Project Support Officer

At the Department of Justice and Community Safety, we’re looking for people who want to make a difference. People who take pride in their work. People who get things done. People who are committed to making Victoria a safer place.

We embrace diversity and strive to have a workforce that reflects the community we serve. We’re all about recruiting the best people, regardless of gender, age, disability, religion, sexual orientation or cultural background. If you think you can do the job and would be a good fit for our department, we’d love to hear from you.

The department is committed to the safety and wellbeing of children and recognises that children’s rights need to be respected, their views welcomed and valued, and their concerns taken seriously and acted upon.

If you require adjustments to the recruitment and selection process, or require an alternative format to any of the application material, please don’t hesitate to get in touch with the contact person listed on this ad.

For more information on working with us and our recruitment process, please visit justice.vic.gov.au/careers

We’re proud of the important work we do across Victoria. Want to be part of it?
Job Details
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Department: Department of Justice and Community Safety
Work Type: Fixed term - full time
Job Function: Construction
Classification: VPSG3
Work Location: Melbourne - CBD
Reference: VG/DJ3528_OCT
Closing Date: 05-Dec-2022
Salary Range: $72,751 - $88,336
Job Duration: 12 months
Attachments: CSBA - HR - Position Description - VPS3 Project Support Officer - DJ3528.docx (Word, 539KB)


Contact: Bryony Ager on 0409 687 354
bryony.ager@justice.vic.gov.au

Position Details

About the Community Safety Building Authority

The Community Safety Building Authority (CSBA) within the Department of Justice and Community Safety (DJCS) has been established to design, procure, build and upgrade the infrastructure needed to keep communities safe. Currently going through an exciting period of growth. CSBA are looking for a multitude of positions to be filled to support both new and existing projects.

The CSBA provides end-to-end project development, management and delivery of Victoria's new prisons, youth justice centres, court and custody facilities, emergency services facilities and public safety features such as pedestrian walkway bollards and CCTV networks. As well as delivering new infrastructure CSBA modernises, expands, and upgrades existing facilities.

The CSBA has a highly skilled workforce of experienced professionals from across the public and private sectors that support the development, procurement, and delivery oversight of major capital projects. The CSBA team includes specialists in community safety infrastructure, project management, engineering, cost management, commercial management, planning and design.

The Project Support Officer will be responsible for providing secretarial support to high-level stakeholder/executive groups, co-ordinating meetings and workshops, developing and maintaining project administration systems, liaising with project stakeholders, preparing a range of project documents and assisting in risk and issue management.

The role of a Project Support Officer within CSBA

  • The role is responsible for undertaking a range of administrative activities involving exposure to commercially and politically sensitive information, in a complex project delivery environment.
  • The role also provides support to the project team and ensures that the continued flow of data and information is processed into management systems in a timely manner.
  • This role will contribute to a variety of complex construction projects, including major business initiatives.

Why work for us?

Employees at CSBA have access to a wide variety of opportunities, with an extensive range of career and capability development programs designed to develop our teams.  We want you to grow and develop with us. We want your work to provide you with a strong sense of purpose and achievement.

We are committed to providing you with a supportive and inclusive culture and to supporting your work-life balance. Our people can take advantage of flexible working arrangements such as flexible hours, compressed working hours, working from home and additional purchased leave, leave at half-pay or leave without pay.

As part of the DJCS, CSBA has one of the most progressive health and wellbeing programs in the industry. We recognise that our people are critical to our ability to successfully deliver our projects and we take a holistic approach to engaging and retaining our people.  You can access free professional advice and support to empower you to deal with a wide range of professional and personal issues.  This includes career and personal development, legal issues, nutrition and lifestyle, mental health issues and relationship issues.  You can also access discounted private health insurance, fitness classes and gym memberships, and excellent bicycle facilities.

About the Role  

The Project Support Officer role ensures that administrative support is maintained for project teams.

Duties include preparation of project plans, monitoring and reporting on project status, contributing to risk and issue management, effective stakeholder liaison, engagement of consultants and contractors, contract administration, financial reporting and project governance.

You will also:

  • Provide project support to assist in meeting agreed project objectives, service delivery standards and timelines, stakeholder expectations and client needs
  • Support the project team by coordinating meetings and workshops, providing secretariat support to high-level stakeholder/executive groups and ensuring follow-up of actions arising from meetings
  • Provide a range of administrative support activities for the project team including diary management, drafting and preparing reports, development of standard communication, scheduling meetings and catering requirements, organisation of meeting documents and minute taking/distribution, data entry, assist with follow ups for the fortnightly Variation meetings with the QS, Preparation of Variation Orders with supporting documentation for PM/SPM endorsement and delegate approval and records management in the department's record management system (TRIM)
  • Reporting and Governance including drafting monthly PWG pack and PWG minutes.
  • Undertake research and analysis in order to develop and prepare a range of highly confidential documents, data entry and maintenance, correspondence, reports, briefings, presentations and contract documentation
  • Develop, implement, and maintain efficient project administration systems and processes including document tracking and control and proactively creating and implementing new systems to streamline processes as required
  • Finance Reporting including assisting PM/SPM with accuracy of commitments in the MARS Working Budget File
  • Establish relationships and liaise with a diverse range of stakeholders, contractors, suppliers and government agency counterparts in relation to planning, project management and support functions
  • Identify and communicate risks and issues as they arise and work collaboratively to mitigate or resolve them respectively
  • Under direction, assist in the maintenance of the project schedule and work breakdown structure including defining detail of work packages in consultation with the project team
  • Actively contribute to continuous improvement.
  • This role requires travel to various locations within Victoria where required.

About you

As our ideal candidate, you will have:

  • Experience with the Project Management Excellence framework is desirable.
  • Experience in Microsoft Office and use of other project management software.

Please provide a detailed cover letter outlining why you are interested in the role, what makes you a great candidate and how this opportunity will support your professional development.

How to apply

Please click the Apply button on this advertisement. Applications should include a resume and covering letter. Attachments can be uploaded in .doc, .docx, .pdf, .txt or .rtf formats.

The successful candidate will be required to undergo pre-employment checks which may include national police checks and misconduct screening.

If you require adjustments to the recruitment and selection process, or require an alternative format to any of the application material, please don't hesitate to get in touch with the contact person listed on this ad.

FOR INTERNAL VPS EMPLOYEES:

For all VPS employees, due to the new JSE policy, please apply through the JSE only to be considered for this position.

For this particular vacancy, priority consideration applies to Victorian Public Service (VPS) and select employees of the Victorian Public Sector who apply through the Jobs Skills Exchange (JSE) jobs board platform.

Important Information

The department is committed to providing and maintaining a working environment which is safe and without risk to the health of its employees consistent with the department's obligations under the Occupational Health and Safety Act 2004 (Vic). Therefore, there is a requirement that all DJCS employees be fully vaccinated against COVID-19 in order to undertake duties outside of their homes.

Prior to commencement of employment with the department you will need to provide evidence that you are vaccinated against COVID-19.

Upon commencement of employment with the department you will be required to provide evidence that you have an up-to-date vaccination status within the timelines specified by the department into the DJCS Service Portal. This includes evidence of all doses of a COVID-19 vaccine required by the department (from time to time).

Acceptable evidence includes:

1.    COVID-19 digital certificate or ATAGI exemption certificate (available via your myGov account)

2.    Your immunisation history statement (available via your myGov account)

Other documentation outside the above will not be accepted as evidence of having received your COVID-19 vaccine doses.


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