Program Support Coordinator

• An ongoing role in a supportive environment with great team dynamics.
• Embark on a rewarding career with an organisation that recognises expertise and dedication.
• Hybrid working model with flexible WFH options.

V/Line’s purpose is to connect Victorians through safe, reliable, and accessible transport. We believe in giving all Victorians opportunities through travel and transport – connecting them to jobs, education, family and friends, services, tourism and trade.

About the role

Join the dynamic Network Development & Maintenance Group at V/Line, where you play a pivotal role in shaping the future of Victoria’s rail network. As the Program Support Coordinator, you will report directly into the Program Manager – MPM (Major Periodic Maintenance) and provide comprehensive administrative and team support to ensure the smooth operation of the MPM Program. This exciting role involves coordinating program control activities across various teams, ensuring that all aspects of the program are aligned and functioning efficiently.

Key accountabilities include:

Operational Coordination: Serve as a pivotal liaison, ensuring seamless communication and coordination across various operational departments.

Administrative Management: Oversee essential administrative tasks, including document handling, data entry, and systematic tracking and sorting.

Employee Onboarding: Facilitate the induction process for new hires, ensuring a smooth transition and setup within the company.

Meeting and Event Support: Organise and provide support for program meetings and team events, including venue arrangements, travel planning, catering, agenda preparation, and follow-up on action items.

Reporting and Documentation: Compile and prepare reports and documentation as needed, contributing to the company’s operational efficiency.

Procurement Assistance: Assist in the execution of Request for Quotations (RFQs) and undertake purchasing tasks in line with company procedures.

Administrative Support: Perform a variety of additional administrative duties as required, including but not limited to, tracking action items, photocopying, filing, and drafting official communications.

Communication Management: Compile and disseminate critical business communications to stakeholders within NDAM and the broader V/Line organisation.

About you

We are seeking a highly organised and enthusiastic individual with program or project administrative support experience. If you have a keen eye for detail, strong interpersonal skills, and a passion for supporting governance within a dynamic setting, this is the perfect role for you!

Our ideal candidate will possess the following:

Exceptional administrative skills, including proficiency in MS Office Suite and adeptness in database and document management systems.

Experience in preparing agendas, minute-taking, and managing action registers, demonstrating exceptional organisational capabilities.

Excellent stakeholder engagement and communication skills, capable of managing relationships across various departments and with external parties.

A meticulous attention to detail, ensuring accuracy in all documentation and data management, and adherence to program guidelines and procedures.

Proven experience in managing and coordinating multiple stakeholders, with a strong ability to communicate effectively and harmonize activities among diverse groups.

The capacity to prioritise tasks, meet deadlines, and maintain meticulous organisation to ensure seamless program operations.

A flexible mindset ready to adapt to changing priorities and unexpected challenges, adjusting plans and strategies as necessary.

Demonstrated alignment to V/Line’s values of responsiveness, integrity, impartiality, accountability, respect, leadership and human rights.

Desirable

Bachelor’s degree and/or Certificate in Project Management or equivalent experience.

Experience in the rail industry is beneficial.

A full position description will be made available to interviewees.

In addition to free Myki travel, we offer:

• Community impact – Make a genuine difference. Work in a role that connects Victorians, every day.
• Huge potential – We’re transforming, and you can too. Be a change maker, recognised for your contribution and creativity.
• Dynamic environment – V/Line operates in a constantly changing space. Join a fast-paced and exciting organisation.
• Collaborative team – You’ll be part of a broader supportive team. Surround yourself with talented, passionate peers.
• Flexible working – We support flexible working. Work in a way that supports you to thrive in your role.

How to Apply

Please use the ‘Apply’ button to submit your application, including a current resume.

The recruitment and selection process may include aptitude assessments, behavioural and/or technical interviews and employment references.

Successful applicants will be required to undergo pre-employment screening including, probity (police) checks, and Australian entitlement to work. Employees of V/Line are required to maintain a valid Working with Children Check Victoria (Employee) for the duration of employment.

Initial queries can be made to Peejay Mijares, Talent Acquisition Business Partner at Peejay.mijares@vline.com.au

Applications will close at 11.59 pm on Sunday, 5th May 2024.

We offer a competitive salary package from $83,835 inclusive of leave loading and superannuation. We would be happy to discuss salary expectations in line with skills, experience, and overall suitability to the role.

V/Line is an equal opportunity employer. We are committed to providing an environment of mutual respect and we welcome applicants from any background. We value diversity and are continuously working towards creating a flexible and inclusive environment that is representative of the Victorian community.