Branch Coordinator

The Department of Jobs, Skills, Industry and Regions is focused on growing Victoria’s prosperity, building the productive capacity of our economy and increasing participation – by creating more opportunities for people through skills and jobs; helping businesses and industries to thrive; and building vibrant communities and regions. For more information, see the DJSIR Strategic Plan 2023-2027

Established on 1 January 2023, our work spans numerous portfolios, supporting departmental ministers and operating across metropolitan, regional and international offices. We oversee various public entities, including public corporations, regulatory authorities and specialist boards.

The Department strongly encourages applications from Aboriginal and Torres Strait Islander people and offers reasonable adjustments for applicants with disabilities.

Our values are accountability, integrity and respect, and underpin everything we do.
Job Details
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Department: Department of Jobs, Skills, Industry and Regions
Work Type: Ongoing - full time
Job Function: Administration / Secretarial
Classification: VPSG4
Work Location: Melbourne - CBD
Reference: VG/100960A
Closing Date: 25-Jun-2024
Salary Range: $92,332 - $104,762
Job Duration: N/A
Attachments: 100960 - PSB - PD - VPS4 - Branch Coordinator - March 2024.docx (Word, 188KB)
Job Specification

Contact: Robbie Dawe
robbie.dawe@ecodev.vic.gov.au

Position Details

Branch Coordinator

  • Salary: $92,332 to $104,762 (Plus Superannuation)
  • Ongoing role
  • Usual hours of work: Full time (flexibility may be available)
  • Usual work location: Melbourne CBD (flexibility may be available)

The Team

The position of Branch Coordinator forms a part of the Policy and Strategy Branch (PSB) within the Skills and Employment (SE) group. PSB leads the policy settings, performance monitoring and budget management for the Victorian Vocational Education and Training (VET) system. PSB partners across jurisdictions to influence strong skills outcomes though a contemporary national VET system. The branch influences and collaborates in policy design across the Department portfolios to achieve goals for all learners including cohorts of focus, using different system levers. PSB engages across the whole government to lead policy coordination for SE and contributes to strategic projects of SE priority.

 The Role

Reporting to the Principal Advisor in the Office of the Executive Director, Policy and Strategy, and working in a close-knit team, the Branch Coordinator will provide high-level executive support, accounts functions, diary management, email management and coordination to the Executive. You will assist in the executive support of the Executive Director and Directors, including triaging workflow processes. 

 The main accountabilities of the role will include:

  • Administration of Branch SharePoint sites.  
  • Provide executive support including diary management, preparation of meeting papers, telephone and email management and other administrative functions. Coordinate the record and file management system, prepare reports and documents, and publish administrative processes.
  • Meeting preparation including provision of agendas, meeting minutes and other supporting documents, maintenance of branch records. 
  • Status reporting for Ministerial and Executive briefs and other internal correspondence, following up on agreed actions where necessary.  
  • Facilitate the procurement of goods and services through appropriate systems. 

About You

The successful candidate will ideally have the following skills and experience:

  • Specialist Expertise - Executive Support: Provide executive support including diary management, preparation of meeting papers, telephone and email management and other administrative functions. Coordinate the record and file management system, prepare reports and documents and publish administrative processes
  • Self Management: Plans and prioritises work to ensure outcomes are achieved; resists the temptation to react immediately without taking time to think things through; uses strengths to contribute constructively and consciously manages the impact of own weaknesses; anticipates own reactions to situations and prepares accordingly
  • Planning and Organising: Identifies processes, tasks and resources required to achieve a goal; identifies more and less critical activities and operates accordingly, reviewing and adjusting as required; develops and implements systems and procedures to guide work and track progress; recognises barriers and finds effective ways to deal with them.

You will be required to work independently as well as in a small team. You will have a keen eye for detail, strong administration skills, excellent organisational and communication skills, good management of administrative functions and processes, project management skills, and the demonstrated capacity to manage relationships within the branch and with stakeholders.  

Further Information

For a confidential discussion, please contact Robbie Dawe, Principal Advisor on robbie.dawe@ecodev.vic.gov.au.

The department is committed to creating and maintaining a child safe organisation. We have zero tolerance of child abuse and are committed to taking the necessary steps to protect children from harm by adopting a preventative, proactive and participatory approach to child safety in accordance with the Child Safe Standards.

Successful candidates will be required to undergo a National Police Records Check prior to commencing employment with the Department. For further information on the position, please refer to the attached position description.

Please note: We are accredited as a Disability Confident Recruitment (DCR) organisation and committed to inclusive recruitment. If you require an adjustment to participate in any stage of the recruitment process or have a particular requirement to be communicated with by either telephone or email only, please notify the DJSIR Recruitment Team at recruitment@ecodev.vic.gov.au with the position number in the subject line.

How to Apply

Please click the ‘Apply Now' button. As part of the application process, you will need to provide a copy of your resume and responses to key selection criteria located in the position description.

Applications close at midnight on 25 June 2024.


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