Paralegal and Legal Operations Officer

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About us
The Department of Government Services (DGS) was established on 1 January 2023 to improve everyone's experience of doing business and interacting with the Victorian government. We bring important day-to-day services together in one department to make things easy and seamless for Victorians and businesses. We are doing this by connecting and digitising our systems and platforms across state and local government as well as streamlining our corporate and procurement services.

About the role
The Paralegal and Legal Operations Officer is responsible for providing high quality and confidential executive, administrative and secretarial support to the Office of General Counsel (OGC). Reporting directly to the Deputy General Counsel with a focus on legal operations of the OGC, this role is vital to the smooth running of the OGC.

The successful incumbent will have a strong background in administrative or operational support, with demonstrated experience providing a broad range of support services, including to senior executives. You will be reliable and have exceptional verbal and written communication skills. Resourcefulness, and an ability to prioritise tasks and ensure deadlines are met will also help ensure success in this role.

About you

To be considered for the role, you must be able to demonstrate:

• Experience in providing high-level administrative or operational support in a fast-paced environment. Experience in a legal environment beneficial.
• Experience working with limited supervision in a sensitive environment, with a high level proficiency in a range of office, and Finance software programs such as Office 365, HP Content Manager or similar information management systems.
• Strong planning and organisation skills, and the ability to effectively utilise available resources.
• Written and Oral Communication – Prepares project briefs, correspondence, reports and other material which are succinct, clear, well-written and logically structured and excellent oral communication skills.
• Collaboration and Stakeholder Management – Manages the development and implementation of stakeholder initiatives, creates collaborative relationships with stakeholder groups, and partners with them to broker shared solutions.

Mandatory requirements

• A law degree (or well advanced progress towards a law degree) is a mandatory requirement. Admission to legal practice is desirable but not essential.
• A relevant tertiary qualification in business management or similar is desirable but not required.

Key Accountabilities

• Provide high-level and confidential executive, administrative, operational and secretarial support to OGC staff and managers.
• Support DGS OGC with paralegal tasks, including preparing Court and Tribunal books, completing legal research, drafting correspondence and assisting with general file management. Develop, proofread and process briefs, correspondence and other material in a thorough, accurate and timely manner.
• Support and manage OGC's information, business and matter management systems, including through excellent records management processes and preparation of financial and compliance reporting data.
• Identify and oversee system and process improvements that will enhance efficiency across the OGC.
• Prepare and distribute accurate and well-presented internal reports and other information as required by the General Counsel, and update and maintain OGC's information on the intranet and internet.
• Act as a key contact for internal and external stakeholders and develop and maintain professional and productive working relationships with all stakeholders including various executive offices.
• Assist with the coordination and implementation of projects, activities and tasks that come under the responsibility of OGC and develop and manage OGC's policies, procedures and precedents. Provide advice to OGC on a range of matters, using knowledge of the department, groups and branches, policies and their priorities.

For specific responsibilities please review the attached position description.

This position is only open to applicants with relevant rights to work in Australia.

How to apply

Apply before the advertised closing date 11:59pm on 15th July 2025. All applications should include:

• a resume; and
• a cover letter which addresses the key selection criteria (within three pages)

Other relevant information

The department is committed to providing and maintaining a working environment which is safe and without risk to the health of its employees and clients and consistent with the department's obligations under the Occupational Health and Safety Act 2004 (OH&S Act), to support this DGS has a COVID-19 Vaccination policy which strongly recommends all DGS employees be fully vaccinated.

Preferred candidates will be required to complete a Pre-employment Declaration and Consent Form. Employment of successful candidates will be subject to a National Police Check.

DGS actively promotes diversity, inclusion and an equal opportunity workplace. We welcome applicants from all diverse backgrounds, including people with disabilities and Aboriginal and Torres Strait Islander peoples. All roles at DGS can be worked flexibly, however it may differ from role to role.

Applications close Tuesday 15 July 2025 at 11.59PM