Project Support Officer

About the Role 

This position offers a unique opportunity to directly support the Project Director in the planning and delivery of Melbourne's X'Trapolis 2.0 train, providing invaluable experience and insight into every stage of the project. The role entails supporting the project team's administration needs, engaging with both internal and external stakeholders to facilitate meetings and document project information and assisting with the document control function among project partners. Although some familiarity with Team Binder is preferred, it is not mandatory. The ideal candidate will have a solid understanding of project progression, excellent time management skills and the capability to work independently in a complex project environment.

For a detailed description of the role, please click here. 

To be successful in the role as Project Support Officer you must provide appropriate and efficient Project Support including project coordination, project governance and general support to improve communication and organisation of the project. Your role involves offering high-level administrative support directly to the Project Director including the critical tasks of coordinating meetings, preparing agendas and taking minutes. This multifaceted support ensures the project progresses in a structured and effective manner laying the groundwork for successful project outcomes through streamlined administration and management practices.

In addition to administrative duties, you must provide effective internal and external stakeholder support to ensure the project’s requirements are met. You must also contribute to the flow of information to the wider Rolling Stock Development (RSD) Division including leading whole of divisional governance where appropriate. A specific technical aspect of the role includes facilitating the use of TeamBinder, a tool critical for the effective distribution of documents among the project team and partners, underpinning the collaborative effort required for the project's success.

KEY SELECTION CRITERIA 

• Expertise: Proven administration and Project Support skills, including project coordination, project governance, document management and working in a team.
• Computer Skills: Demonstrated experience in the operation and maintenance of document and information management systems and databases, excellent skills in the Microsoft Office suite of applications. Familiarity with particularly Content Manager and TeamBinder is desirable.
• Planning and Organising: Identifies processes, tasks and resources required to achieve a goal. Identifies more and less critical activities and operates accordingly, reviewing and adjusting as required. Develops and implements systems and procedures to guide work and track progress; Recognises barriers and finds effective ways to deal with them.
• Stakeholder Management: Establishes positive and effective working relationships with the team and project stakeholders.
• Project Delivery: Excellent organisational skills including the ability to prioritise tasks and meet deadlines to effectively balance competing demands.
• Initiative and accountability: Proactive and self-starting; Seizes opportunities and acts upon them; Takes responsibility for own actions.

QUALIFICATIONS AND EXPERIENCE

Desirable

• A qualification in project management, engineering or a related discipline would be well regarded.
• Experience in Project Support, or governance, would be well-regarded.
• Familiarity with particularly Content Manager and TeamBinder is desirable.

Role Specific Requirements 

• May involve occasional travel.
• You may be required to undertake a medical and other safety compliance requirement.

Cultural Values

We are an equal opportunity employer, embracing a diverse range of applicants such as veterans, and people who identify as Aboriginal and/or Torres Strait Islander, LGBTQIA community members, individuals with disabilities and/or health conditions, as well as those from varied faith and cultural backgrounds. At our department, we prioritize the development of a safe, inclusive, and high-performance culture through shared actions and behaviours that align with our strategy and direction. This empowers our employees to effectively contribute to our goals.

How to Apply

Click the ‘Apply’ button and follow the prompts. Applications should include a resume and a cover letter. Applications close 11.59pm on Tuesday, 26 March 2024. For further information about the role please contact Christopher Hurley, Project Director, X'Trapolis 2 via email ***************@transport.vic.gov.au

Preferred applicants may require completing a police check and may be subject to other pre-employment checks. Information provided to the Department of Transport and Planning will be treated in the strictest confidence.

Please let us know via phone or email if you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments in an accessible format (e.g., large print) due to any viewing difficulties or other accessibility requirements.