Senior Department Administration

Council Jobs; Geelong; On-site; AUD 75,000 - 92,000; Full time

Job summary

The City of Geelong is seeking a Senior Department Administration Officer to provide proactive administrative support to the Manager of Children and Family Services. The role is fixed term full time for 24 months and sits in Band 5 with a salary of $83,436 per annum plus super.

Key tasks include coordinating department meetings, diary management, and reporting, processing purchase orders, and supporting Councillor portfolio activities.

Qualifications

• Senior administration or executive support experience.
• Ability to coordinate complex administrative functions autonomously.
• Collaborative and solutions-focused with strong organisational skills.
• Commitment to customer service excellence and continuous improvement.

Responsibilities

• Deliver day-to-day department administrative activities within agreed timelines (meetings, correspondence, record keeping).
• Provide diary and email management support to the Manager and prepare management reports.
• Assist with purchase orders, receipts, and ad-hoc information collation for proposals/presentations.
• Coordinate councillor portfolio meetings and advisory committees as relevant.
• Identify and implement improvements to administrative processes.

Skills

People skills

Analytical thinking

Attention to detail

Desktop applications

Working with Children’s Check

Job description

Job no: 500859
Work type: Fixed Term Full Time
Classification: Band 5 - $83,436.03 pa plus super
Categories: Administration & Support, Child & Family Services

About the role

The Senior Department Administration Officer provides proactive administrative support to the Manager Children and Family Services and the broader Children and Family Services Department, to enable effective delivery of departmental objectives. The role operates as an integral member of the Children and Family Services Support Officer team, contributing to a coordinated and consistent approach to administrative service delivery across the department.

Work type: Fixed Term - Full Time (24 months)
Classification: Band 5 $83,436 pa plus super

Key responsibilities include:

• Deliver a range of day-to-day department administrative activities, proactively and effectively within agreed timelines, such as:
  • Coordinate and support the running of department meetings and functions or events.
  • Monitor and coordinate department correspondence, workflows and record keeping.
  • Provide essential individual support to the Manager and assist with diary and email management and preparation of management reports.
• Assist the Department in the processing of purchase orders and receipts.
• Assist the Manager with ad-hoc assignments including fact finding/information collation, preparing proposals and presentations.
• Coordinate and support Councillor portfolio meetings and advisory committees as relevant to the department.
• Collaborate with other Senior Department Administration Officers to review, identify and implement improvement opportunities to enhance ways of working and administration processes.

About you

The ideal candidate will have substantial experience in a senior administration, executive support, or departmental coordination role. Demonstrated ability to work autonomously, coordinate complex administrative functions, exercise sound judgement, and positively influence outcomes. A collaborative and solutions-focused professional with exceptional organisational skills, attention to detail, resilience, and a commitment to customer service excellence and continuous improvement.

• Well-developed people skills to support, influence, and collaborate with relevant stakeholders.
• Ability to understand the wider business context and how the department’s priorities and activities contribute to organisational objectives.
• Strong critical and analytical thinking and problem solving ability.
• Strong attention to detail.
• Proficient in standard desktop applications, business systems and audio-visual technologies to support efficient work practices.
• Working with Children’s Check (employee)

Preferred candidates will be required to undergo a National Police Check as part of the recruitment process (funded by the City).

Child Safety Responsibilities

We are committed to being a child-safe organisation and have zero-tolerance for child abuse. We have specific policies, procedures, and mandatory training in place to support employees, volunteers, and contractors to achieve and adhere to these commitments. Please read ourChild Safe Standards Management Policy.

Diversity and Inclusion

At the City we want a workforce that reflects the community we live in. We welcome and embrace everyone, all people with their own unique experiences, and support and encourage all our employees to do their best work, have equal access to opportunities and a just working environment. For this reason, we particularly welcome and encourage applications from First Nations people, people with diverse cultural and linguistic backgrounds, from the LGBTQIA+ community, people with disability and people of all genders, ages and diverse experience.

We are the City

From parks to offices, childcare centres to works depots, leisure facilities to the Wool Museum and waterfront, our team plays a vital role in shaping our vibrant and growing community. Our community counts on us to get the essentials right while looking for ways to go beyond. By listening, collaborating, and focusing on sustainability, we strive to do the basics brilliantly and create a lasting impact. If you’re ready to be part of something bigger, join us in shaping the future of Geelong.

Applications and Enquiries

Enquiries: Janine Jerinic – Family Services Administration Team Leader | ********@geelongcity.vic.gov.au

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Advertised: 09 Oct 2026 9:00 AM AUS Eastern Daylight Time
Applications close: 18 Oct 2026 11:55 PM AUS Eastern Daylight Time