(Immediate Start) Portfolio Coordinator

About the Aged Care Quality and Safety Commission

The Aged Care Quality and Safety Commission (the Commission) was formed on 1 January 2019. We work to improve the lives of older people by maintaining the integrity of the aged care system.

As the single independent regulator of Australian Government aged care services, we offer a variety of interesting and challenging jobs across most capital cities.

It is an exciting time to join the Aged Care Quality and Safety Commission, with major reforms underway to improve aged care in Australia. You will be contributing to our role as the national regulator to safeguard and protect older Australians receiving aged care services.

The EPMO

The EPMO serves as a centralised portfolio, program and project hub promoting best practices to create efficiencies and streamline processes to improve effectives in realising of benefits, in line with the Commission's strategic objectives. The EPMO is comprised of four service areas:

Governance

Development and maintenance of Program, Project and Change Governance and management of templates, frameworks, artefacts, tools, reporting and forums.

Change, Communications & Learning

Provides visibility of enterprise changes and uplifting program/project change management skills within the Commission. The team is also involved in developing EPMO communication content and learning products to increase adoption and knowledge of project and change management practices within the Commission.

Data & Quality Assurance

The provision of Quality Assurance (QA), audit services and data analysis to ensure program, project and change data quality and to interpret and present data to inform enterprise-wide decision-making, prioritisation, risk and change management and benefits realisation. The QA team is responsible for reviewing projects as they progress through the different stages in the project lifecycle. They play a critical role in ensuring that projects, programs, and portfolios adhere to the standards and guidelines established by the EPMO.

Resourcing

Coordinate and ensures sufficient availability and allocation of project resources based on skills required as well as maintaining a consistent approach to program/project contract management.

Objectives

- Prioritisation, optimal resource allocation and impact for effort

- Disciplined enterprise-wide program, project and change governance and management

- Management and mitigation of program, project and change risks

- Standardised enterprise-wide reporting to ensure consistent monitoring and management of all strategically important program, projects and change

- Visibility of change activities

- Improved capability in program, project and change management, embedding learning and continuous improvement

- Alignment of program, project and change efforts with benefits realisation

About the Role

The portfolio coordinator ensures the smooth operation and ongoing activities of the Enterprise Portfolio Management Office (EPMO).

This role will be the first point of contact for all operations and support governance under the guidance of the Assistant Director, EPMO. Additionally, you will support people management, organisational socialisation and recruitment.

Act as a secretariat for the Project and Change Management Committee, team meetings and other governance forums. Providing support to the Director, EPMO in overseeing travel and accommodation, TechOne financials, and other vendor or external stakeholders. This includes liaising with the administrative teams to ensure all logistical arrangements are set to day‑to‑day check‑ins with team members to ensure they are meeting their deliverables and milestones.

Manage the administrative tasks such as meeting arrangements, writing minutes, create and manage SharePoint filing structure, maintain records management, communication and change support, maintenance of the EPMO SharePoint site, and management of shared inboxes.

Position Duties

- Reporting to the Director, EPMO, this role provides portfolio, program and project administration support, including preparation and distribution for procurement documentation and coordination of executive briefs, budget estimate briefs etc.

- Manage decisions and actions, resource planning, including contract renewals and procurement.

- Identify and implement process improvements, lead small projects within the portfolio.

- Manage portfolio budget, risks, issues and dependencies and provide support for project team members within EPMO.

- Prepare papers for governance and other working groups including steering committees, project boards, project reporting for executive groups, and contribute to the EPMO, maintaining stakeholder and vendor relationships to ensure with PPM Tool software are met.

- Assist business areas with the project governance framework and processes.

- Contribute to critical knowledge management activities including project management training and dissemination workshops.

- Prepare meeting agendas and other ad‑hoc meetings, maintain action item and decision logs, monitor and maintain the project governance and leadership team mailbox and calendar.

Position Eligibility Requirements (Selection Criteria)

- Experience in a similar portfolio support role (preferably worked in an EPMO environment)

- Coordinating meetings, committees and working groups including production of agendas, minutes and managing records.

- Strong written communication skills. Excellent level of written English, strong presentation and analytical skills.

- Development and maintenance of stakeholder relationships.

- Experience as a team player able to work with minimum supervision in a fast‑paced environment and willing to help.

- Administration of SharePoint/MS Teams.

- Experience with Microsoft Office products to an advanced level in particular MS Word, Excel, PowerPoint, SharePoint and other Microsoft packages.

- Ability to identify opportunities for continuous improvement to achieve quality outcomes.

- Business management or experience within an EPMO/PMO environment.

- Highly motivated, detail oriented, and organised.

- Experience planning and delivering activities on time and within budget.

- Experience working within the public sector and/or a regulatory environment.

Position Notes

- Salary offered will be between $86,204 - $93,226 per annum depending on skills and experience. In addition, 15.4% superannuation will be paid.

- Only candidates who hold Australian citizenship can apply. Appointment is conditional on successfully completing a national police check. For more information, please visit www.apsc.gov.au/citizenship-aps

- Non‑ongoing opportunity will be offered for an irregular/intermittent term. Opportunities will be offered for varying periods up to 12 months with the option to extend to a total of 24 months.

- Merit Pool established through this selection process may be used to fill this or future ongoing or non‑ongoing vacancies.

In your application, please provide a statement of claims against the position eligibility requirements (selection criteria) in no more than 600 words, including what strengths you would bring to the role, and a copy of your CV.

Please complete the application and submit by 11:30PM Sunday 9 November 2025 AEDT.

The Commission is committed to fostering a workplace with flexible work arrangements to support a diverse, respectful and inclusive culture for all staff.

The Commission recognises the richness of Aboriginal and Torres Strait Islander cultures and is committed to the implementation of our Reconciliation Action Plan. The Commission values the unique knowledge and experience of Aboriginal and Torres Strait Islander employees which strengthens and supports our focus on protecting and enhancing the safety, health, wellbeing and quality of life of aged care consumers.

RecruitAbility applies to this vacancy. Under RecruitAbility you will be invited to participate in further assessment activity for the vacancy if you choose to apply under RecruitAbility; declare you have a disability; and meet the minimum requirements for the position. For more information, visit https://www.apsc.gov.au/recruitability.

We provide reasonable adjustments such as access, equipment or other practical support at relevant stages of the recruitment process. Please email recruitment@agedcarequality.gov.au if you need any adjustments made.

For more information on the Australian Public Service, please visit http://www.apsc.gov.au/publications-and-media/current-publications/cracking-the-code/factsheet-4 and http://www.apsc.gov.au/publications-and-media/current-publications/cracking-the-code.

The National Indigenous Times acknowledges and pays respect to past and present Traditional Custodians and Elders of this nation. We recognise Aboriginal Community's continuing connection to their lands, waters and stories and acknowledge that sovereignty has never been ceded.

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