Work Type: Fixed-term - Full-time
Salary: $97,955 - $111,142
Grade: VPS 4
Occupation: Other
Location: Melbourne - CBD and Inner Metro suburbs
Reference: VG/CSO/TBC
Please note that this opportunity is only available to existing Departmental staff at your substantive classification level.
About the role:
This position is a Fixed-term, Full-time until 31 March 2028.
The Donor Conception Registers Officer plays a critical public‑facing role in the administration of Victoria's donor conception information system. Working under the guidance of the Donor Conception Registrar, the role supports the effective operation of the Central and Voluntary Registers and ensures that donor‑conceived people, donors, parents and relatives can access accurate information and compassionate assistance in line with the Assisted Reproductive Treatment Act 2008.
The role is responsible for managing a broad range of enquiries from donors, donor conceived people, parents of donor conceived people, relatives, Assisted Reproductive Treatment clinics, government agencies and members of the public. This includes providing clear information about rights, processes and legislative requirements, while maintaining sensitivity and professionalism in all interactions.
A key function of the role is the processing of applications to the Central and Voluntary Registers. This involves reviewing documentation, verifying eligibility, and ensuring applications comply with relevant legislative and policy frameworks. The Officer also receives and verifies donor conceived pregnancy and birth notifications from ART clinics, liaising with Births, Deaths and Marriages Victoria and other partners to ensure the accuracy and completeness of register records.
The position undertakes search‑and‑find activities to locate individuals who are the subject of a Central Register application. This may include outreach to donors, donor conceived people, parents and relatives to advise them of an application, confirm details, or seek consent for information release. Outreach must be undertaken with a high level of emotional intelligence, cultural awareness and respect for privacy.
Please view position description for further information about the role.
About us:
At the Victorian Department of Health we want a future where Victorians are the healthiest people in the world. A Victoria where our children and people thrive, our workplaces are productive and safe, and our communities are more connected.
We see it as our job to support Victorians to stay healthy and safe. And to deliver a world-class healthcare system that ensures every single Victorian can access safe, quality care that leads to better health outcomes for all.
About you:
The Department of Health is seeking a detail-oriented and motivated Donor Conception Registers Officer to support the administration and integrity of donor conception registers. This role plays a vital part in ensuring accurate record keeping, effective stakeholder engagement, and continuous improvement of processes that support individuals and families accessing donor conception information.
In this role, you will engage with a range of stakeholders, including members of the public and assisted reproductive treatment (ART) clinics, responding to enquiries and providing clear, accurate information. You will manage applications from donors, donor-conceived individuals, and their families, while contributing to the monitoring and evaluation of stakeholder experiences. You will also assist in developing high-quality written materials for both internal and external audiences.
A key responsibility of the position is maintaining accurate and up-to-date registers. This includes processing notifications from ART clinics, entering and managing data within central systems, and ensuring all records are captured with a high degree of accuracy. You will undertake regular audits and manage application data within client management systems to maintain data integrity.
The role also involves comprehensive record management activities, including conducting searches to locate individuals, retrieving information from relevant registries and archives, and managing historical records. You will be responsible for organising, classifying, and digitising documents to ensure accessibility and compliance with record-keeping standards.
In addition, you will contribute to ongoing process improvements and support a collaborative, positive team environment. This is an excellent opportunity for a professional who values accuracy, confidentiality, and meaningful work that supports the community.
Mandatory
On a personal level, the candidate will be resilient and composed under pressure, demonstrating perseverance, openness to feedback, and the ability to manage challenges constructively. They will be a collaborative team player who fosters a positive workplace culture and upholds strong integrity, acting in the public interest and building trust through fairness, respect, and ethical behaviour.
What we offer:
How to apply:
Applications should include a resume and a cover letter. Click the ‘Apply' button to view further information about the role including key contact details and the advertisement closing date.&# 160;
We are committed to developing and supporting a workforce that is well equipped and highly motivated to provide responsive and quality services to all Victorians. We continue to build an inclusive workplace that embraces diversity of backgrounds and differences to realise the potential of our employees for innovation and delivering services aimed at enhancing the lives of all Victorians. All roles can be worked flexibly and we encourage applications from Aboriginal people, people with disability, LGBTIQ+ and people from culturally diverse backgrounds. Please contact us if you require any adjustments to participate in the recruitment process at [email protected]. For more information on our commitment to inclusion and diversity see inclusion and diversity at the Department of Health.
If you have any queries in relation to recruitment processes at Health, or experience any issues in applying, please feel free to email [email protected]. Please note that unsolicited applications will not be replied to. If you have questions regarding the role specifically, we would advise you to reach out to the contact listed on the advertisement directly.
Preferred applicants may be required to complete a police check and other pre-employment checks. Information provided will be treated in the strictest confidence in line with our Privacy Policy.