Digital Portfolio Support Officer

Acknowledgement of Country

CSIRO acknowledges the Traditional Owners of the land, sea and waters, of the area that we live and work on across Australia. We acknowledge their continuing connection to their culture and pay our respects to their Elders past and present. View our vision towards reconciliation

Child Safety

CSIRO is committed to the safety and wellbeing of all children and young people involved in our activities and programs. View our Child Safe Policy.

The Opportunity

• Play a key supporting role in establishing CSIRO’s new Digital Portfolio Management Office 
• Pave the way in a newly created role 
• Flexible hybrid position welcoming applications from multiple Australian capital cities

The Digital Office (DO) is a newly created business unit under the leadership of the Chief Digital Officer. The DO’s purpose is to drive CSIRO’s digital and data capabilities to maximise CSIRO’s impact and value. The DO is responsible for uplifting the governance frameworks, processes, and practices which ensure effective governance of CSIRO’s strategic investments in digital programs (the Digital Portfolio).

The DO is establishing a Digital Portfolio Management Office  (DPMO) to support the governance, assurance and reporting of the Digital Portfolio. It will support the effective functioning of the recently established Digital Steering Committee, a subcommittee of the Executive Team, and its Program Boards to oversee progress of programs, monitor risks and issues, and manage decision-making.

The DPMO requires a Portfolio Support Officer to support the efficient and effective operations of the DPMO. Key responsibilities will include coordinating preparation of program status reports with Program Managers, scheduling meetings, preparing meetings packs and agendas, taking minutes and actions, maintaining a portfolio risk register, and contributing to the uplift of portfolio governance maturity on an ongoing basis.

Your duties will include:

• Under limited direction, be responsible for administrative support for the Digital Portfolio governance structure.
• Provide secretariat services to the Digital Steering Committee and its Program Boards.
• Manage the forward calendar of agenda items and coordinate with Chairs to approve agendas.
• Actively contribute to the improvement of processes which will uplift portfolio governance practices.
• Identify opportunities to streamline processes, reduce duplication, and increase stakeholder satisfaction and design and implement approved improvements. 
• Develop and maintain collaborative relationships and networks to facilitate effective DPMO operations and productive relationships with Program Managers and Directors.
• Draft routine responses and correspondence.
• Establish and maintain electronic document management systems in accordance with CSIRO’s record management standards.
• Establish and manage the forward calendar of meetings for the Steering Committee and Program Boards.

Location: Perth WA, Melbourne VIC, Sydney NSW, Brisbane QLD, or Canberra ACT

Salary: AU$105,806 - AU$114,500 plus up to 15.4% superannuation

Tenure: Specified Term of 2 years

Reference: 95620

To be considered you will need:

Essential:
Under CSIRO policy only those who meet all essential criteria can be appointed.

• Demonstrated experience in providing administrative and governance support to a complex portfolio of digital or technology programs in a PMO.
• Strong organisational skills, able to prioritise demands, and escalate issues when required. 
• Excellent written communication skills, showing evidence of ability to prepare clear and concise agendas, meeting papers, minutes, actions, and email communications for senior and executive stakeholders.
• Demonstrated proficiency in Microsoft applications including Word, Excel, Access, PowerPoint, Outlook, and Sharepoint.
• Demonstrated ability to contribute to the design and implementation of best practice program governance processes and practices in a continuous improvement environment.
• Demonstrated ability to work effectively in a team, positively contributing to the team environment.
• Demonstrated ability to clearly convey information and ideas, and establish effective interpersonal relationships with a wide variety of people.
• Demonstrated ability to professionally handle sensitive and confidential information, and use appropriate judgment and discretion.
• Ability to work with minimal direction and show initiative and adaptability when managing competing demands.
• Ability to quickly adapt to technological, structural and procedural changes and maintain professionalism and flexibility.

Desirable:

•  A broad understanding of digital transformation.
• Experience using the Altus portfolio and program management platform.

For full details about this role please review the Position Description

Eligibility

Applications for this position are open to Australian/New Zealand Citizens, Australian Permanent Residents or you must either hold, or be able to obtain, a valid working visa for the duration of the specified term. Appointment to this role is subject to provision of a national police check and may be subject to other security/medical/character requirements.

Flexible Working Arrangements

We work flexibly at CSIRO, offering a range of options for how, when and where you work. 

Diversity and Inclusion

We are working hard to recruit people representing the diversity across our society, and ensure that all our people feel supported to do their best work and feel empowered to let their ideas flourish. 

About CSIRO

At CSIRO Australia's national science agency, we solve the greatest challenges through innovative science and technology. We put the safety and wellbeing of our people above all else and earn trust everywhere because we only deal in facts. We collaborate widely and generously and deliver solutions with real impact. 

CSIRO is committed to values-based leadership to inspire performance and unlock the potential of our people.

Join us and start creating tomorrow today!

How to Apply

Please apply on-line and provide a cover letter and CV that best demonstrate your motivation and ability to meet the requirements of this role.

Applications Close

15th February 2024, 11:00pm AEST