Address About the role:
The Document Controller (Parkville) requires a highly focused, driven, motivated and experienced individual who is passionate about contributing to the delivery of public infrastructure and being part of a high-performing project team that will drive exceptional project outcomes.
The primary purpose of the Document Controller role is to support the team to deliver upon the project management plan requirements, provide forecasting, monitoring and performance reporting of design and completions documentation, records management, supporting the design submission process and document control.
From time to time, the Document Controller may also be required to provide support and guidance to a range of projects within the Victorian Health Building Authority's (VHBA) broader Public Private Partnership (PPP) and High Value/High Risk program.
Previous experience working on a Public Private Partnership (PPP) and/or High Value High Risk projects within Government would be highly regarded. Experience managing documents and records in a project delivery environment, preferably using Aconex, SharePoint, and TRIM (HPE Content Manager), is also highly desirable.
Key stakeholders also include the project client, the project design teams, consultants and other relevant areas of VHBA such as the Program Management Office (PMO).
About us:
At the Victorian Department of Health we want a future where Victorians are the healthiest people in the world. A Victoria where our children and people thrive, our workplaces are productive and safe, and our communities are more connected.
We see it as our job to support Victorians to stay healthy and safe. And to deliver a world-class healthcare system that ensures every single Victorian can access safe, quality care that leads to better health outcomes for all.
Suitable applicants will be able to demonstrate:
Knowledge and skills
*
Experience in execution of infrastructure and/or major construction project.
Well-developed office-based computer literacy, including office 365 elements.
Experience with Government systems and processes such as automated briefing and correspondence.
Strong skills and knowledge with web-based collaboration technologies for project information and process management (e.g. aconex).
Written Communication: support the preparation of briefs, letters, emails, reports and minutes, using clear, concise and grammatically correct language; ensures written communications contain necessary information to achieve their purpose; uses appropriate style and formats.
Problem solving: seeks all relevant information for problem solving; coordinate the facts; liaises with stakeholders; consider issues from different perspectives and presents overview from information available; consider workable solutions to problems.
Stakeholder Management: Take steps to add value for stakeholders and like peoples with other areas or resources as required. Monitors stakeholder satisfaction and constructively deals with stakeholder issues, should they arise.
Personal qualities
*
Detail focus: observes fine details; follows processes and templates; coordination information; presents information in a logical sequence, keeps accurate records, suggests practical considerations of plans and activities.
Flexibility and Adaptability: open to new ideas; follows directions, accepts changed priorities without undue discomfort; recognises the merits of different options and acts accordingly. Comfortable working with teams outside of own organisation.
Relationship building: establishes and maintains relationships with people at all levels; creates useful partnerships with people across business areas, functions, and organisations; builds trust through consistent actions, values and communication; minimises surprises.
Conceptual and Analytical Skills: has developed level of analytical and problem-solving skills. Deals with concepts and complexity comfortably. Uses analytical and conceptual skills to reason through problems. Has creative ideas and can project how these can link to innovations.
Initiative and Accountability: Takes responsibility for actions and proactively implements work plans and addresses issues.
Qualifications
*
An appropriate tertiary qualification in administration, project management, social policy, architecture, building, engineering, or equivalent would be desirable.
Specialist expertise
*
Demonstrated relevant experience supporting a large-scale public infrastructure construction project.
Demonstrated advisory, negotiation, written and interpersonal communication, consultation and relationship building skills, with capacity to work effectively with a range of diverse highly complex stakeholders in a politically sensitive environment.
To learn more please click ‘Apply' to view the Position Description on the Careers.vic website.
What we offer:
The opportunity to perform meaningful work, making direct contributions toward enabling Victorians to be the healthiest people in the world.
A wide range of growth and development opportunities within the department and wider Victorian Public Service & Sector.
A strong commitment to work-life balance, including a diverse array of flexible working arrangements.
How to apply:
Applications should include a resume and a cover letter. Click the ‘Apply' button to view further information about the role including key contact details and the advertisement closing date.
We are committed to developing and supporting a workforce that is well equipped and highly motivated to provide responsive and quality services to all Victorians. We continue to build an inclusive workplace that embraces diversity of backgrounds and differences to realise the potential of our employees for innovation and delivering services aimed at enhancing the lives of all Victorians.
All roles can be worked flexibly and we encourage applications from Aboriginal people, people with disabilities, LGBTIQ+ and people from culturally diverse backgrounds. Please contact us if you require any adjustments to participate in the recruitment process at inclusion@health.vic.gov.au. Please view our commitment to Diversity and Inclusion here.
Preferred applicants may be required to complete a police check and other pre-employment checks including proof of vaccination against COVID-19. Information provided will be treated in the strictest confidence, in line with our Privacy Policy.
The Jobs and Skills Exchange (JSE) Recruitment Policy allows for priority consideration for Victorian Public Service (VPS) and select employees of the Victorian Public Sector who apply through the Jobs Skills Exchange (JSE) jobs board platform. As such, these employees are strongly encouraged to submit their application through JSE rather than via external advertisement.
