Company description:

About Us

The Department of Transport and Planning oversees key planning, transport and land use policy decisions and management across the State. A life-cycle approach to planning, building, connecting and sustaining communities means our people can come together to; improve services, deliver sustainable projects, focus on customer engagement, streamline regulatory approval pathways, facilitate community consultation and better realise local economic opportunities for more liveable communities across Victoria.

The External Works Team is a Group within the Department of Transport and Planning, and is responsible for the delivery of capital roads projects delivered by external third parties.

Transport Services is a Division of the Department and is responsible for delivering safe, reliable and accessible transport infrastructure and services to all Victorians.

We're focused on outcomes that deliver more choice, connections and confidence in our travel, ensuring the whole transport network works as one to deliver better services and outcomes.

Job description:

About the Role

The Project Support Officer is responsible for the provision of high-quality project and administration support to the Manager and External Works Project Delivery teams. The role includes providing quality assurance support for the Project Manager's financial and technical duties, reporting and records management, as well as assisting the Manager to support the team organisation. The role also acts as a key stakeholder liaison on behalf of the External Works teams when responding to externally funded projects, in line with DTP Project Management Frameworks.
The roles is flexible and varied and may have requirements for other durties whilst promoting engagement into strategic tasks and team development.

To access the Position Description, please click here

Position Outcomes

• Provides administrative support to the Manager External Works and teams, assisting in the coordination of team deliverables.
• Manage the External Works Outlook shared mailbox.
• Assist in accurately maintaining relevant business/project management databases, asset lists, registers, and systems, including the External Works Sharepoint site.
• Organise project meetings, briefings, and presentations, including the preparation and distribution of material pre and post meeting (agenda's, minutes, actions etc) and follow up on action items.
• Maintenance of high-quality project records management systems and processes for the teams and maintained in line with DTP records management frameworks and guidelines.
• Proactively maintain strong working relationships with the consultants representing third party customers such as developers and utilities and assist the Manager External Works in providing regular feedback with supporting documentation.
• Assist the External Works team leaders with recruitment and new staff.
• Assist the Project Advice Team for periods where their Support Officer is unavailable.

We are seeking a highly skilled administrator with proven experience providing comprehensive project support services in a fast-paced and dynamic environment. The ideal candidate will have excellent organisational skills, with the ability to prioritise tasks, manage multiple deadlines, and balance competing demands effectively. Advanced proficiency in relevant software, including SharePoint, Teams, MS Word, Visio, Excel, Project, and PowerPoint, is essential, along with the ability to produce reports and action items from corporate systems in line with established policies. Strong stakeholder engagement skills are required to build and maintain effective relationships with internal teams, local government, developers, and other government agencies, with a focus on delivering safety and transport outcomes. The role also requires the ability to work independently, exercise sound judgment, and solve problems under pressure.

Qualifications and Experience

Desirable

• Qualification (or working towards) in Business Administration, Project Management or similar.
• Experience providing project and administrative support services within Government or transport setting.

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 se 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

Click the ‘Apply' button and follow the prompts. Applications should include a resume and a cover letter. Applications close 11.59pm on ​9th June 2025. For further information about the role please contact : Zakir Shafaie,Team Leader External Works via [email protected]

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 via phone or email if you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments in an accessible format (e.g., large print) due to any viewing difficulties or other accessibility requirements.