Business Support Officer/coordinator
3 weeks ago
**About the role**:
This is an exciting opportunity to join Victoria Police as an Executive and Business Support Coordinator in the Office of the Deputy General Counsel and Director of our Courts & Specialist Prosecutions Division (“the Office”).
Reporting to the Executive Advisor to the Deputy General Counsel and Director, the Executive and Business Support Coordinator is responsible for leading the provision of executive support and business administration services to the Director and senior members of the Office. The role provides executive support on the day‑to‑day business operations of the Office and leads and manages a small team of administrative and legal support staff across the Courts & Specialist Prosecutions Division.
If you are an experienced executive assistant or business support coordinator with the ability to manage multiple tasks and engage confidently and positively with a variety of stakeholders - this could be the role for you. The position is responsible for representing the Office in a positive and professional manner, across both internal and external stakeholders.
This role will suit someone who enjoys working in a fast-paced and dynamic environment across diverse tasks and who has sound administrative, business and executive support skills.
Victoria Polices' Legal Serviced Department (LSD) provides legal services and advice to support policing, courts, and the Victorian Community. The LSD is led by an Executive Director (who is also the organisation's General Counsel) and employs over 800 staff spread across four divisions - the Office of the Executive Director; the Legal Practice Division (incorporating the Civil Law Division); the Courts & Specialist Prosecutions Division; and the Legal Business Operations Division. We employee police prosecutors, police lawyers (including specialised advocates and lawyers), project and program support staff and administration and business support staff - all from a diverse mix of sworn, operational, VPS and specialist technical areas.
Victoria Police is a contemporary and agile workplace and supports flexible working arrangements.
**Your duties will include**:
- Proactively managing the Executive's diary, calendar of events and meeting attendance, including resolving scheduling conflicts and determining priority attendance. Effectively identify critical activities and manage diary requirements accordingly.
- Provide high quality executive support to the Director and contribute to the efficient and effective running of the Director's office.
- Develop and implement systems and procedures to guide work and track progress. Continuously improve the quality and timelines of services provided.
- Develop and maintain effective relationships with key support personnel across internal and external stakeholders' to establish outstanding levels of service.
- Effectively liaise with organisations and individuals at all levels within the public and private sectors on a range of matters and respond appropriately to confidential and sensitive enquiries and requests.
- Develop and maintain an excellent knowledge and understanding of the organisation and strategic objectives.
- Consolidate, oversee and manage several administrative and legal support officers and functions across and within the Division.
- Support and work with the Executive and Senior Advisors to the Director to respond to tasks and projects.
**As the successful applicant, you will have**:
- Demonstrated record of successful, high quality executive support experience for senior management in a complex operating environment.
- Highly developed communication and interpersonal skills with the ability to effectively handle sensitive communications, tailor responses and build effective relationships with a diverse range of clients and stakeholders.
- Demonstrated expertise in effective diary management, highly developed IT and organisational skills within a changing environment and proven experience in managing an efficient and effective office environment.
- Proven ability to monitor client and stakeholder satisfaction, and constructively manage stakeholder issues to ensure positive outcomes for the stakeholder and the Region/Department/Command.
- A proven record of ethical behaviour and a demonstrated commitment to the Victoria Police Code of Ethics and Conduct and the Organisational Values.
**Requirements and relevant information**:
- One (1) x full-time, fixed term position until 30 June 2023 available.
- This position is located at Courts & Specialist Prosecutions Division HQ, 456 Lonsdale St, Melbourne.
- Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa.
- As a member of the Legal Services Department you will be located, on selection, at a specific office within a Division for a particular advertised opportunity. However, given occasional legal service demand issues you may be required at times to undertake varied work within the De
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