AddressEmployee Safety, Wellbeing and Inclusion Division
The Employee Safety, Wellbeing and Inclusion Division (ESWI Division) vision is to create safe, healthy, respectful and inclusive working environments for Department employees to thrive and succeed.
The ESWI Division performs it functions through teams that span from prevention, through to response and recovery, along with strategy, advice and support, and diversity and inclusion. These teams adopt a holistic approach for supporting the health, safety and wellbeing of our workforce across schools, central and regional offices. This includes Occupational Health and Safety (OHS) and Workers' Compensation policy advice and support, for both physical and mental health and wellbeing, diversity and inclusion initiatives.
The objectives of the ESWI Division are to:
- promote positive wellbeing in working environments
- prevent against known and expected risks to health, safety and wellbeing
- respond swiftly and effectively to manage potential issues as they emerge and prevent injuries
- support employees to recover from injury and illness, and return to work
- promote respectful and inclusive workplaces that upholds equal opportunity and prevents discrimination, bullying, harassment and sexual harassment
- promotes human rights and workforce diversity and inclusion.
OHS Implementation Services Branch
The OHS Implementation Services Branch provides Victorian government schools with systems, resources and expertise to support schools to manage occupational health, safety and wellbeing, with the objective of reducing administrative workload for schools by providing targeted service, support and advice. The Branch includes the operational Statewide OHS Services Team, the OHS Services Statewide Systems and Support Team and the eduSafe Plus Team.
The Statewide OHS Services Team is made up of four regionally based teams that provide on the ground OHS services and support to schools, including:
- support with tasks in preparation for OHS Assurance assessments and with completion of post audit actions
- support with emergency management planning tasks
- proactive regular and risk-based OHS and emergency management planning support through onsite visits
- delivery of targeted OHS initiatives
- responsive support to service requests
support with building OHS and emergency management planning capability in school leadership.
SC1 - 'Public Sector Values' as detailed in Organisational Values section
SC2 - `Administrative Support' as detailed in the Required Capabilities section
SC3 - `Advanced Computer Skills as detailed in the Required Capabilities section
SC4 - 'Data and Information Management' as detailed in the Required Capabilities section
SC5 - `Customer Focus' as detailed in the Required Capabilities section.
- Position title:OHS Administration Officer - Trainee, North Eastern Victorian Region
- Group: Employee Safety, Wellbeing and Inclusion Division, People and Executive Services Group
- Region: North Eastern Victorian Region
- Location: Glen Waverley Department of Education Regional Office (295 Springvale Road, Glen Waverley VIC)
- Classification: ES1-2
- Employment Status: Ongoing
- FTE: 1.0
- Salary range: $59,492 - $76,190
Note that Salary shown includes 30 days of additional attendance required, as compared to standard Education Support roles under the Victorian Government Schools Agreement 2022. This means the successful candidate will be entitled to four weeks of annual leave, to be taken during periods as agreed with their manager.
Role Purpose
The OHS Administration Officer - Trainee position sits within the OHS Services Team in the North Eastern Victoria Region. This administrative role supports various aspects of office operations. This includes assisting with office and facilities management, records management, procurement and general administration support.
The OHS Implementation Services Branch is committed to building a service culture within its teams. In line with this goal, the OHS Administration Officer ¿ Trainee will have a strong focus on client service and a commitment to ensuring the best possible outcomes for the health, safety and wellbeing of Department staff.
To view the position description, see:
https://www.education.vic.gov.au/Documents/OHS-Administration-Officer-Trainee-ES1-2-NEVR.docx
Similar roles have been advertised in other regions across Victoria, to view their position descriptions:
https://www.schools.vic.gov.au/Position_descriptions
Key Accountabilities
Administrative support
- Provide administrative support to the Leadership Team and the OHS Services Team
- Arrange and coordinate meetings including preparing agendas, meeting papers and follow up actions
- Manage schedules and appointments and provide travel and accommodation booking support
- Preparation and processing of documents and correspondence
- Providing support to ensure that administrative functions for the regional team are delivered in an efficient and effective manner
Data and information management
- Compile and maintain updated information systems and written records e.g. registers and databases
- Gather and record data and keep accurate records as required
Implement or support strategic OHS change initiatives
- Update the departments corporate information systems e.g. records management system
- Contribute to projects including reporting, monitoring of budgets and tracking progress
Meeting and event coordination
- Arrange office meetings such as booking and preparing venues, agendas, minutes, catering etc.
- Coordinate travel arrangements for meeting and event attendees
- Prepare materials and documents for meetings and events
Procurement responsibilities
- Uses appropriate purchasing processes that reflect the complexity of the procurement in accordance with departmental policy
- Anticipates and manages the risk associated with the procurement activity
- Ensures that the appropriate level of analysis is undertaken for a procurement activity and that the appropriate level of approval is sought
Required Capabilities
Advanced Computer Skills
- Confidence and demonstrated ability to use computers in an administrative context.
- Assists others with problem solving on word processing related applications
- Uses a wide range of software application features for word processing, spreadsheets, etc.
Planning and Organising
- Addresses priority tasks first
- Regularly plans and tracks progress on work tasks.
- Takes an organised, methodical approach to work.
Influence and Negotiation
- Outlines the pros and cons of a particular approach to influence the decision making of others.
- Uses direct, logical persuasion in a discussion or presentation by appealing to reason and by using concrete examples, facts and figures
Specialist expertise for Executive & Office Coordination
- Demonstrated experience working in an administrative support role
- Ability to assist with the coordination and implementation of projects, activities and tasks as required.
- Ability to provide quality and effective support services including preparation and collation of meeting papers
- Provide support in the development and maintenance of office systems and procedures.
Written Communication
- Excellent document management skills
- Prepares documents, emails and reports using clear, concise and grammatically correct language.
- Uses appropriate templates, styles and formats
Personal Qualities
Customer Focus
- Actively seeks to meet customer needs
- Committed to delivering high quality outcomes for clients
- Listens to customers
- Seeks ways to improve services
Initiative and Accountability
- Proactive and self-starting.
- Seizes opportunities and acts upon them.
- Takes responsibility for own actions.
Relationship Building
- Builds trust through consistent actions, values and communication
- Establishes and maintains relationships with people at all levels
- Forges useful partnerships with people across the Department and schools
- Minimises surprises
- Promotes harmony and consensus through diplomatic handling of disagreements
Qualifications
- Desirable: Relevant qualifications in Business studies, Office Administration or equivalent professional experience.
Desirable: Experience and/or knowledge in an Occupational Health and Safety management, Emergency Management planning or Risk management context.
Key responsibilities for this role include:
- providing administrative support to the regional OHS Services Team, including the regional manager, Senior OHS Services Officers and OHS Services Officers in delivering the OHS Implementation Services project to schools.
- providing onboarding support to schools in the use of an OHS IT system and assisting schools to use the system
- managing and triaging email correspondence, assisting with the coordination of meetings and events and providing relevant materials and documents, including agendas and minutes of meetings
- assisting with processing financial transactions using existing Department systems
- -assisting with the management of schedules and appointments within the team
- providing travel and accommodation booking support to the Team using existing Department systems
- liaising with stakeholders such as ESWI Division branches, Security and Emergency Management Division and regional emergency management stakeholders, and other departments and agencies
- on request, providing administrative support to central and regional emergency management teams to support the rollout of the OHS Implementation Services project.
This role will involve work within regional office locations, including attending the relevant primary office on a regular basis to connect and collaborate with other staff.
Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.
Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.
The Department of Education is committed to the principles of equal opportunity, and diversity and inclusion for all. We value diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department. The Department recognises that the provision of family friendly, supportive, safe and harassment free workplaces is essential to high performance and promotes flexible work, diversity and safety across all schools and Department workplaces. It is our policy to provide reasonable adjustments for persons with a disability (see Workplace adjustment guidelines).
Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islanders from the Koorie Outcomes Division (KOD) via *******@education.vic.gov.au
Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the department's exemplar available at:
https://www2.education.vic.gov.au/pal/child-safe-standards/policy
The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees, including those who work in Victorian Government Schools. Information on the department values is available at:
https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview
- All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
- Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.
- A probationary period may apply during the first year of employment and induction and support programs provided.
- Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at http://www.education.vic.gov.au/hrweb/Pages/default.aspx
- - Applicants should keep a copy of the position description as it cannot be accessed once the job has closed.
- To apply, candidates must respond to the key selection criteria and provide a CV or resume with their application. Visit http://www.careers.vic.gov.au/vacancies/tips-for-applying for guidelines and tips for applying for government positions and addressing key selection criteria.
- Please ensure your application is submitted prior to the closing date (11:59pm Sunday 14 July 2024). Late applications will not be accepted.
- If you are experiencing difficulties lodging your application, please ensure you contact the position contact via email prior to the closing date.
- The Department of Education is an equal opportunity employer and is committed to diversity. The Department welcomes applicants from a diverse range of backgrounds. It is our policy to provide reasonable adjustments for persons with a disability. For more information about our policy:
- visit http://www.education.vic.gov.au/hrweb/Documents/Disability-Reasonable-Adj-in-Workplace.pdf or
- contact Corporate People Services on (03) 7022 1***.
o If you need assistance or adjustments to fully participate in the application or interview process for this role, please contact the person listed under `Position Contact¿
- Successful applicants are subject to a satisfactory criminal record check prior to employment. New DE employees are required to meet the cost of the criminal record check.
- A current employee Working with Children Check Victoria is required for this role.
- If appointed from outside DE, successful applicants may be required to complete a pre-employment health declaration.
- A probationary period of up to 3 months may apply for a person appointed to an ongoing position from outside the Public Service or the Teaching Service.
- All DE employees are required to comply with relevant legislation, including legislation regarding the management of Departmental records, the Code of Conduct for Victorian public sector employees and Departmental policies and procedures in the conduct of their employment.
- All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
- Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.
- A probationary period may apply during the first year of employment and induction and support programs provided.
- Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at http://www.education.vic.gov.au/hrweb/Pages/default.aspx
