Business Support Officer

3 days ago

Melbourne City Centre, Australia Department of Transport Full time

About Us
The Department of Transport and Planning oversees key planning, transport and land use policy decisions and management across the State. A life-cycle approach to planning, building, connecting and sustaining communities means our people can come together to; improve services, deliver sustainable projects, focus on customer engagement, streamline regulatory approval pathways, facilitate community consultation and better realise local economic opportunities for more liveable communities across Victoria.
People & Business Services is a Group within the Department of Transport and Planning, and is responsible for providing business enabling people and corporate services functions, to drive a high-performance culture and to support integrated options.
About the Role
The Business Support Officer provides day-to-day administrative support to the Department of Transport and Planning Ministerial Offices on behalf of the Governance and Portfolio Services Division. The position provides customer service and builds and maintains effective working relationships across the Ministers' Office and the Department, as well as liaising with other Ministerial Offices, Agencies and other stakeholders as required. The position works with mínimal supervision, processing and progressing written and verbal correspondence, working closely with Departmental Liaison Officers and key staff within the Minister's Office, as required, ensuring sensitivity to the concerns of the public, staff and Ministers in their dealings with the Minister.
The Business Support Officer ensures deadlines are met and liaises with key internal and external stakeholders to the Minister to ensure priorities including the provision of administrative support, coordination of meetings and events and all necessary liaison and support services are provided in an effective and timely manner. The position provides professional front desk reception support responding to incoming calls and greeting guests to the Minister's office.
Position Outcomes
- Attends and responds to a broad range of face-to-face, written and telephone correspondence relating to Ministerial queries, processes and protocols.
- Assists Departmental Liaison Officers in coordinating workflow of ministerial briefings, correspondence including reporting, printing and prioritising of urgent matters for the office.
- Provides professional and courteous customer service to Ministerial staff, departmental staff and members of the public.
- Establishes and maintains effective working relationships with key department and agency staff.
- Works closely with the Departmental Liaison Officers to support continuous improvement to systems and procedures.
- Provides high quality and timely administrative support with a professional attitude to ensure the Minister's office is managed efficiently.
- Provides administrative and divisional support to the broader Governance and Portfolio Services Division, as required.
- Promotes and supports safe, inclusive and flexible team operations.

Knowledge and Skills
- Relevant experience working in a confidential and high-volume work environment.
- Well-developed communication and interpersonal skills, together with the ability to build and maintain sound relationships with stakeholders at all levels.
- Demonstrated organisational skills, including the ability to coordinate tasks, meet tight deadlines, determine priorities, take initiative and work under limited direction while not compromising attention to detail.
- Demonstrated service excellence with the ability to identify and respond to stakeholder requirements (e.g., Minister's Office, Department/Agencies, other parties), liaising with relevant parties where appropriate, identify potential risks and escalating where required.
- Experience in contributing ideas and actions towards improving administrative processes to support the effectiveness of own work area and broader team.
- Experience in performing a range of tasks through digital tools e.g., O365 suite, Content Manager, or similar.

Qualifications and Experience
Desirable
- Knowledge of or familiarity with the workings of Government and the role of the VPS in supporting the Government would be an advantage.
- Experience in the use of the Government eBriefings system (or similar).

Cultural Values
At DTP, we are commited to building a safe,inclusive and high performance culture through shared actions and behaviours - aligned to our strategy and direction, that empowers our people to deliver on our goals in a constructive way.
To do this we engaged our people in a co-design process to create our own meaningful and fit-for
- purpose values. Our Cultural Values are a true reflection of what values and behaviours our people told us matter to them in the workplace and within our strategy and unique mission. We are commited to living Our Cultural Values - and these are reflected in our internal processes and all people focused programs. As part of the VPS, we

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