In this position you will provide administrative and coordination support across the Project Delivery Division as part of a collaborative executive support team. Working closely with Directors, executive support staff and the Project Delivery Office, you will help ensure divisional activities, meetings, correspondence and administrative processes are delivered efficiently and effectively.
About the Department
The department provides a wide range of learning and development support and services.
The department provides policy leadership, plans for the future of education in Victoria and leads key cross-sector collaboration. The department plays an important system steward role by providing support, guidance, oversight and assurance across early childhood and school education systems, as well as directly providing school education and 50 new early learning centres.
About the Victorian School Building Authority
The Victorian School Building Authority (VSBA) is part of the Department of Education. Established in 2016, it oversees Victoria's largest school building program since the state introduced free public education in the 1870s.
The VSBA upgrades and expands existing schools and plans, designs and builds new schools to meet enrolment demand. We also support schools to maintain their buildings and grounds by offering expert advice and coordinating maintenance programs and grants.
With Victoria recently introducing two years of funded kindergarten, the VSBA is also working with the early childhood sector on a massive kindergarten construction program.
About the Division
The Project Delivery Division leads the kinder infrastructure branch and school upgrade projects. Each branch specialises in managing a type of project - from early childhood projects to upgrade and modernisation works.
About the Role
In this position you will provide administrative and coordination support across the Project Delivery Division as part of a collaborative executive support team. Working closely with Directors, executive support staff and the Project Delivery Office, you will help ensure divisional activities, meetings, correspondence and administrative processes are delivered efficiently and effectively.
The role forms part of a coordinated support model and works flexibly across the division to assist leaders and teams to meet commitments, manage priorities and maintain effective business operations. The role requires strong organisational skills, attention to detail, sound judgement and the ability to build productive working relationships with a broad range of stakeholders.
The key accountabilities of the role are to:
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Provide high-quality administrative support to Directors and senior staff across the Project Delivery Division.
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Manage diaries, coordinate meetings and arrange appointments with internal and external stakeholders.
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Monitor and action emails, correspondence and requests as required, exercising discretion, integrity and confidentiality at all times.
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Support the tracking and follow-up of actions, requests and information across the division to assist leaders in meeting commitments and deadlines.
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Provide administrative and coordination support for divisional reporting cycles, governance activities, ministerial correspondence and other key business processes.
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Prepare and coordinate meeting materials, agendas, papers and documentation for executive, project and divisional meetings as required.
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Coordinate meeting logistics including venue bookings, catering, travel arrangements, agendas, minutes and action tracking.
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Provide general administration support including recruitment activities, onboarding of new staff, records management and meeting preparation.
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Process purchase requisitions and invoices through Oracle Cloud and maintain accurate records.
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Liaise with executive support staff across the Minister's Office, Department and external organisations to facilitate the timely flow of information.
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Work collaboratively with other executive support staff, the Project Delivery Central team and divisional staff to provide seamless support a cross the division.
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Contribute ideas and suggestions to improve administrative processes and ways of working across the division.
All VSBA staff have a shared responsibility to meet the same service standards outlined in the VSBA Customer Service Charter. Our goal is to make every interaction with the VSBA a positive one for our customers, colleagues and key partners regardless of our individual role or team.
Attributes
The successful applicant will demonstrate:
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Excellent planning, organisational and prioritisation skills, with the ability to manage competing demands and deadlines.
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Strong interpersonal and stakeholder management skills and the ability to build productive working relationships across a broad range of stakeholders.
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A proactive and solutions-focused approach to supporting leaders and teams.
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Demonstrated ability to work collaboratively as part of a team, sharing information, workload and responsibilities to achieve common outcomes.
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Strong attention to detail and a commitment to delivering high-quality work.
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Sound judgement, professionalism and discretion when handling sensitive or confidential information.
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The ability to work effectively in a dynamic environment supporting multiple leaders and teams.
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A commitment to continuous improvement and excellent customer service.
Desirable Qualifications and Experience
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Experience in administration, executive support or coordination roles within government, infrastructure, construction, engineering, architecture or project management environments.
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Experience supporting multiple stakeholders and coordinating competing priorities in a complex organisational environment.
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Experience working collaboratively within a team-based support model will be highly regarded.
Further Information
For more details regarding this position please see attached position description for the capabilities to address in application.
The department values 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 more information about our work, working for the Department, diversity and inclusion, and our employment conditions visit the Department website and our Diversity and Inclusion page
Applicants requiring adjustments can contact the nominated contact person.
Information about the Department of Education's operations and employment conditions can be located at www.education.vic.gov.au.
For further information pertaining to the role, please contact
Jacqui McCloy, Manager, Project Delivery Central Unit via
(03) 7022 2227 or
[email protected].
Preferred applicants may be required to complete a police check and may be subject to other pre-employment checks. Information provided to the Department of Education 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.
Applications close 11:59pm on 14-07-2026.
