Business Services Officer

Company description:

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.

People and Business Servicesis a Group within the Department of Transport and Planning, and is responsible for providing business enabling people and corporate services functions, to drive a high-performance culture and to support integrated options.

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.

Job description:

About the Role

This is a Fixed Term Position (12 Mths)

The Business Support Officer provides day-to-day administrative support to Ministerial Offices on behalf of the Governance and Portfolio Services Division (DTP). The position provides customer service and builds and maintains effective working relationships across the Minister's Office and the Department, as well as liaising with other Ministerial Offices, Agencies and other stakeholders as required. This important role also provides professional front desk reception support responding to incoming calls and greeting guests to the Minister's office

PD link here. Business Support Officer Fixed Term

Position Outcomes / Accountabilities

• Attends and responds to a broad range of face-to-face, written and telephone correspondence relating to Ministerial queries, processes and protocols.
• Assists Departmental Liaison Officers in coordinating workflow of ministerial briefings, correspondence including reporting, printing and prioritising of urgent matters for the office.
• Provides professional and courteous customer service to Ministerial staff, departmental staff and members of the public.
• Establishes and maintains effective working relationships with key department and agency staff.
• Works closely with the Departmental Liaison Officers (DLOs) to support continuous improvement to systems and procedures.
• Provide high quality and timely administrative support with a professional attitude to ensure the Minister's office is managed efficiently.
• Promotes and supports safe, inclusive and flexible team operations.
• Provide support across the Governance & Portfolio Services Division as required.

Key Selection Criteria

To be successful in the role the ideal candidate will be a great collaborator with a high degree of resilience. Your flexibility and adaptability will put you in good stead to deal with changing priorities and a range of different stakeholders.

Other skills and knowledge required

• Relevant experience working in a confidential and high-volume work environment.
• Well-developed communication and interpersonal skills, together with the ability to build and maintain sound relationships.
• Demonstrated organisational skills, including the ability to coordinate tasks, meet tight deadlines, determine priorities, take initiative and work under limited direction while not compromising attention to detail.
• Demonstrated service excellence with the ability to identify and respond to stakeholder requirements (e.g., Minister's Office, Department/ Agencies other parties).
• Experience in contributing ideas and actions towards improving administrative processes to support the effectiveness of own work area and broader team.
• Experience in performing a range of tasks through digital tools (Content Manager, Microsoft Outlook, Excel, PowerPoint, Word and SharePoint etc).

Qualifications and Experience

Desirable

• Knowledge of or familiarity with the workings of Government and the role of the VPS in supporting the Government would be an advantage.
• Experience in the use of the Government eBriefings system (or similar).

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
• A hybrid working model focused on collaboration and teamwork
• Optimal work-life balance initiatives including flexible working arrangements
• We prioritise the development of a safe and inclusive culture

Cultural Values

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.

How to Apply

Click the ‘Apply' button and follow the prompts. Applications should include a resume and a cover letter. Applications close 10.00pm on Monday the 27th of May 2024. For further information about the role please contact

Kristy Heaney - Manager Ministerial Services -via **************@transport.vic.gov.au

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.