documents, and reports, managing invoices, coordinating correspondence, and arranging meetings for multiple stakeholders to attend.
• Managing general office administrative duties including records and document database management.

Join the team led by Alanna Ellis, LXRP's Senior Executive Support Officer. Alanna brings a wealth of experience and knowledge from the executive support and administrative space, boasting 6 years of experience in the Rail & Road Government Infrastructure Industry. Alanna champions a positive, supportive team culture, emphasizing growth and fostering a friendly environment. Working with her offers the perfect opportunity to kickstart or advance your administrative career under the guidance of a mentor committed to your success.

This is a 1-year fixed term position, paying a salary between $74,580 and $90,558 + superannuation with hybrid working arrangement (a mix of office and home/remote based working). The office you will be working from is located in 121 Exhibition Street, and you will also have the option to access flexible working arrangements if you need them - many LXRP employees work flexibly.

About you

As the ideal candidate, you will bring strong communication and organisational skills, paired with an interest in enhancing processes, particularly in refreshing meetings and driving team/organisation-wide recognition initiatives. You thrive in a fast-paced environment, and exhibit proactiveness, a can-do attitude, and a willingness to develop and expand your skillset.

We'd love to see applications from people with the following attributes:

• Technical Capabilities - Intermediate to advanced skill level in using Microsoft Office Suite (in particular Microsoft Teams) and proficiency in using records management, financial and procurement software programs.
• Strong written and verbal communication skills and confidence liaising with a wide range of internal and external stakeholders
• Experience in an administrative support position is highly desirable but not essential
• Can confidently prioritise and work independently, and can assume the duties of the Senior Executive Support Officer in their absence

We are looking for individuals who have a strong sense of purpose in helping the LXRP deliver on transforming the way Victorians live, work and travel.

At LXRP we embrace diversity and inclusion. We actively strive to remove barriers and encourage applications from people of any age, or disability, Aboriginal and/or Torres Strait Islanders, culturally and linguistically diverse or LGBTIQA+. We will adjust our recruitment process to ensure that you are able to participate to the best of your ability.

About LXRP

At LXRP we're not only removing level crossings, but also removing barriers and creating a long-lasting legacy for our communities.

Inclusion is a priority for us, and we are committed to creating an employee community that reflects those in which we work. We value diverse representation at all levels of the organisation.

As leaders in the transport sector, we provide secure pathways into the industry for:

• Women
• People who identify as LGBTQIA+
• People living with a disability
• Aboriginal and Torres Strait Islanders
• Refugees or asylum seekers
• People facing barriers to employment.

We offer and encourage flexible work and purchased leave arrangements for all employees to support wellbeing, family or carer commitments and other personal circumstances.

We also place great importance on professional development and growth through both formal training opportunities and lessons learnt.

Health, safety, and wellbeing are at the heart of what we do. We aim to create a safe and healthy workplace for everyone, every day, everywhere.

What next?

To apply - just submit your CV. No need to submit a separate address of the key selection criteria, and no need for a cover letter.

Upon applying you will be asked to answer the following (assessed) questions:

1. What attracted you to apply for this position and what skills can you bring to this role? (250 words max.)
2. Describe a time when things were not running to schedule which meant prioritising was key. What steps did you take to rectify this situation? (250 words max.)
3. We are often required to communicate with internal or external stakeholders with various levels of understanding and/or background. What approach have you used to tailor your communication to your audience to ensure that it has been clearly understood and was appropriate? (250 words max.)

After assessing your CV and answers to the above questions, the next steps will be a phone screen, followed by an interview where you can showcase your skills and potential.

Please note: the successful candidate will be required to undergo pre-employment checks which include national police checks and misconduct screening.

Need more information?

Click HERE for full position description.

For specifics about the role contact Alanna Ellis on alanna.ellis@levelcrossings.vic.gov.au or connect with them on LinkedIn.

For specifics about the recruitment process entailed, or a confidential discussion around any special accommodations or adjustments to the recruitment process you may need in order to participate to the best of your ability, contact Tara McDonald on 0448 598 553 or connect with them on LinkedIn.

Visit us: levelcrossings.vic.gov.au

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