Administrative Services Officer

About Us

The Supreme Court of Victoria is the highest court in Victoria and comprises the Court of Appeal and the Trial Division. The Court deals with major criminal and civil matters, plus appeals against decisions of lower courts.

The Supreme Court of Victoria recognises that its people are integral to its ability to meet and exceed community expectations and to achieve its goal of being an outstanding superior court. We continually strive to create a high-performance workplace that is characterized by creativity, innovation, flexibility, and quality delivery.

About the Role

Funds in Court (FIC) is a public entity established by the Supreme Court Act to provide administration to funds held in Court and assets purchased from them for people with a disability. People who have their funds held in Court are known as beneficiaries. FIC supports the Senior Master in managing funds and helping more than 6,000 beneficiaries. The Senior Master is an Associate Judge of the Supreme Court of Victoria.

Currently, this role operates within the Information Communication & Technology Services (ICT) area. The ICT team provides technical support to Funds in Court to deliver beneficiary services and fund management. Information Communication & Technology Services (ICT) team provides a comprehensive range of IT services, including mobility, network services, software support, case management system, support, audiovisual, IT vendor management, business analysis, procurement, telephony, and communications support.

The Administrative Services Officer supports a critical function of Funds in Court as FICs' first point of contact for all document processing, which is received both physically and electronically. The Administrative Services Officer's responsibility is to analyse incoming documents, prioritise their importance, tag the record with relevant information, match it to the correct business area, and log the document into the FICs case management system for processing. Items such as (but not limited to) cheques, invoices for services, orders for payment from FIC beneficiaries, and tax matters. The Administrative Services Officer works closely with all business areas via FIC's case management system workflow. However, direct calls, walk-ups and instant messages can occur when immediate support is required. Attention to detail and passion for exceptional customer service with a mind to continual service improvement is needed to succeed in this role.

Key accountabilities include:

• Providing FIC with timely and effective document processing through various designated channels, including email, physical mail, and phone. This includes the process of all incoming documents received by mail, e-mail and facsimile
• Performing first-level analysis on all documents, requests, and enquiries logged to the administration service team channels using existing knowledge databases.
• Ensuring that all documents, requests, and inquiries are logged into the designated service management tool with the required level of detail to meet key performance measures.
• Ensuring that the distribution of documents is matched to the appropriate FIC business areas and staff for further processing.
• Discussing problems and issues experienced whilst undertaking duties proactively with peers to determine the most appropriate solution and escalation path.
• Actively participating in continuous improvement activities by applying innovative thinking and analysis to influence how digital administration services are supported.

About You

• Experience working cooperatively with team members and clients
• Ability to deliver information in a considerate and respectful manner
• Skilled to actively listen and adjust communication style and messages to ensure clarity of understanding
• Demonstrated proficiency with computers, telecommunications and other technologies
• Demonstrated proficiency with core office software applications

How to apply

Click the ‘Apply Now' button, ensuring you include the following in your application:

• resume 
• a short cover letter

Other information

CSV is the employer of staff at Courts Group. CSV has a firm commitment through its Koori Employment Plan to increase participation of Aboriginal and Torres Strait Islander people across our workforce.

We value the unique backgrounds, experiences, and contributions that each person brings to our community and encourage and celebrate diversity. Those from the LGBTQIA+ community, women, people of all ages, with disabilities, culturally and linguistically diverse people, and those who are neurodiverse, are encouraged to apply.

We aim to create a workforce that reflects the community in which we live.

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 Dr. Tasha Campo, Senior Manager - Diversity, Equity, Inclusion & Respect via email to tasha.campo@courts.vic.gov.au or by calling (03) 9032 0500 to speak to a People Services Advisor.