Program Coordinator - Service Delivery Transformation Program

The Program Coordinator role works in an operational management capacity to support the Senior ICT Program Manager, leadership team, and wider program to ensure the Service Delivery Transformation (SDT) Program is meeting governance requirements and is strongly supported and organised to continue progressing forwards with delivery with minimal administrative blockers or delays.

The SDT Program is a fast-paced high priority program, now in the exciting final stages of delivery. This role will require strong organisational, flexibility, open-mindedness, and resourcefulness skills, whilst remaining within the boundaries of set Queensland Government and OIR policies and procedures.

Role responsibilities and tasks vary from day-to-day depending on shifting program priorities and routine timeframes based around reporting requirements and meeting scheduling, including Program and Project Boards. The role deals with a wide range of people from within the program and across OIR so ability to build rapport and maintain strong relationships is important.

Information Communication and Technology Services (ICTS) is a business unit within the Business and Corporate Services (BCS) directorate of OIR. BCS delivers key corporate activities and functions in support of the departmental operations. ICTS provides information and communication technology services, advice, and support to OIR.

ICTS is undertaking a digital Transformation Program, called the Service Delivery Transformation (SDT)

Program, to deliver people, process, and technology solutions for OIR's Workplace Health and Safety, Electrical Safety Office, and Statewide Investigations directorates.

The ICT component is being delivered through a cloud-based solution known as RAPID on the Appian platform, with implementation partner Procensol. An iterative Agile approach is being used to design, build, test, and deploy the solution components. In future the RAPID solution is expected to be deployed to other OIR business units and internal customers.

There are five active projects within the SDT Program:

• Compliance in the Field (CitF);
• Electrical Safety Office Licensing (ESOL);
• Statewide Investigation Solution (SWIS);
• RAPID Integration to SharePoint Online (RISO); and
• SDT Reporting.

There are also seven active workstreams supporting the projects: Business Process, Change and Communications, Test Practice, Architecture and Technical, Data and Document Migration, Post Go Live Operating Model and Go Live Release Management.

Key Responsibilities for the role:

As the Program Coordinator you will have responsibility for the following:

• Supporting the Senior ICT Program Manager in the administration of the program, such as scheduling meetings and activities, preparing monthly reporting, development of Briefing Notes, assisting with recruitment, and any other requirements that arise from within the program and OIR.
• Supporting the Senior ICT Program Manager in managing contracts for approx. 40 agency contractors (such as extensions and variations) and assisting with Procensol contract variations.
• Providing secretariat support for the Program Board, two Project Boards, and others as required, in producing draft meeting agendas and presentation packs, recording meeting minutes, and tracking approvals, decisions, and actions.
• Assisting and advising the Contracts and Finance Officer in managing the program financials.
• Coordinating governance and assurance requirements for the program, including consolidating documentation for health check and stage gate reviews, and maintaining program RAID registers.
• Facilitating program team member onboarding, induction, and offboarding procedures.
• Program document management and recordkeeping, including administering the program's SharePoint Online site.
• Providing administrative and logistics support during the Go Live Coordination period.
• Assisting in preparing for handover and transition of program artefacts to business as usual, including program close.

• 5+ years' experience as a Program/Project Coordinator or Senior Project Support Officer role in a complex ICT project environment.
• Demonstrated knowledge of Queensland Government business processes and project assurance frameworks.
• Demonstrated high-level knowledge of Queensland Government procurement and project financial management practices.
• Expertise in SharePoint Online and MS Office suite - Outlook, Word, Excel, PowerPoint, Project, Visio. - PRINCE2, PMP, or other project related qualification.

• Experience in Agile ways of working and familiarity with Jira and Confluence.
• Experience in MS Project Web App, or similar Portfolio and Project Management (PPM) solution.

Candidates are to address the following Evaluation Criteria (EC):

EC1. Demonstrated ability to support a senior leader achieve results in a dynamic, high profile work environment characterised by inflexible and difficult to achieve deadlines

EC2. Demonstrated experience in Briefing Note preparation and board secretariat duties to support the Program Board and multiple Project Boards.

EC3. Demonstrated experience in program level coordinating activities to support the achievement of deliverables, on and off boarding of staff, record keeping and partner/supplier coordination.

EC4. Demonstrated experience in facilitating communication and discussion between executives, senior stakeholders, and in representing the program at the highest levels.

EC5. Demonstrated collaboration and influence skills in nurturing, building and sustaining internal and external relationships with team members, stakeholders and clients.

Like to know more?

To submit your application, please apply online using the appropriate link below. Alternatively, for a confidential discussion, please contact Kylie Graham in our Brisbane office on 07 3185 5*** or email ************@hudson.com, quoting Ref No. 236755.

Your interest will be treated in the strictest of confidence.