Project Officer

2 weeks 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.
Transport Services is a Group within the Department of Transport, and is responsible for the delivery of Victorian Transport across all models.
The Transport & Digital Technology Division (TDT) is a Division in Transport Services Group and delivers technology that moves Victoria. In partnership across the transport portfolio. The TDT Division explores, implements, and runs technology solutions that optimise transport operations and customer experience for all Victorians.
About the Role
On a day-to-day basis, the Project Officer works across multiple projects providing high level support to Project Managers. They play a key role in supporting the project systems used to ensure project deliverables, and assisting with the effective implementation of plans, working in consultation with project staff and key external stakeholders.
Position Outcomes
- Project Systems Support - Provides specialist project support to project and program managers, in the creation and maintenance of Confluence, Jira, and CAMMS project team spaces.
- Project Support - Provides a comprehensive range of specialist project support services to the project team including coordination of project and stakeholder meetings, risk and issues maintenance, reports, briefings, presentations, and ensures high-quality records management structures and processes are established and maintained for the project team.
- Project Documentation - Manages project artefacts, prepares project scopes and briefs and contributes project expertise to complex projects with limited supervision.
- Project Delivery - Independently performs project work, within specific areas of expertise, including researching, analysing project data and developing recommendations to ensure project deliverables are met.
- Finance and procurement co-ordination - Coordinates financial and procurement processes for the project team ensuring they are managed and maintained in a timely and accurate manner, including providing advice and assistance, in line with DoT frameworks, guidelines and budgets.
- Stakeholder engagement - Develop, maintain and influence effective internal and external stakeholder relationships including with senior management teams and key project stakeholders.
- Promote and support safe, inclusive and flexible team operations.

Knowledge and Skills
- Project management (SFIA Level 4): Defines, documents and executes small projects or sub-projects. Works alone or with a small team actively participating in all phases of the project. Applies appropriate project management methods and tools. Identifies, assesses and manages risks effectively. Agrees project approach with stakeholders and prepares realistic project plans (including scope, schedule, quality and risk plans etc). Tracks activities against the project schedule, managing stakeholder involvement as appropriate. Monitors costs, times, quality and resources used takes action where these exceed agreed tolerances. Drafts key project documents by analysing and interpreting data to create project reports, briefings and presentations.
- Portfolio, programme and project support (SFIA Level 3): Provides administrative services to project boards, project assurance teams and quality review meetings. Uses recommended portfolio, programme and project control solutions for planning, scheduling and tracking. Sets up project files, compiles and distributes reports. Provides guidance on project management software, procedures, processes, tools and techniques. May provide a project view on risk, change, quality, finance or configuration management.
- Financial management (SFIA Level 4): Monitors and maintains financial records of the project to agreed requirements for compliance and audit. Assists with identifying and calculating process (e.g. including budget spend to project scope, validation of billed hours), service, project and component costs for financial planning and budgeting. Collates required financial data and reports for analysis and to facilitate decision-making.
- Critical Thinking and Problem Solving (Applied): Resolves issues through deep understanding or interpretation of existing guidelines. Where guidelines are not available, analyses ideas available and takes action through self, or in consultation with others to resolve problems. If required, determine additional information needed to make informed decisions. Applies critical thinking and problem-solving concepts in the right context
- Stakeholder Ma

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