OHS Administratin Officer - North Eastern Victoria Region (Glen Waverley)

Selection Criteria

• `Public Sector Values' as detailed in Organisational Values
• `Specialist Expertise for Executive & Office Coordination' as detailed in the Required Capabilities
• `Planning and Organising' as detailed in the Required Capabilities
• `Relationship Building' as detailed in the Required Capabilities

Role

• promote positive wellbeing in working environments
• prevent against known and expected risks to health, safety and wellbeing
• respond swiftly and effectively to manage potential issues as they emerge and prevent injuries
• support employees to recover from injury and illness, and return to work
• promote respectful and inclusive workplaces that upholds equal opportunity and prevents discrimination, bullying, harassment and sexual harassment
• promotes human rights and workforce diversity and inclusion.

• support with tasks in preparation for OHS Assurance assessments and with completion of post audit actions.
• support with emergency management planning tasks.
• proactive regular and risk-based OHS and emergency management planning support through onsite visits
• delivery of targeted OHS initiatives.
• responsive support to service requests
• support with building OHS and emergency management planning capability in school leadership

• Essential: A minimum of two years of professional experience in Office Administration.
• Desirable: Relevant qualifications in Business studies ¿ Office Administration.
• Desirable: Professional experience and/or knowledge in an Occupational Health and Safety management, Emergency Management planning or Risk Management context.

Responsibilities

• Responsible for providing administrative support to the Leadership Team and the OHS Services Team
• Arrange and coordinate meetings including preparing agendas, meeting papers and follow up actions.
• Manage schedules and appointments and provide travel and accommodation booking support.
• Preparation and processing of documents and correspondence
• Providing support to ensure that administrative functions for the regional team are delivered in an efficient and effective manner.
• Assist with the development and implementation of templates and procedures

• Uses appropriate purchasing processes that reflect the complexity of the procurement in accordance with department policy.
• Anticipates and manages the risk associated with the procurement activity.
• Develops procurement category strategy approaches and negotiates with internal stakeholders the opportunities and benefits.
• Ensures the appropriate level of analysis is undertaken for a procurement activity and that the appropriate level of approval is sought

• Compile and maintain updated information systems and written records e.g. registers and databases.
• Gather and record data and keep accurate records as required.
• Update the department¿s corporate information systems e.g. records management system.
• Contribute to projects including reporting, monitoring of budgets and tracking progress

• Arrange office meetings such as booking and preparing venues, agendas, minutes, catering etc.
• Coordinate travel arrangements for meeting and event attendees.
• Prepare materials and documents for meetings and events

• Demonstrated experience working in an administrative support role, with an ability to provide quality and effective administrative support in a team environment.
• Demonstrated experience in developing and maintaining office systems and procedures.
• Excellent customer service skills, with a strong track record in providing client-centric support and services to a corporate team.
• Good attention to detail

• Demonstrated ability to work under pressure, including the ability to prioritise and schedule own work.
• Ability to work with minimal guidance and adhere to strict timelines and quality standards.
• Identifies more and less critical activities and operates accordingly, reviewing and adjusting as required.
• Identifies processes, tasks and resources required to achieve a goal
• Develops and implements systems and procedures to guide work and track progress

• Excellent document management skills
• Prepares documents, emails and reports using clear, concise and grammatically correct language.
• Ensures written communications contain necessary information to achieve their purpose.
• Uses appropriate templates, styles and formats

• Advanced MS Office and computing skills with proficiency in a range of office software, including word processing, spreadsheets, database and diary management software.
• Assists others with problem solving on word processing and related applications

• Procurement Knowledge ¿ Demonstrated experience working within procurement policies and procedures that align to principles of accountability, scalability, probity and value for money

• Actively seeks to meet customer needs.
• Committed to delivering high quality outcomes for clients.
• Listens to customers.
• Seeks ways to improve services

• Proactive and self-starting
• Seizes opportunities and acts upon them.
• Takes responsibility for own actions.
• High level of attention to detail and accountability for the work completed.
• Demonstrated ability to identify problems and develop innovative solutions

• Builds trust through consistent actions, values and communication.
• Establishes and maintains relationships with people at all levels.
• Forges useful partnerships with people across the Department and schools
• Minimises surprises.
• Promotes harmony and consensus through diplomatic handling of disagreements.
• Proven ability to build positive and productive relationships with principals, school leaders and staff in complex areas (or local leaders and staff in other workplaces)

Who May Apply

EEO AND OHS Commitment

Child Safe Standards

DE Values

Other Information

• 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 ¿ please refer to the criteria in your cover letter of no more than 2 pages. 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.
• The Department of Education is an equal opportunity employer and is committed to diversity. The Department welcomes applicants from a diverse range of backgrounds. It is our policy to provide reasonable adjustments for persons with a disability. For more information about our policy:
  • visit http://www.education.vic.gov.au/hrweb/Documents/Disability-Reasonable-Adj-in-Workplace.pdf or
  • contact Corporate People Services on (03) 7022 1089.

• 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 3 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.

Conditions of Employment

• All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
• Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.
• A probationary period may apply during the first year of employment and induction and support programs provided.
• Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at http://www.education.vic.gov.au/hrweb/Pages/default.aspx

Location Profile

• promote positive wellbeing in working environments
• prevent against known and expected risks to health, safety and wellbeing
• respond swiftly and effectively to manage potential issues as they emerge and prevent injuries
• support employees to recover from injury and illness, and return to work
• promote respectful and inclusive workplaces that upholds equal opportunity and prevents discrimination, bullying, harassment and sexual harassment
• promotes human rights and workforce diversity and inclusion.

• support with tasks in preparation for OHS Assurance assessments and with completion of post audit actions.
• support with emergency management planning tasks.
• proactive regular and risk-based OHS and emergency management planning support through onsite visits
• delivery of targeted OHS initiatives.
• responsive support to service requests
• support with building OHS and emergency management planning capability in school leadership.

• 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.
• providing onboarding support to schools in the use of an OHS IT system and assisting schools to use the system.
• managing and triaging email correspondence, coordinating meetings and events and providing relevant materials and documents, including agendas and minutes of meetings.
• processing financial transactions using existing Department systems.
• assisting with implementation of templates and procedures
• supporting coordination of schedules and appointments within the team
• providing travel and accommodation booking support to the Team using existing Department systems
• liaising with stakeholders such as ESWI Division branches, Security and Emergency Management Division and regional emergency management stakeholders, and other departments and agencies
• on request, providing administrative support to central and regional emergency management teams to support the rollout of the OHS Implementation Services project.