JOB TITLE: Policy & Planning Coordinator
REPORTS TO: People & Operations Manager
LOCATION: 60 Leicester St, Carlton (some work from home possible/ flexible working arrangements available)
SALARY: $81,513 to $92,622 per annum (pro-rated for part time) plus superannuation and generous leave conditions
WHO WE ARE
Environment Victoria (EV) is building a movement of people across Victoria to create a just society living in harmony with a healthy environment. We are one of Australia’s leading not-for-profit environment groups, with a history of running strategic, people-powered, campaigns that win just solutions to the biggest environmental problems of the day.
Our team of around 30 staff and hundreds of volunteers is nimble, creative and fun. We strive for justice, equity, diversity and inclusion in our work and are committed to building, and supporting, a team that mirrors the rich diversity of the Victorian community in which we work.
THE ROLE
The Policy & Planning Coordinator will be overseeing organizational planning and internal policy, as well as coordinating government relations activities for senior campaigners, policy experts and the CEO. This role is highly relational and strategic, ensuring a smooth communication between senior stakeholders, and the timely delivery of planning, reporting and policy review.
RESPONSIBILITIES
Policy Development and Oversight
- Oversee the policy architecture of the organisation, maintaining systems and processes that enable smooth operations and effective information flow across the organisation.
- Oversee the Policy & Procedure Review Cycle, ensuring that key documents are moving through review stages (owned by different staff and committees), are ready for approval by the Board, and are updated and communicated to all EV personnel.
- Maintain the register of organisational policies and procedures and ensure it is accessible to all staff, Board and volunteers.
- Provide research, review and editing support to policy development.
Planning & Strategy Development
- Coordinate the development of the long-term strategic plan of the organisation, including supporting research consultants and facilitators, scheduling planning workshops and managing internal communications with regards to the development process.
- Coordinate the development of the Annual Plan of the organisation, ensuring alignment with the long-term strategic plan, with clear accountability for key results and resourcing assigned for the delivery of activities.
- With guidance from senior leaders, establish monitoring and evaluation measures and ensure their implementation into daily operations.
Government Relations
- Coordinate campaigners’ government relations, ensuring relationships with key political stakeholders are scheduled, coordinated, recorded and followed up.
- Maintain an accurate database of key political relationships, including records of engagement across the organisation, policy-positions and parliamentary voting records.
- Provide project management support to campaigns to ensure timely delivery of activities and good communication across cross-functional teams.
- Preparation and distribution of policy briefs for political stakeholders.
Monitoring, Evaluation & Reporting
- Oversee the preparation and distribution of quarterly reports, including ensuring accurate and consistent assessment of progress towards annual objectives.
- Provide coordination support to the preparation and publication of the organisation’s annual report.
Governance, Risk Management & Compliance
- Develop and monitor Environment Victoria’s risk management policy and framework on behalf of the CEO.
- Support the Board in ensuring good governance through the administration of the Board’s work plan, rhythms and meetings as well as compliance with the Rules of the Association.
- Oversee the Membership Application process on behalf of the CEO. Process applications through to approval by the Governance Committee.
- Provide limited administrative support to Environment Victoria’s Board and subcommittees, in particular the President.
- In collaboration with other staff, organise the event logistics for the Annual General Meeting.
- Manage insurance for Member groups.
- Monitor relevant legislative, regulatory and policy developments and ensure that the Governance Committee are aware of potential implications.
CEO Office Support
- Manage the CEO’s inbox and calendar with precision, ensuring priorities are clear, deadlines are met, and time is optimised for strategic focus and strategic meetings.
- Provide proactive support, anticipating needs and identifying opportunities to streamline processes and enhance impact.
- Provide comprehensive travel coordination for the CEO, including itinerary planning, booking arrangements, and ensuring seamless logistics for work trips.
- Assist with preparation of letters, reports, presentation decks, and briefing materials for internal and external audiences.
- Screen calls and correspondence, managing or redirecting enquiries and providing appropriate responses in the CEO’s absence.
- Coordinate a broad range of administrative activities and systems, as directed by the CEO or People & Operations Manager, to ensure smooth day-to-day operations across the executive-level functions.
Other Team Support
- Prepare and coordinate schedules and materials for all-staff meetings, quarterly Board meetings, Management Team meetings, CEO-chaired meetings, and any other meetings as directed. This includes agenda preparation and distribution, paper & report drafting, minute taking and action follow up.
- Provide minimal system administration support in the maintenance of the organisation’s IT systems.
- Collaborate with other Senior Managers to provide support on priority initiatives when needed.
- Provide back-up support to the Administration Team as required (answering phones, handling inquiries, providing leave cover, etc).
SELECTION CRITERIA
Essential
- Values & Purpose alignment: ability to demonstrate and authentically promote Environment Victoria’s purpose and values.
- Stakeholder engagement and interpersonal skills: strong interpersonal skills, and a commitment to inclusivity and diversity. Strong experience liaising with senior external stakeholders. Confidence in upholding a high degree of integrity, discretion, and confidentiality with sensitive information that the CEO interacts with. Ability to work autonomously and as part of a team.
- High level planning skills: Experience in project administration for complex projects, and confidence in articulating, scheduling and following up work tasks and identifying dependencies and barriers.
- Executive coordination and support: Executive-level meeting, calendar, email and diary coordination with a track record of Executive-level leaders feeling more organised, clear in their priorities and impactful.
- Government Relations and public policy experience: Strong understanding of how parliamentary offices and politics operates, with experience in building relationships with politicians and staffers. Strong understanding of how public policy is developed.
- Prioritisation and organisational skills: Excellent organisational skills with timeline management, strong attention to detail and ability to manage multiple delegated tasks at one time and work to deadlines.
- Excellent verbal and written communication: High-level executive communication skills demonstrated in written and verbal communication, with demonstrated experience independently leading communication tasks.
- Demonstrated initiative and problem solving: An openness to doing things differently, thinking innovatively, with experience of supporting innovative ways of working, and seeking continuous improvement in operating approaches.
Desirable
- Minimum of 5 years’ experience in Business Support, Project Administration role or as an Executive Assistant (or similar senior administrative role).
- Experience working in a campaigning organisation.
THE BENEFITS OF WORKING AT ENVIRONMENT VICTORIA
We believe in the power of people to make a meaningful impact across the state. We are proud of our team culture and work with intention to foster a workplace grounded in our core values of love, justice, courage, innovation and impact.
Environment Victoria Enterprise Agreement also offers excellent conditions, including:
- Annual automatic wage increases and a competitive pay scale that allows people to progress annually within their pay range.
- 5 weeks pro rata annual leave. With additional gratis leave days for Easter Tuesday, Melbourne cup Monday and the days between Christmas and New Year.
- Rider-friendly office facilities, such as showers and secure bike storage
- Subsidized car sharing for personal use.
- Access to an Employee Assistance Program, which includes counselling, financial advice, and managerial support.
- Leave policies to cater to a variety of diverse needs, including (but not limited to):
o Paid overtime at 1.5x for additional directed hours
o One day additional leave per year for house moving
o Paid parental leave increasing from 18 weeks to 22 weeks by 2027, including
support for both birthing and non-birthing parents, and accessible from 6
months of service.
o 12 days of leave for menstrual and menopause-related needs.
o 10 days of leave for First People’s Cultural Leave, for Sorry Business or
observing other cultural events, occasions or ceremonies.
TERMS AND CONDITIONS
The position is a maximum-term position both due to funding and the desire to trial the need for and impact of the role (which is new at Environment Victoria). At the conclusion of the maximum term, and depending on funding, the organisation will review whether the role should become permanent. The role is largely office-based to ensure ready availability to both the CEO and other stakeholders, however some work-from-home arrangements can be accommodated.
This position is classified as EV3. The commencing pay point will be determined by the successful candidate’s number of years of relevant experience, as defined in the Environment Victoria Enterprise Agreement.
- Environment Victoria is an equal opportunity employer
- Environment Victoria staff are required to operate in a manner consistent with organisational policies
- After hours and weekend work will be required on occasion and is covered by flexi time and time-off-in-lieu provisions
- Applicants must have the right to work in Australia, including a valid, appropriate, visa where applicable
REPORTING
The successful applicant will report to the People & Operations Manager, but will have a dotted-line reporting relationship to the CEO, who they will largely be supporting with executive planning, report and government relations.
Pay: $81,513.00 – $92,622.00 per year
Work Location: In person
