About Us

The Department of Treasury and Finance provides economic, financial and resource management advice to help the Victorian Government deliver its policies. We strive for excellence in financial and economic management to improve the lives of all Victorians.

Portfolio Analysis act as the first point of contact with DTF for line departments in relation to budget submissions, finance issues and performance reporting. We provide expertise on policies and programs and monitor departmental performance, both financial and service delivery, and promote sound financial management of the State's fiscal resources. We also provide advice to departments on financial management and undertake financial analysis and reporting to support decision making.

About The Role

In this role you will

* Work under limited supervision to provide high-level confidential secretarial and administrative support to the Executive Director including extensive time and diary management. * Manage the Executive Director's email inbox. * Provide executive support to the Executive Director for all meeting papers, preparation of presentations, and facilitating follow-up action. * Assess and prioritise a high volume of incoming papers, emails and telephone enquiries and take appropriate follow up action. * Proof-read and edit ministerial briefs, memorandums and general correspondence for senior management and DTF Ministers in an accurate and timely manner for the work group. * Manage administrative processes for the work group including document management (using HPE Content Manager) and GIPS (this includes managing the end to end HR on-boarding processes for new and departing staff). * Monitor and maintain the work groups stationery supplies, records, budget expenditure, purchasing, petty cash reimbursement and timely payment of accounts (FinCloud). * Implement and manage administrative processes across the work group and keep internal information such as phone lists up to date. Initiate change as required to ensure continuous improvement. * Maintain strong relationships with senior management, work group heads and staff within the Department of Treasury and Finance, as well as other public and private sector agencies. * Provide administrative support to other staff within the work group and complete duties as required within scope of the role. * Using knowledge of the organisation to ensure that the group works towards continuous improvement by building positive relationships.

About You

We are seeking applications from candidates with demonstrable experience in:

Planning and Organising

▪ Puts a high priority on accomplishment and attaining results.

▪ Identifies processes, tasks and resources required to achieve a goal.

▪ Distinguishes between the more and less critical activities and operates accordingly, reviewing and adjusting as required.

▪ Uses systems and procedures to guide work and track progress.

▪ Recognises barriers and finds effective ways to deal with them.

Service Excellence

▪ Makes clients/stakeholders and their needs a primary focus for maintaining satisfaction.

▪ Is resourceful and proactive in providing services.

▪ Constantly looks for continuous improvement opportunities and ways to innovate and encourages others to do the same.

▪ Takes responsibility for correcting problems promptly and without becoming defensive.

▪ Makes changes in work methods to improve service outcomes.

Written Communication

▪ Prepares letters, emails and presentations using clear, concise and grammatically correct language.

▪ Ensures written communications contain necessary information to achieve their purpose.

▪ Uses appropriate styles and formats.

▪ Has an understanding of the audience and how written materials may be interpreted.

Experience and qualifications ▪ Proven experience providing high level executive and administrative support.

▪ Highly developed computer skills and the ability to learn information management systems.

▪ Proficiency in a range of software programs such as MS Office, Lotus Notes, Outlook, HPE Content Manager and FinCloud (or equivalent).

About Our Culture

We aim to be a model employer providing an inclusive workplace that is understanding and respectful of differences such as gender, identity, race, disability or age. In addition, we are committed to supporting Aboriginal pathways between education and employment.

The Department strives to create an environment that supports a flexible and adaptive workforce. All requests for flexible working arrangements will be considered in line with operational requirements.

How To Apply

VPS employees and other JSE-eligible applicants are encouraged to apply on the Jobs & Skills Exchange (JSE) jobs board.

For more information about the position and key selection criteria, please refer to the position description. If you have specific questions regarding the role, please contact Grace Cugurno 0422 643 510 or [email protected]

To apply, select the ‘Apply Now' button and provide a copy of your resume and cover letter summarising your skills and relevant experience. Applications close at midnight, 21 April, 2025. If you require a copy of this advertisement in an accessible format, please contact the Recruitment team. Covid-19 Vaccination DTF is committed to providing and maintaining a working environment which is safe and without risk to the health of its employees and clients and consistent with the department's obligations under the Occupational Health and Safety Act 2004 (OH&S Act). To support this DTF has a COVID-19 Vaccination policy which strongly recommends all DTF employees be fully vaccinated.