Participant, Event and Program Officer

State Government of Victoria, Australia; City of Melbourne; On-site; AUD 70,000 - 90,000; Full time

Job summary

The State Government of Victoria is seeking a Participant, Events and Program Officer for Melbourne CBD to manage end-to-end participant services across professional learning programs and coordinate venue hire and events. You will work with internal teams and external stakeholders to ensure a high-quality, inclusive experience for participants and guests.

The role requires strong organisational skills, excellent communication, and the ability to adapt to changing program needs.

Qualifications

• Experience in a customer service-based industry.
• Ability to learn new technology platforms and systems.
• Strong organisational and coordination skills.
• Excellent communication with diverse audiences.
• Ability to build and maintain effective relationships with internal and external stakeholders.

Responsibilities

• Lead end-to-end participant services across professional learning programs.
• Coordinate onboarding, accessibility requirements and catering; respond to enquiries.
• Maintain accurate participant records, systems and communications.
• Deliver venue hire and events activities, including setup and logistics.
• Collaborate with internal teams and external stakeholders to align program delivery.

Skills

Customer service

Event coordination

Venue hire

Stakeholder management

Communication skills

Attention to detail

Job description

Location: Melbourne - CBD and Inner Metro suburbs

Reference: VG/1948422

The Participant, Event and Program Support team will be responsible for leading a high-quality and inclusive experience for Academy program participants, guests and venue hire stakeholders.

Are you passionate about coordinating programs and events while supporting participants and stakeholders to ensure seamless delivery?

The Academy's mission is to enhance and improve student outcomes across rural, regional and metropolitan schools through specialised professional learning and pathways, and to raise public awareness of the profession. Information on our legislated objectives is available on our website: Our strategy and story | Academy .

At the Academy, we are passionate about meaningful and exciting work that has an impact on education and student outcomes. Our shared purpose is to create and offer evidence-informed professional learning programs, events and initiatives designed to take Victoria's highly skilled teachers and school leaders from great to exceptional and advance the quality and status of teaching and school leadership. We also provide pathways for school and system improvement and raise public awareness of and confidence in the profession across government, Catholic and independent systems.

We care about the quality of our work, demonstrate collective responsibility for continuous improvement and support each other to do the very best we can every day to achieve our goals.

The Academy is a learning organisation that provides opportunities for employees to grow. We have a positive culture that we are building together, where people feel supported, valued and heard.

About the Division

The Academy Services Divisionprovidesa range of specialist services to teams across the Academy, to program participants (potential and current) and to external venue hire stakeholders to ensure an inclusivehigh qualityprofessional learning or event management experience for our stakeholders. The Division's specialist areas include learning design, participant,eventand program support, and strategic engagement.

About the Team

The Participant, Event and Program Support team will be responsible for leading a high-quality and inclusive experience for Academy program participants, guests and venue hire stakeholders.

The team oversee the end-to-end participant journey across professional learning programs in collaboration with other teams where relevant. The team lead the Academy's venue hire and events function, monitoring participation and venue performance to continuously improve the participant and guest experience. Further responsibilities include scheduling of programs and managing program registrations and application processes.

About the Role

The Participant, Events and Program Officer delivers high-quality, inclusive and integrated support for participants of the Academy's professional learning programs, venue hire stakeholders and other Academy guests. The role brings together consistent processes, coordinated cross-team collaboration and operational delivery that supports seamless end-to-end delivery from planning through to completion.

We have 2 fixed-term positions commencing 1 January 2027 until 31 December 2027.

The responsibilities of the Participant, Events and Program Officer include:

• leading and managing end-to-end participant services across professional learning programs, including:
  • participant registration, application and onboarding processes
  • coordinat ing accessibility requirements and catering
  • responding to enquiries and providing timely support
  • maintaining accurate participant records, systems and communications
• coordinating and delivering venue hire and events activities, including:
  • event setup, logistics and on-the-day delivery
  • managing venue bookings, systems and documentation
  • supporting post-event follow-up and reporting
• working collaboratively with internal teams and external stakeholders to align program delivery, event coordination and participant needs
• applying consistent processes, service standards and systems to support reliable and efficient operations
• contributing to the broader priorities of the team, working flexibly to support delivery across participant, program and event functions.

Capabilities

• Demonstrated experience in a customer, participant, events or venue-hire operational environment, managing end-to-end coordination
• Strong organisational and coordination skills, with the ability to manage multiple, competing priorities
• Strong communication skills, with the ability to tailor tone and messaging to different audiences
• Ability to build and maintain effective working relationships with internal and external stakeholders
• Ability to interpret data and feedback to inform improvements to delivery
• Strong attention to detail and ability to apply consistent processes and systems.

Qualifications and Experience

• Experience in a customer service-based industry and provision of customer service.
• Demonstrated experience in learning and adapting to new technology platforms and systems, ensuring seamless integration into team workflows.

Further Information

For further informationpertaining tothe role, pleasecontact Patrick Brannigan, Manager - Participant, Events and Program Support via [e-mail] or 03 7022 0229

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 Tuesday 6 October 2026 at 11.59pm