About the Role 

This is a Fixed term Part time role (4 days) until 30/6/25 

The Contract Administration and Correspondence Officer (Yarra Trams), reporting to the Manager, Franchise Governance & Risk (the Manager) is responsible for the key governance scheduling and set secretariat functions for the Metropolitan Tram branch and supporting the Manager in meeting the Department’s strategic organisational needs and objectives. 

To access the Position Description, please click here

Position Outcomes   

• Execute high level, sensitive and confidential secretariat work for the governance forums, including scheduling meetings, preparing meeting papers, taking quality minutes, following up on actions and updating the Terms of Reference.

• Communicate with the Manager, any decisions, actions and risks from the governance forums.

• Ensure that documents are saved in line with the Department’s record-keeping policy and distributed to relevant DTP Subject Matter Experts for actioning.

• Support and contribute to the outcomes that meet the expectations of the Manager, including risk management, compliance oversight, analysis and reporting utilising existing systems and databases, process management and continuous improvement to effectively and efficiently meet the Department’s strategic organisational needs and objectives. 

We are looking for an accomplished professional who excels in innovation and continuous improvement by designing systems to enhance team performance, fostering a culture of creativity, and analyzing data to drive quality outcomes. The ideal candidate is skilled in project delivery, translating strategies into actionable programs with clear governance frameworks to manage risks and ensure success. They demonstrate strong critical thinking and problem-solving abilities, integrating solutions to prevent recurring issues and delivering tangible business results. Proficiency in stakeholder management is essential, with the ability to build strong partnerships, understand underlying needs, and align outcomes with stakeholder expectations. Additionally, expertise in systems thinking is required to diagnose trends and conceptualize interconnected systems within the organization.

Personal Attributes

• Resilience (Accomplished) – Keeps self and others calm when under pressure; Is decisive and charts course of actions enabling teams to resolve a challenging situation. 

• Flexibility and Adaptability (Accomplished) – Adapts systems and processes quickly to changed priorities and situations. 

• Working Collaboratively (Accomplished) – Guides others to create a culture of collaboration; Identifies, and works to overcome, barriers to knowledge or information sharing; Identifies opportunities to work with other teams to deliver outcomes.

Qualifications and Experience

Mandatory

• Strong experience in governance secretarial work.

• Experience in risk management, compliance or project management. 

Desirable

•  Experience working within the public-sector environment (for example Commonwealth, State, local government, statutory authority or government-owned corporation) is desirable but not mandatory

What we offer 

· Meaningful work making Victorian communities more accessible and liveable

· Professional growth and development opportunities across the department and the wider Victorian Public Services

· A hybrid working model focused on collaboration and teamwork

· Optimal work-life balance initiatives including flexible working arrangements

· Opportunity to work across multiple urban and suburban hubs

· We prioritise se the development of a safe and inclusive culture

Culture Value 

We are an equal opportunity employer, embracing a diverse range of applicants such as veterans, and people who identify as Aboriginal and/or Torres Strait Islander, LGBTQIA community members, individuals with disabilities and/or health conditions, as well as those from varied faith and cultural backgrounds. At our department, we prioritize the development of a safe, inclusive, and high-performance culture through shared actions and behaviours that align with our strategy and direction. This empowers our employees to effectively contribute to our goals.

How to Apply 

Click the ‘Apply’ button and follow the prompts. Applications should include a resume and a cover letter. Applications close 11.59pm on 11th December 2024. For further information about the role please contact Diya Abraham, Manager, Franchise Governance & Risk (Yarra Trams) via Diya.Abraham@transport.vic.gov.au 

Preferred applicants may be required to complete a police check and may be subject to other pre-employment checks. Information provided to the Department of Transport and Planning will be treated in the strictest confidence. 

Please let us know via phone or email if you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments in an accessible format (e.g., large print) due to any viewing difficulties or other accessibility requirements.