Adoption Records Officer

Utilise your administration expertise to provide support and advice to Registration Screening and Crime Prevention branch.
- Ongoing, Full-Time Opportunity to work with a high-performing and passionate team in the Victorian Public Service
- VPS Grade2, plus superannuation.

About the Business Unit
Adoption Services (AS) is part of the Police, Fines and Crime Prevention Group within DJCS. The AS team is aligned with the Registry of Births, Deaths and Marriages (BDM) and reports to the Registrar (BDM) and Director, Adoption Services.
AS delivers a range of services under the Adoption Act 1984 including counselling to people considering placing a child for adoption, assessing people to be approved to adopt a child from Victoria or overseas and providing records to people who have been affected by past adoptions.
The Adoption Support Unit is instrumental in providing high quality administrative and corporate support to the AS program areas. Working within a small team, the Adoption Support Officer is responsible for providing support in triaging client queries, as well as corporate and client data services across AS. This includes record searches, registration of mail items, data management and maintenance of documented procedures and guidelines.

About the Role
Working within a small team, the Adoption Support Officer is responsible for providing support in triaging client queries, as well as corporate and client data services across AS. This includes record searches, registration of mail items, data management and maintenance of documented procedures and guidelines. The team of staff responds to a wide range of clients and are required to deal with multiple programs. Attention to detail and teamwork underpin success in this role as well as a demonstrated ability to communicate sensitively and effectively.
The team of staff responds to a wide range of clients and are required to deal with multiple programs. Attention to detail and teamwork underpin success in this role as well as a demonstrated ability to communicate sensitively and effectively.

**Some of your duties may include**:

- Provide administrative and logístical support to Adoption Services, through delivery of timely and professional record keeping and mail services
- Assess and process a high volume of queries and requests for records, and conduct complex searches
- Complete reports by entering required information
- Liaise with stakeholders to obtain records and provide accurate information and assistance to case managers within Adoption Services

About You
- Experience within a service-oriented environment
- An ability to quickly acquire knowledge of policies, procedures, services and systems
- Working knowledge of Microsoft Word, Excel, Dynamics 365 and Outlook
- Demonstrated knowledge and experience in managing sensitive client information, including ability to direct client queries to the appropriate service delivery
- Demonstrated knowledge and experience in undertaking processing work such as data entry, purchasing, payments and reports using office databases.

Qualification/Requirement
- Experience in providing proactive customer service in a records-based role is desired.
- A relevant degree, tertiary qualification or vocational certificate is desired.

How to Apply

**IMPORTANT INFORMATION**:
The department is committed to providing and maintaining a working environment which is safe and without risk to the health of its employees consistent with the department's obligations under the Occupational Health and Safety Act 2004 (Vic). Therefore, there is a requirement that all DJCS employees be fully vaccinated against COVID-19 in order to undertake duties outside of their homes.

Prior to commencement of employment with the department you will need to provide evidence that you are vaccinated against COVID-19.

Upon commencement of employment with the department you will be required to provide evidence that you have an up-to-date vaccination status within the timelines specified by the department into the DJCS Service Portal. This includes evidence of all doses of a COVID-19 vaccine required by the department (from time to time).

**Acceptable evidence includes**:
COVID-19 digital certificate or ATAGI exemption certificate (available via your myGov account)

Your immunisation history statement (available via your myGov account)

Other documentation outside the above will not be accepted as evidence of having received your COVID-19 vaccine doses.