POSITION SUMMARY:

The Project Officer will support the Project Director and project management team to deliver the $595.7m Ballarat Base Hospital redevelopment (BBHR) including planning, managing client relationships, engagement and management of consultants and contractors. The role includes providing project administrative support to the project management team including meeting management and project financial and performance reporting. The role requires a minimum of two days week working from VHBA's Melbourne offices and attendance at the Ballarat site as appropriate.

Key stakeholders also include Department of Treasury & Finance, Department of Premier & Cabinet, Department of Health, the project design teams, consultants, contractors and other relevant areas of Victorian Health Building Authority (VHBA). The role will also involve working with Health Services and providing support with facilitation and secretariat as required.

An appropriate tertiary qualification in architecture, building, engineering (or equivalent) and experience in the administration of construction contracts is desired but not essential.

The position is based in the High Value, High Risk program of the VHBA. The High Value, High Risk (HVHR) program delivers projects categorised as HVHR by the Department of Treasury and Finance. These projects typically exceed $150m in value and are highly complex.

Key stakeholders include the project client, the project design teams, consultants, contractors and other relevant policy/program areas within VHBA/the department.  The role may also involve working with relevant Project partner Health Service/s and providing support with facilitation and secretariat as required.

Accountabilities

• Monitor and report on monthly project progress and expenditure, project cashflow and forecasting and report to key stakeholders and project management offices on overall program and budget performance
• Responsible for the development and implementation of a framework in line with the Victorian Government records management policy and High Value High Risk Framework requirements as applicable to ensure information and systems management activities occur in a consistent manner for key governance and decision making across the project lifecycle.
• Provide general project management support and be responsive to the needs of the project and program.
• Maintain project shared mailbox and work with electronic document management system (TRIM), Aconex and Office 365 systems for document and records management to maintain controlled document registers and receive, record and distribute technical documentation, checking all documentation for correct numbering, revision control, status, format and legibility.
• Provide support to the Project Director and project management team by preparing briefs, letters, memos and other project communications methods using clear and concise language, ensuring  written communications contain necessary information to assist with coordinating VHBA team meetings schedule.
• Coordinate general project procurement related activities, which includes managing commitments, claims, expenditures and processing invoices through CMS and other finance portals as required.
• Assist in preparation and updating PMO Reporting, which includes project cost, program, risks, issues, cashflow and also assist with Industry Capability Network (ICN) reporting.
• Assist in updating and maintaining project Risk Register.
• Assist and support in the preparation of the Project Control Group (PCG) and Project Steering Committee (PSC) by scheduling meetings, preparing agendas and project reports, taking minutes and distributing documentation in the required timeframes.
• Preparation of regular Consultant Team Meetings including taking minutes and the preparation and assistance of any meetings or events occurring within the project.
• Work closely with internal and external stakeholders to assist with contract preparation and administration.

Mandatory Vaccination Policy

The department is committed to providing and maintaining a working environment which is safe and without risk to the health of its workers and clients. As it is an essential element of any role within the department that employees be able to attend work onsite and to do so safely, employees are required to be up-to-date with their vaccinations against COVID-19 as a condition of their employment. This requirement applies unless they have a medical condition which means they cannot be vaccinated against COVID -19. Therefore, the department will ask any prospective employee, who has been identified as the preferred candidate for a role within the department, to provide proof of their COVID-19 vaccination status prior to any offer of employment being made. If a prospective employee has a relevant medical condition which means they cannot be vaccinated against COVID-19, they should contact the department to discuss their individual circumstances.

HOW TO APPLY:

Applicants are encouraged to apply online, submitting a cover letter and a current resume. For this position, you are not required to address each of the key selection criteria in a separate written document.

Preferred candidates will be required to complete pre-employment screening, including national police check and misconduct screening. Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa. Work eligibility will be checked as part of the recruitment process.

Victorian Public Sector employees and other JSE-eligible applicants will receive priority consideration for this role and are encouraged to apply directly via the Jobs & Skills Exchange (JSE).

For further information please visit the Department of Health. Click 'Apply Now' to submit your interest in this position.

For further information about VHBA:  https://www.vhba.vic.gov.au/about-us