Divisional Coordinator

Department of Education & Training, Victoria; Melbourne; On-site; AUD 55,000 - 70,000; Full time

Job summary

Department of Education & Training, Victoria is seeking an organised administrator with strong writing and graphic design skills. The role includes drafting updates, calendar management for executives, and creating PowerPoint content aligned with the department style guide.

The position involves event planning, supplier onboarding in Oracle, budget tasks, and producing professional flyers, posters and infographics for internal audiences. Collaboration across divisions is essential.

Qualifications

• Excellent attention to detail across multiple tasks for a range of team members.
• Strong writing skills and ability to produce clear communications.
• Ability to design or adapt information in PowerPoint presentations and other collateral.

Responsibilities

• Draft weekly updates and plan divisional meetings.
• Maintain training records and calendar management for executives.
• Prepare bulk emails and coordinate event planning.
• Obtain quotes, process invoices and onboard new suppliers into Oracle.
• Produce communication materials consistent with the department style guide.
• Format and improve layout of slides and documents for readability.

Skills

Attention to detail

Multi-tasking

Graphic design

Writing

PowerPoint

Microsoft Word

Oracle

Tools

PowerPoint

Microsoft Word

Oracle

Job description

About the Role This role would suit someone with excellent attention to detail, ability to work on multiple tasks for a range of team members, graphic design skills and strong writing skills. In addition to administrative duties, the role is also required to develop, organise and lay out information in Powerpoint presentations and other collateral, to produce content that optimises audience understanding.

Duties include:

• General divisional support - Drafting weekly updates, divisional meeting planning, social events
• Maintaining training records for all branches (both delivered and received)
• Calendar management of Executive Director and Directors
• Preparing bulk email send outs from ED
• Event planning - community reference group, staff training, team days, cross divisional professional development
• Obtaining quotes, processing invoices and reimbursements and onboarding new suppliers into Oracle
• Ordering stationery, name tags, general office supplies and catering
• Maintaining special purpose email accounts
• Assisting managers with onboarding new staff where needed (ordering IT, security passes etc)
• Booking accommodation, flights and travel for staff members
• Develop design assets using appropriate software, with the ability to adapt or convert files into Microsoft Word and PowerPoint where editable formats are required.
• Producing communication materials consistent with the Department of Education style guide, including flyers, posters, slide decks, infographics and templates.
• Work collaboratively with team members and Communications Division to obtain relevant approvals and ensure materials meet branding and communication requirements.
• Formatting and improving the layout of existing slides, documents and communication materials to enhance readability and visual presentation.

About the Division

The Operational Policy, School Engagement and Compliance (OPSEC) Division - a supportive, respectful, positive, and collaborative team with a culture of high integrity, responsiveness and accountability. OPSEC division operates at the intersection of stewardship, assurance, and advisory in school child safety response and school operations:

• Community Engagement and Response in institutional sexual harm OPSEC leads coordinated responses to institutional sexual abuse matters-both historical and current-working closely with schools and community stakeholders.
• Assurance and ComplianceBy providing oversight of compliance with minimum standards for school registration requirements and child safe standards, OPSEC ensures consistent and accountable practice across all government schools through support and assurance.
• Expert Advisory and Operational Support OPSEC is the primary steward of the department's Policy and Advisory Library, providing the Principal Advisory Service, and being a source of expert advice for the department on its operational policies for government schools and on the volume and timing of Department engagement with schools.

About the Department

The department provides a wide range of learning and development support and services. The department provides policy leadership, plans for the future of education in Victoria and leads key cross-sector collaboration. The department plays an important system steward role by providing support, guidance, oversight and assurance across early childhood and school education systems, as well as directly providing school education and 50 new early learning centres.

Further Information

For more details regarding the role requirements and capabilities, refer to the attached Position Description. For further information about the role, please contact Elly Gay, Executive Director, via mobile [phone] or [e-mail]. The department values 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 more information about our work, working for the Department, diversity and inclusion, and our employment conditions visit the Department website and our Diversity and Inclusion page Applicants requiring adjustments can contact the nominated contact person. Information about the Department of Education's operations and employment conditions can be located at www.education.vic.gov.au. 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 Education 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.

Applications close 11:59pm on 26 October 2026