Address- Position title: OHS Administration Officer - Trainee, North Western Victorian Region
- Group: Employee Safety, Wellbeing and Inclusion Division, People and Executive Services Group
- Region: North Western Victorian Region
- Office location: Greensborough Department of Education Regional Office (1 Flintoff Street, Greensborough 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 Western 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.schools.vic.gov.au/Position_descriptions
https://www.education.vic.gov.au/Documents/OHS-Administration-Officer-Trainee-ES1-2-NWVR.docx
Similar roles have been advertised in other regions across Victoria, to view their 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.
