Participant, Event and Program Officer

Department of Education Victoria; City of Melbourne; On-site; AUD 60,000 - 80,000; Full time

Job summary

Department of Education Victoria – Melbourne VIC seeks a proactive Participant, Events and Program Officer to deliver inclusive support for Academy professional learning programs, venue hire stakeholders and other guests.

The role involves coordinating end-to-end participant services, managing venue bookings and events, and collaborating with internal teams and external partners to ensure a seamless experience from planning through to execution.

Qualifications

• Experience in a customer service-based industry.
• Familiarity with learning and adapting to new technology platforms and systems.

Responsibilities

• Lead end-to-end participant services across professional learning programs, including registration, onboarding, accessibility, catering, inquiries and records.
• Coordinate and deliver venue hire and events activities, including setup, logistics, bookings and post-event follow-up.
• Collaborate with internal teams and external stakeholders to align program delivery and participant needs.
• Apply consistent processes and service standards to support reliable operations.
• Support broader team priorities across participant, program and event functions.

Skills

Customer service

Organisational skills

Communication skills

Stakeholder management

Data interpretation

Attention to detail

Job description

Department of Education Victoria – Melbourne VIC

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
  • coordinating 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.