Policy Coordinator

The Y Australia; Ballarat; On-site; AUD 39,000 - 51,000; Part time

Job summary

Y Ballarat is seeking a Policy Coordinator to drive the lifecycle of policies across the organisation, ensuring they are current, accessible and compliant. The role collaborates with leaders across services to translate requirements into practical documents and supports implementation and review processes.

This 12-month, 0.6 FTE position reports to the Executive Manager Organisational Compliance and Child Safety, with the aim of strengthening policy governance for over 110 services and programs

Qualifications

• Experience coordinating policy development and review.
• Ability to maintain a central policy register and review schedule.
• Strong writing, editing and document-management skills.

Responsibilities

• Coordinate the development and review of organisation-wide policies, procedures and frameworks.
• Maintain the central policy register and review schedule.
• Monitor review dates and follow up policy actions.
• Research legislative, regulatory and sector requirements relevant to Y Ballarat.
• Support SMEs to translate requirements into clear documents.
• Coordinate consultation with employees and leaders.
• Prepare policies for executive approval.
• Manage document control, records and publication processes.

Skills

Policy coordination

Stakeholder management

Policy governance

Documentation management

Writing/editing

Education

Policy/governance qualification

Job description

Help strengthen the policies and systems that support safe, consistent and high-quality services across Y Ballarat.

Y Ballarat is seeking an organised and capable Policy Coordinator to coordinate the development, review, approval and implementation of policies and procedures across our organisation.

This 12-month fixed-term position will support a diverse portfolio of more than 110 services and programs, including Y Learn and Swim, Y Kindergartens, Outside School Hours Care, youth programs, corporate services and the emerging Y School.

Reporting directly to the Executive Manager Organisational Compliance and Child Safety, the Policy Coordinator will help ensure Y Ballarat’s policies and procedures are current, accessible, compliant, and applied consistently in practice.

About Y Ballarat

At the Y, we believe in the power of inspired young people.

Y Ballarat delivers services across Victoria through a large and geographically dispersed portfolio. Our vision is a better world with and for young people, and our work is guided by the values of Honesty, Respect, Caring and Responsibility.

About the role

The Policy Coordinator will establish and maintain a structured organisation-wide approach to policy and procedure management.

Working closely with leaders and subject-matter experts, you will coordinate the full policy lifecycle—from identifying the need for a new or revised document through consultation, approval, publication, implementation and scheduled review.

Your key responsibilities will include:

• Coordinating the development and review of organisation-wide policies, procedures, frameworks and supporting resources


• Maintaining the central policy register and organisation-wide review schedule


• Monitoring review dates and following up outstanding policy actions


• Researching legislative, regulatory and sector requirements relevant to Y Ballarat


• Supporting subject-matter experts to translate requirements into clear and practical documents


• Coordinating consultation with employees, leaders and other stakeholders


• Preparing policies and procedures for executive or governance approval


• Managing document control, version control, approval records and publication processes


• Ensuring superseded documents are archived and removed from active use


• Supporting clear communication and implementation of policy changes


• Developing templates, guidance and tools that promote consistency and quality


• Identifying gaps, duplication and inconsistencies across existing documents


• Supporting policy responses arising from incidents, audits, complaints, regulatory changes and organisational growth


• Working across Y Learn and Swim, Y Kindergartens, Outside School Hours Care, youth programs, corporate services and the emerging Y School


• Contributing to compliance monitoring, reporting and continuous improvement activities


• Supporting the integration of policy with compliance, child safety, OHS, risk, quality and operational systems.

About you

You are an organised and detail-focused professional who can manage multiple documents, deadlines and stakeholders without losing sight of the practical purpose of policy.

You understand that effective policies must do more than meet compliance requirements—they must be clear, accessible and able to guide consistent practice across diverse operating environments.

To be successful, you will bring:

• Relevant qualifications or demonstrated experience in policy, governance, compliance, risk, quality, business administration or a related discipline


• Demonstrated experience coordinating the development and review of policies and procedures


• Strong research, writing, editing and document-management skills


• The ability to interpret legislative, regulatory and organisational requirements


• Experience managing policy registers, review schedules and version-control processes


• Strong attention to detail and commitment to document accuracy


• The ability to coordinate consultation and work effectively with subject-matter experts


• Strong planning and organisational skills, including the ability to manage competing deadlines


• Clear written and verbal communication skills


• Confidence working with leaders across different functions and service environments


• A practical, collaborative and continuous-improvement approach.

Experience within education, early childhood, Outside School Hours Care, youth, community or human services will be highly regarded.

This is an opportunity to:

• Strengthen organisation-wide policy governance across more than 110 services and programs


• Support policies that directly contribute to safe and high-quality services


• Work across a diverse portfolio, including Y Kindergartens, Outside School Hours Care, youth programs and the emerging Y School


• Contribute to organisational compliance, child safety and continuous improvement


• Work closely with senior leaders and subject-matter experts


• Undertake a meaningful role with the flexibility of part-time employment.

Conditions of employment

This is a part-time, 0.6 FTE position offered under a 12-month fixed-term contract.

The successful applicant will be required to:

• Undertake a National Police Check


• Hold and maintain a valid employment Working with Children Check


• Comply with Y Ballarat’s safeguarding, privacy, confidentiality and information-management requirements.

Y Ballarat is committed to the safety, wellbeing, participation and empowerment of all children and young people. All employees are expected to uphold the rights and best interests of children and young people and comply with Y Ballarat’s safeguarding policies, procedures and Safe Behaviours.

Y Ballarat values diversity and inclusion and encourages applications from Aboriginal and Torres Strait Islander peoples, people from culturally and linguistically diverse backgrounds, people with disability and people of all ages, genders and identities.

Applications close at midnight on Wednesday, 9 September 2026.

For further information or a confidential discussion, please contact Kim Porter, **********@yballarat.org.au