Ao5 Project Support Officer

The Project Support Officer (AO5) is a key member of the Information and Communication Systems program/project delivery team and will be responsible in undertaking a range of project support, logístical and administrative tasks and assisting in the day-to-day project management activities in accordance with the QAS Program/Project Management methodology and standards to enable the Department to achieve its business goals.

**Key Responsibilities**:

- Assist project managers to monitor and report detailed project schedule progress, highlighting any slippage or deviations from the project plan.
- Assist project managers to ensure that projects, procurement and contracts are managed to comply with legislative requirements and QAS project frameworks and business systems
- Develop stakeholder communications as outlined in the change / communications management plan, document new procedures and training materials to address technology or business process changes.
- Maintain and update worksheets to track new risks, issues, decisions, changes, correspondence and actions and highlight items to the Project Manager where further action is required.
- Monitor product quality and facilitate timely document reviews, endorsements and approvals to ensure adherence to gating and acceptance criteria for all products in line with QAS project management methodology and standards.
- Engage with external service providers and internal QAS staff including operational, technical and support representatives to ensure requests for service and contribution are actioned appropriately, and that agreed service levels are maintained.
- Arrange Project Board meetings and stakeholder workshops/meetings including distribution of agendas, comprehensive minute taking, booking and setting up meeting rooms and following up action item resolutions.
- Assist in procurement activities including analysing quotations, initiating purchase orders, administration of payments, tracking expenditure and goods receipting.
- Perform general administrative tasks including data archiving, formatting of documents and managing logistics such as booking equipment, facilities and travel.
- Communicate effectively with staff, consultants and contractors on matters relating to project and contract administration.
- Undertake other duties as required.

**Key Experience Required**:

- Demonstrated ability to provide project administration, coordination, reporting and support within a diverse and complex ICT environment.
- Previous experience in high level administrative support roles with a demonstrated ability to manage information with attention to detail, accuracy and confidentiality.
- Experience performing a vast array of project support tasks while working in a multidisciplinary, delivery focused project team.
- Experience in developing and maintaining project related documents in various formats including; electronic and hard copy file structures, reports, forms, schedules, templates, spreadsheets, diagrams, charts, checklists, briefing notes and instructional guides.
- Experience in procurement and financial administration tasks including the review of quotations, initiation of purchase orders, tracking of approvals and payments, processing of invoices and goods receipting.
- Sound problem-solving skills, and the ability to develop and implement options, strategies and recommendations to achieve desired outcomes.
- Demonstrated skills in negotiation, consultation and communication (written and verbal), with a diverse group of stakeholders in an environment of change.

**Like to know more?**

Your interest will be treated in the strictest of confidence.