Work Type: Fixed-term - Full-time
Salary: Salary not specified
Grade: Grade in advertisement
Occupation: Administration
Location: Melbourne - CBD and Inner Metro suburbs
Reference: 1509077
The purpose of this role is to provide event coordination and high-level administrative support as part of the Festival and Events team.
The role supports event delivery including event and concert preparation, correspondence and data management.
Stakeholder engagement through written communications, in person and over the phone to ensure accurate and timely information is relayed.
This position has some financial responsibilities including raising purchase requisitions, paying invoices, adding new suppliers and maintenance of accurate financial records.
Support the drafting and development of templates and event collateral, both printed and online.
Assistance with the delivery of additional business priorities as required within the VCE Season of Excellence festival.
Contribute to a workplace that is diverse, innovative, responsive, inclusive, safe and reflects VPS values.
Expert advice and support
Provide expert advice and guidance to project teams to enable effective decision making and achievement of outcomes
Contribute to program and project management approaches
Provide strategic advice across a range of Festival and Events projects and programs to ensure a coordinated approach to the delivery of the activities
Communications
Preparation and dispatch of invitations to audition to high achieving performing arts students
Liaise with Project Manager, Admin Assistant and contractors in the preparation, proofing and dispatching of letters, promotional material, tickets, Top Class programs and reports
Coordinate performer schedules and communicate details to stakeholders
Preparation and dispatch of project correspondence and contracts once outcome of auditions advised
Assistance with the production of materials by providing relevant and accurate text, editing and proofing drafts
Support preparation of materials for events, including briefings, reports, correspondence, publications, and promotional material
Provide writing and editing support for outbound communication including all promotional materials, and website content
Data and Information Management
Develop and maintain a range of databases to inform participating students of a range of requirements, outcomes, instructions etc
Record keeping for payment to and contact details of panel members and accompanists
Assist with the coordination of financial management tasks through preparation and recording of quotes and ensuring payment of invoices
Assist with the preparation of information for reporting for the events
Gather and record data and keep accurate records as required
Stakeholder Management
Manage relationships with and between program or project stakeholders
Provide information and communications to program stakeholders
Contribute to building and maintaining good relationships across the Communications Unit and the wider VCAA
Procurement
Uses appropriate purchasing processes that reflect the complexity of the procurement in accordance with departmental policy
Specialist expertise
Demonstrated experience working in events, preferably within the performing arts
Demonstrated ability to problem solve in a very busy environment
Demonstrated attention to detail
Ability to multi-task and complete tasks within specified timeframes
Demonstrated experience working in concert venues with technical production ability
Experience working within arts organisation/s would be an advantage
Project Coordination
Demonstrated capacity to be highly organised, determine workloads, set priorities, work independently as well as part of a small team
Develops and implements systems and procedures to guide work and track progress
Identifies more and less critical activities and operates accordingly, reviewing and adjusting as required
Identifies processes, tasks and resources required to achieve a goal
Recognises barriers and finds effective ways to deal with them
Problem Solving
Analyses issues from different perspectives and draws sound inferences from information available
Identifies and proposes workable solutions to problems
Investigates and probes for the facts
Liaises with stakeholders
Seeks all relevant information for problem-solving
Written communication
Ensures written communications contain necessary information to achieve their purpose and reach intended audience
Prepares briefs, letters, emails and reports using clear, concise and grammatically correct language
Uses appropriate style and formats
Stakeholder management
Constructively deals with stakeholder issues
Monitors client and stakeholder satisfaction
Takes concrete steps to add value for the stakeholder
Criteria 1 : 'Victorian Public Sector Values' as detailed in Organisational Values section above
Criteria 2 : 'Specialist Expertise as detailed in the Required Capabilities section above
Criteria 3 : 'Project Coordination' as detailed in the Required Capabilities section above
Criteria 4 : 'Problem Solving' as detailed in the Required Capabilities section above
Criteria 5 : 'Written Communication' as detailed in the Required Capabilities section above
Criteria 6 : 'Stakeholder Management' as detailed in the Required Capabilities section above
Detailed information on all terms and conditions of employment is available on the VCAA's Human Resources website at Letter of Offer of Employment - Terms and Conditions
The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees, including those who work in Victorian Government Schools. Information on the department values is available at:
https://www2.education.vic.gov.au/pal/values-department-vps-school-employees/overview
Applicants are to submit:
Cover Letter
Resume / CV
Responses addressing each Key Selection Criteria
The incumbent must declare any close relations and associations with a student or teacher (spouse/partner, sibling, child, grandchild, niece/nephew) either teaching the study or enrolled as a VCE and/or VET student in 2025.
The incumbent must not have accepted a voluntary resignation or career transition package, e.g. Voluntary Departure Package (VDP), Voluntary Separation Package (VSP), Resignation Incentive Scheme (RIS) from a Victorian Government agency or department within the last three years.
The incumbent can expect to be allocated duties, not specifically mentioned in this document, but within the capacity, qualifications and experience normally expected from persons occupying positions at this level. The incumbent will be based at a primary location of work at the VCAA Assessment Centre, Coburg, with opportunities to work remotely.
The incumbent shall carry out duties in accordance with legislation and governance requirements, policies and procedures, safety principles, code of conduct for Victorian public sector employees, and Victorian Public Sector Values
All employees of the VCAA are required to have a current and satisfactory DE NCHRC, WWC or current VIT registration before they commence working with the VCAA
Applicants seeking part-time employment are encouraged to apply for any position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the VCAA.
We are committed to the principles of equal opportunity, and diversity and inclusion for all. We value diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the VCAA. The VCAA recognises that the provision of family friendly, supportive, safe and harassment free workplaces is essential to high performance and promotes flexible work, diversity and safety across all our workplaces. It is our policy to provide reasonable adjustments for persons with a disability. Workplace adjustment guidelines
The VCAA actively promotes the safety and wellbeing of all students, and all VCAA staff are committed to protecting students from abuse or harm in the school and corporate environment, in accordance with their legal obligations including child safe standards. VCAA Policy:
Child safe policy: https://www.vcaa.vic.edu.au/sites/default/files/Documents/corppolicies/VCAA_Child_Safe_Policy.docx
Child safe code: https://www.vcaa.vic.edu.au/sites/default/files/Documents/corppolicies/VCAAChildSafeCodeofConduct.docx
The Victorian Curriculum and Assessment Authority (VCAA) is a statutory body established under the repealed Victorian Curriculum and Assessment Authority Act 2000 which continues to operate under the Education and Training Reform Act 2006 (the Act).
The VCAA oversees the delivery of, and conducts assessment for the VCE, including assessments of students undertaking accredited senior secondary courses.
About the Unit
This role is located within the Communications Unit in the Corporate Services Division. The Communications Unit consists of:
General enquiry service and the Post-Results and ATAR Service (PRAS)
Strategic communications, including internal Communications, responsible for planning and implementing external and internal communications strategies
Publishing, responsible for content development, editing, design, desktop publishing, printing and distribution of content via the VCAA's print and digital channels
Digital communications, responsible for the planning and technical development and maintenance of the VCAA's corporate website and intranet
Festival and Events, responsible for the development and delivery of VCE Season of Excellence Festival showcasing exemplary work by VCE students undertaking design, fine art, media, performing arts and extended investigation studies. The team is also responsible for managing events such as the VCE Leadership Awards and Plain English Speaking Awards, and lead or support other external and internal events where required
About the Area
The Season of Excellence festival comprises Top Talks at State Library Victoria, two exhibitions (Top Arts at the NGV and Top Designs at Melbourne Museum), Top Class performances and concerts at the Melbourne Recital Centre and other regional venues, Top Screen short film screenings at ACMI, and a literary publication for Top Scribe.