Administration Officer, COES

Our purpose is to keep Victorians energy safe and ensure energy is used confidently. Through education, regulation and enforcement, we work to ensure that energy safety, supply and efficiency are a priority in Victoria and something our customers can be confident in. Our people come from a wide range of professions with diverse skills and experience driving the success of Energy Safe Victoria.

About the opportunity

We have an exciting permanent opportunity for a Administration Officer, Certificates od Electrical Safety (COES) to join Energy Safe's Community & Regulatory Services Team within the Customer & People Experience Division.

The Administration Officer, Certificates of Electrical Safety (COES) is responsible for carrying out effective administration and management of Energy Safe Victoria's COES systems. Using regulatory framework, they are responsible for providing a high level of customer service for industry participants, community and internal stakeholders.

Key responsibilities:

• Provide a high standard of customer service to industry participants and consumers on queries relating to:

• COES systems and processes for ESVConnect and paper certificates.

• regulatory obligations and education.

• COES transfers or refunds for COES when RECs and LEWs retire from industry

• Cancellations of Certificates.

• Requests for copies of COES from industry and consumers.

• Community education and guidance.

• Provide advice and liaise with internal stakeholders when handling queries relating to Certificates of Electrical Safety
• Provide legal statements in relation to certificate searches conducted for investigative purposes.

• Provide effective administration of electronic and paper COES systems by:

• ensuring proficiency of Energy Safe's electronic certification system.

• providing verbal and written responses to queries on electronic and
• paper certification systems
• ensuring high level of data integrity and accuracy when entering
• information into databases and scanning certificates
• ensuring appropriate stock levels and security of new paper Certificates of Electrical Safety and dispatching agent orders for certificates when required.
• processing and arranging dispatch of periodic certificates of electrical safety.
• liaising with the Finance team to ensure refunds of purchased
• certificates are processed effectively
• providing input to improve processes, guidelines, and systems

• ensuring thorough and up-to-date understanding of the relevant sections of the Electricity Safety Act 1998 and related regulations.

• Liaise with and assist the Information Technology department during COES system maintenance and enhancements, as required.

• Assist with the creation and maintenance of records within Content Manager document management system.
• Ensure compliance with Energy Safe's privacy and data security obligations when managing customer data.
• Other relevant duties as required.

To be successful, you'll have:

• Strong background in general administrative functions, with hands-on experience in sorting, filing, and working systematically to support efficient workflows.

• Possesses well-developed problem-solving skills, with the ability to identify issues, evaluate options, and implement effective solutions in a timely manner.

• Demonstrated experience using databases or enterprise software.

• Commitment to excellence in customer service and proven experience dealing effectively with a wide range of customers.

• Well-developed written and verbal communication skills.

• Excellent interpersonal skills and the ability to negotiate with difficult customers and work cooperatively with internal and external stakeholders.

• Proven ability to work effectively in a team environment

• Effective prioritisation and time management skills, with ability to operate effectively with minimal supervision.

• Ability to apply and understand legislation on a day-to-day basis.

• Proficiency in Microsoft 365 applications (Outlook, Word, Excel, Teams and Sharepoint). (Desired)

• Experience with Content Manager or other document management systems would be highly regarded (Desired).

How to apply

Please refer to the available position description to assess your suitability and submit your current resume and cover letter via the Apply button. Applications will not be accepted via email.

Energy Safe will conduct relevant checks about applicants and the information provided with an application including reference checks and a satisfactory National Police Check.

Energy Safe Victoria values the unique backgrounds, experiences, and contributions that each person brings to our organisation and welcomes and celebrates diversity. Our aim is to create a workforce that reflects the diversity of the community that we are here to protect. We invite you to talk to us about any preferences or adjustments you may value or require to either the recruitment process or the role itself. If you identify as a person with disability, please let us know how we can provide additional support.

For a confidential discussion, please contact Human Resources via 

Applications close at midnight 29 September This advertisement may close prior to the closure datewithout notice, if a high volume of applications is received, therefore we encourage you to apply as soon as possible.