Administration Officer, Finance and Operations

1 week ago

Melbourne, Victoria, Australia Catholic Education Commission of Victoria Full time

Position Description

Administration Officer
**Finance and Operations

About Victorian Catholic Education Authority (VCEA)
VCEA is the peak body for Catholic education in Victoria. Established in 1973 by the Archbishop of Melbourne and the
Bishops of the Ballarat, Sale, and Sandhurst dioceses, it was incorporated in 2006 and acts as the voice of Catholic school
education in State and national matters.
VCEA receives and distributes funding from state and federal governments for Catholic schools, provides strategic
leadership and planning, and ensures proper governance in Catholic education statewide. It is responsible for sector
leadership in education integrity and governance and has a Memorandum of Understanding to act as a Review Body for
Catholic schools with the Victorian Registration and Qualifications Authority (VRQA). As a Review Body, VCEA supports,
reviews, and monitors the compliance of Catholic schools with all registration, reporting and other requirements under
relevant laws.

Why work with us
As the peak body for Catholic education in Victoria, VCEA provides employees an opportunity to help shape the future of
Catholic education across the state. VCEA offers flexible working, a central city office location, competitive remuneration
with generous benefits (including tax-advantageous salary sacrifice options), and opportunities for career development
and progression. These benefits combine with our commitment to work life balance to make VCEA an employer of choice.

About the role
The Finance and Operations portfolio leads VCEA's financial operations through strong internal and external partnerships,
while managing information technology and facility services, and state-wide emergency management within the broader
portfolio. The portfolio also leads the strategic planning, allocation, acquittal and evaluation of funding distributed by
VCEA, and funding negotiations with state and federal government.
The Administration Officer within the Finance and Operations portfolio works closely with the portfolio leadership team
by providing administrative support including executive and secretariat support, contract management, and assisting
with the preparation of correspondence, briefing papers, presentations, and other documentation. The role will support
senior executives and staff, contributing to the smooth functioning of the Finance and Operations portfolio and the
broader organisation, using initiative, attention to detail, with the ability to build and maintain positive working
relationships.

Position Title Administration Officer

Reports to Chief Operating Officer

Direct Reports N/A

Key responsibilities of the role:

  • Respond as first point of contact to a broad range of incoming enquiries that require an excellent working knowledge
- of the organisation and the priorities and commitments of the Finance and Operations' portfolio.
  • Manage the COO's calendar and appointments (and the Chief Financial Officer (CFO) where required), including the
preparation of daily schedules and sending of all documentation and pre-reading material in a timely manner.

  • Liaise with staff, public and private sector agencies to provide timely and accurate advice, information, and
assistance.

  • Coordinate the workflow of documents requiring approval by and emanating from the Chief Operating Officer (COO)
and the Chief Financial Officer (CFO) where required.

  • Coordinate and support working group/advisory group meetings, including preparing agendas, arranging venues and
logístical support, and distributing papers/action items in accordance with agreed schedules and timelines.

  • Provide secretarial services for meetings, including sending out meeting invitations, booking meeting rooms and
adding visitors (external stakeholders) to the Visitor Management System, as required.

  • Assist with the creation of team planners/calendars, and the preparation of correspondence, briefing papers,
presentations, training programs and policy documentation.
PD March 202- Coordinate the process and practice for effective record-keeping in accordance with VCEA record-keeping protocols.

  • Assist with processing the payment of invoices and travel where required.
  • Other duties as determined by the Chief Operating Officer.

Key selection criteria:

  • Welldeveloped verbal communication and listening skills, with the ability to communicate and present in a

- professional manner.
  • Ability to produce clear, accurate, and timely written communication for a range of audiences.
  • A high degree of attention to detail.
  • Ability to build and maintain effective internal and external stakeholder relationships.
  • Ability to assist senior stakeholders to meet deadlines and to support decisionmaking, while maintaining a high level

- of confidentiality.
  • Ability to navigate conflicting demands and priorities with the capacity to selfdirect and be responsive to supervision
- and general direc

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