Title:  Business Support Officer

About Us

The Department of Transport and Planning seeks to create thriving places and connected communities by ensuring Victoria’s transport and land use is safe, sustainble and integrated. Our job is to further integrate the transport network and land uses to improve the delivery of services to Victorians for simpler, quicker and safer journeys that connect people and places and support Victoria's prosperity and liveability.

The department is an equal opportunity employer and welcomes applicants from a diverse range of backgrounds, including veterans, people who identify as Aboriginal and Torres Strait Islander, have a disability, are from varied cultural backgrounds and those who identify as LGBTIQ+. The department provides workplace adjustments for applicants with disabilities.

About the People, Legal and Governance Group

People, Legal and Governance is a Group in the Department of Transport and Planning, and is responsible for providing business enabling people and corporate services functions, that drive a high-performance culture and to support integrated operations.

The Business Operations and Improvement Division is responsible for delivering specialist services and solutions that add value, help empower people to deliver service excellence and ensures the Department of Transport and Planning consistently meets its compliance and regulatory obligations.

About the Role

The Business Support Officer plays a key role in ensuring the smooth and efficient operation of the Division by providing high-level administrative and business support to the Executive Director and leadership team. Acting as a central coordination point, the role is responsible for managing a range of essential corporate processes and day-to-day activities that keep the Division running seamlessly.

Working in close collaboration with other areas across DTP and Divisional leaders, the Business Support Officer builds strong partnerships to support effective communication and workflow. A critical part of the role involves regular engagement with the DTP Secretariat and Office of the Deputy Secretary to ensure the timely preparation and delivery of accurate, consistent, and high-quality briefings, reports, and correspondence. These may be provided to senior internal and external stakeholders, including the Secretary, Deputy Secretaries, and other executive-level contacts.

To access the Position Description, please click here.

Position Outcomes / Accountabilities

• Provide high level support to the Executive Director including and not limited to, email and diary management and the coordination of committee papers. Exercise sound judgement in dealing with complex, highly confidential, and sensitive issues and work flexibly with changing and competing priorities to meet urgent deadlines.
• Effectively manage and coordinate a range of corporate business processes / activities across the Division including and not limited to, workforce planning, recruitment and induction activities, Divisional risk management, audit and business continuity plans, procurement processes, records management, contract management activities and financial and budget management processes, working in strong collaboration with corporate business partners.
• Provide support and oversight in the preparation of Divisional briefings / papers including managing the governance meeting planner, coordinating content, quality control checks and monitoring of status to ensure the timely submission of quality outputs.
• Develop high quality and accurate correspondence, briefings and reports including liaising with relevant staff to coordinate the provision of information and responses, within agreed timelines.
• Coordinate, arrange and provide support for key meetings and various Divisional events including the provision of Secretariat activities.
• Contribute to the development of the Divisional business plan, cultural action plan, policies and processes under general functional supervision.
• Provide advice and support on the application of corporate policies and processes to ensure compliance with relevant legislation, regulations, standards and procedures.
• Resolution and escalation of issues to the appropriate levels of management in a timely and effective manner.
• Undertake local Divisional business improvement projects and/or research under direction with close attention to detail and accuracy.
• Develop and maintain strong working relationships with relevant internal and external stakeholders.
• In line with Section 31A of the Public Administration Act 2004 (Vic) other duties may be assigned consistent with employment classification, skills, and capabilities

Key Selection Criteria

The ideal candidate will be a strong communicator who can deliver clear, engaging messages tailored to different audiences. They will bring well-developed critical thinking and problem-solving skills, using sound judgment to resolve issues with or without existing guidelines. Technologically confident, they will guide others in using digital tools and understand the broader IT landscape. They will demonstrate strong stakeholder management by building relationships, adding value, and resolving concerns. With a solid grasp of political and organisational context, they will adapt their approach accordingly. The candidate will also promote continuous improvement by seeking feedback, encouraging innovation, and driving more efficient ways of working.

Personal Attributes

The ideal candidate will foster a collaborative culture, guiding others to share knowledge and work effectively across teams. They will identify and act on opportunities for cross-team collaboration to achieve shared goals. Adaptable and responsive, they will embrace changing priorities and work comfortably with teams across different parts of the organisation.

Qualifications and Experience

Mandatory

• An appropriate tertiary qualification or extensive business management expertise in public sector management.
• High level proficiency and experience in the use of:
  • Microsoft 365 tools and products including Outlook, Word, Excel, PowerPoint, Teams and Sharepoint,
  • Organisational business systems / applications, including records management systems and other software databases.

What we offer

• Meaningful work making Victorian communities more accessible and liveable
• Professional growth and development opportunities across the department and the wider Victorian Public Services
• A hybrid working model focused on collaboration and teamwork
• Optimal work-life balance initiatives including flexible working arrangements
• Opportunity to work across multiple urban and suburban hubs
• We prioritise the development of a safe and inclusive culture

Culture Value

We are an equal opportunity employer, embracing a diverse range of applicants such as veterans, and people who identify as Aboriginal and/or Torres Strait Islander, LGBTQIA community members, individuals with disabilities and/or health conditions, as well as those from varied faith and cultural backgrounds. At our department, we prioritize the development of a safe, inclusive, and high-performance culture through shared actions and behaviours that align with our strategy and direction. This empowers our employees to effectively contribute to our goals.

How to Apply

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Applications close 11.59pm on Thursday, 18th of May. 

Please include a resume and cover letter. All applications must be submitted through the online portal. We’re unable to consider email or manual applications at this time.

For further information about the role please contact Christina Borzi – Executive Director Business Operations and Improvements via christina.borzi@transport.vic.gov.au

Preferred applicants may be required to complete a police check and may be subject to other pre-employment checks. Information provided to the Department of Transport and Planning will be treated in the strictest confidence.

Please let us know by phone or email if you need any adjustments to fully participate in the recruitment process. If you require the ad or any attachments in an accessible format (e.g., large print) due to viewing difficulties or other accessibility needs, we are happy to accommodate.