1. Administrative Support
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Provide high-quality administrative support to the Leadership Team and the OHS Services Team.
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Arrange and coordinate meetings, including preparation of agendas, meeting papers, minutes, and follow-up actions.
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Manage schedules and appointments, including travel and accommodation bookings.
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Prepare, process, and manage correspondence and documentation.
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Support the efficient and effective delivery of administrative functions across the regional team.
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Assist in the development, implementation, and maintenance of templates and administrative procedures.
2. Procurement Responsibilities
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Undertake procurement activities using appropriate purchasing processes in accordance with Department policies.
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Anticipate, identify, and manage risks associated with procurement activities.
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Contribute to procurement planning and category strategy development, including engagement with internal stakeholders.
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Ensure appropriate analysis is undertaken for procurement activities and that required approvals are obtained.
3. Data and Information Management
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Compile, maintain, and update information systems, registers, and databases.
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Gather, record, and maintain accurate data and records.
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Update and manage information within the Departments corporate systems, including records management systems.
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Contribute to projects through reporting, budget monitoring, and progress tracking.
4. Meeting and Event Coordination
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Coordinate meetings and events, including venue bookings, agendas, minutes, catering, and logistics.
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Arrange travel and accommodation for meeting and event attendees.
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Prepare supporting materials and documentation for meetings and events.
Knowledge and Skills
Specialist Expertise ¿ Executive & Office Coordination
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Demonstrated experience providing high-quality administrative support within a team environment.
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Proven ability to develop, implement, and maintain office systems and procedures.
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Strong customer service skills with a client-focused approach to supporting corporate teams.
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High level of attention to detail.
Planning and Organising
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Demonstrated ability to work under pressure, prioritise competing tasks, and meet strict timelines.
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Ability to work with minimal supervision while maintaining quality standards.
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Proven capability to plan, organise, and adjust work priorities as required.
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Experience developing systems and processes to track work and progress.
Written Communication
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Excellent document and records management skills.
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Ability to prepare clear, concise, and well-structured correspondence, emails, and reports.
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Demonstrated use of appropriate templates, styles, and formats to meet organisational standards.
Advanced Computer Skills
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Advanced proficiency in Microsoft Office and related software, including word processing, spreadsheets, databases, and diary management systems.
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Ability to assist others with problem-solving related to office systems and applications.
Specialist Procurement Expertise
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Demonstrated experience working within procurement policies and procedures that reflect principles of accountability, probity, scalability, and value for money.
Customer Focus
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Demonstrated commitment to delivering high-quality, client-centred services.
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Actively seeks to understand and meet customer needs and identifies opportunities for service improvement.
Initiative and Accountability
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Proactive, self-motivated, and accountable for work outcomes.
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Demonstrated ability to identify issues and implement practical, innovative solutions.
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High level of accuracy and responsibility for completed work.
Relationship Building
Key Selection Criteria
Applicants should respond to the following:
1. Public Sector Values - Demonstrated alignment with public sector values as outlined in the Organisational Values section.
2. Specialist Expertise for Executive & Office Coordination - As outlined in the Required Capabilities section.
3. Planning and Organising - As outlined in the Required Capabilities section.
4. Relationship Building - As outlined in the Required Capabilities section.
5. Advanced Computer Skills - As outlined in the Required Capabilities section.
Position title: OHS Administration Officer, North Western Victoria Region
Group: Employee Safety, Wellbeing and Inclusion Division, People and Executive Services Group
Region: North Western Victorian Region
Location: Greensborough
Classification: ES1-3
Employment Status: Fixed Term - Until February 9, 2027
FTE: 0.2
Salary range: $79,589 - $96,780 pro rata (inclusive of 30 days LPA).
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 sits within the OHS Services Team in the North Western Victoria Region. The role provides effective and efficient administrative support to a broader team to enable the delivery of OHS and emergency management services to schools.
The OHS Implementation Services Branch is committed to building a service culture within its teams. In line with this goal, the OHS Administration Officer 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: Position Description OHS Administration Officer.docx
Key responsibilities for this role include:
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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.
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providing onboarding support to schools in the use of an OHS IT system and assisting schools to use the system.
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managing and triaging email correspondence, coordinating meetings and events and providing relevant materials and documents, including agendas and minutes of meetings.
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processing financial transactions using existing Department systems.
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assisting with implementation of templates and procedures
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supporting coordination of schedules and appointments within the team
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providing travel and accommodation booking support to the Team using existing Department systems
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liaising with stakeholders such as ESWI Division branches, Security and Emergency Management Division and regional emergency management stakeholders, and other departments and agencies
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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.
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Essential: Minimum of two years professional experience in office administration.
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Desirable: Relevant qualification in Business Studies or Office Administration.
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Desirable: Experience and/or knowledge in Occupational Health and Safety, Emergency Management, or Risk Management.
The department is committed to diversity and inclusion and developing a workforce that is representative of the community we service. We value diversity and inclusion in all forms - culture, gender, religion, ethnicity, LGBTIQA+, 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 safe, respectful and inclusive workplaces is essential to high performance and promotes flexible work and diversity across all schools and Department workplaces. It is our policy to provide reasonable adjustments for staff with disability (see Workplace adjustment guidelines).
Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islander candidates from the Koorie Outcomes Division (KOD) via
[email protected]
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.
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
- Applicants should keep a copy of the position description as it cannot be accessed once the job has closed.
- Candidates are advised that the key selection criteria must be addressed. 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.
- 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 6 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.
- Standard public service terms and conditions apply. Information about DE's operations and employment conditions can be obtained from the following websites: www.education.vic.gov.au and www.education.vic.gov.au/hrweb.
- To support DE's commitment to its Environmental Management System, DE employees are expected to always act in an environmentally responsible manner.
- A current driver's licence is mandatory for this role.
Greensborough Department of Education Regional Office (1 Flintoff Street, Greensborough VIC)
Employee Safety and Wellbeing Division
The Employee Safety and Wellbeing Division (ESW Division) vision is to create safe, healthy, respectful and inclusive working environments for Department employees to thrive and succeed.
The ESW 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:
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promote positive wellbeing in working environments
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prevent against known and expected risks to health, safety and wellbeing
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respond swiftly and effectively to manage potential issues as they emerge and prevent injuries
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support employees to recover from injury and illness, and return to work
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promote respectful and inclusive workplaces that upholds equal opportunity and prevents discrimination, bullying, harassment and sexual harassment
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promotes human rights and workforce diversity and inclusion.
OHS Services Branch
The OHS 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:
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support with tasks in preparation for OHS Assurance assessments and with completion of post audit actions
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support with emergency management planning tasks
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proactive regular and risk-based OHS and emergency management planning support through onsite visits
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delivery of targeted OHS initiatives
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responsive support to service requests
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support with building OHS and emergency management planning capability in school leadership.
