Administration Officer

The Customer Service and Quality Assurance (CSQA) Unit is seeking applications for a VPS3 Administration Officer- Quality Assurance role. This is a fantastic opportunity to join a collaborative and high-performing team focused on delivering responsive, efficient, and high-quality customer service, project support, and services across the VSBA.

Fixed term full time until 30/06/2027

About the Department

The department provides a wide range of learning and development support and services.

The department provides policy leadership, plans for the future of education in Victoria and leads key cross-sector collaboration. The department plays an important system steward role by providing support, guidance, oversight and assurance across early childhood and school education systems, as well as directly providing school education and 50 new early learning centres.

About the Victorian School Building Authority

The Victorian School Building Authority (VSBA) is part of the Department of Education. Established in 2016, it oversees Victoria's largest school building program since the state introduced free public education in the 1870s.

The VSBA upgrades and expands existing schools and plans, designs and builds new schools to meet enrolment demand. We also support schools to maintain their buildings and grounds by offering expert advice and coordinating maintenance programs and grants.

With Victoria recently introducing two years of funded kindergarten, the VSBA is also working with the early childhood sector on a massive kindergarten construction program.

About the Division

The Corporate Division provides essential corporate support across all VSBA teams, playing a key role in assurance and oversight. We guide the VSBA in achieving its strategic objectives, ensuring decision-making is transparent and accountable. The division manages finances and ensures costings are accurate, while providing high-quality customer service and drafting correspondence for internal and external stakeholders. We also coordinate communication with local communities about school and kindergarten projects, develop graphic design and video content, manage the VSBA's social media channels, distribute internal e-newsletters, and organise ministerial and other events to support our projects.

The Division includes the Priorities and Customer Service Branch, Budget and Finance Branch, Communications Branch, Systems and Oversight Branch and the Partnering and Suport Branch.

About the Role

The position plays a key role in coordinating, registering and reviewing briefings, correspondence and ministerial information requests, while acting as a primary point of contact for internal and external stakeholders to support effective communication and collaboration. The role also supports the Quality Assurance Team Leader and broader team, ensuring consistency across processes and contributing to initiatives that strengthen the VSBA's commitment to quality assurance and customer-focused service delivery. 

The key responsibilities include:

• Assisting the coordinating, registering, and reviewing of incoming briefings, correspondence, and ministerial information requests and escalating complex enquiries.
• Providing clear direction and guidance to deliver professional first-point contact for a broad stakeholder base, with timely responses aligned to departmental standards.
• Contributing to small projects and initiatives, including the review, update, and quality assurance of resources, while ensuring continuous improvement.
• Supporting team members to foster a collaborative and accountable team culture.
• Undertaking additional responsibilities as required to strengthen quality assurance and team performance. 

The role includes a high degree of OME and OMC engagement as well as with Business Unit Managers, Divisions and across the Department. 

All VSBA staff have a shared responsibility to meet the same service standards outlined in the VSBA Customer Service Charter. Our goal is to make every interaction with the VSBA a positive one for our customers, colleagues, and key partners regardless of our individual role or team.  

Attributes

The ideal candidate will demonstrate:

• Strong alignment with the Victorian Public Sector Values, including responsiveness, integrity and accountability.
• The ability to manage tasks efficiently and prioritise according to urgency and impact.
• A customer-focused mindset and the ability to engage with a range of stakeholders across the VSBA. Ministerial offices and the Department of Education.
• Attention to detail, and the ability to follow through on requests and problem resolution.
• Strong written and verbal communication skills.

Desirable Qualifications and Experience

Desirable: Relevant experience in Ministerial Governance and/or Editing.