Vetting Coordination Officer

Ernst & Young Advisory Services Sdn Bhd; Ballarat; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Career development

Flexible work arrangements

Comprehensive benefits package

Job summary

Ernst & Young Advisory Services Sdn Bhd is seeking a Vetting Coordination Officer based in Ballarat, Australia. This role is essential for maintaining workflow integrity in our External Security Vetting Services team, requiring strong communication and organisational skills.

You will manage case allocation, support compliance with procedures, and act as a liaison with clients. EY offers flexible work options and a comprehensive benefits package, including career development and wellness incentives.

Qualifications

• Strong accuracy and focus in managing information and processes.
• Excellent written and verbal communication skills.
• Proven ability to prioritise tasks and manage deadlines.
• Confidence using Microsoft Office suite and navigating multiple systems.

Responsibilities

• Managing case allocation and monitoring workflow.
• Maintaining accurate tracking of cases and data integrity.
• Supporting compliance with SOPs and EY best practices.
• Acting as a liaison for client interactions and communications.
• Coordinating team activities and managing communication channels.
• Assisting with reporting to provide visibility of team performance.
• Handling sensitive information with discretion.

Skills

Attention to Detail

Communication

Organisation & Time Management

Technology Proficiency

Judgement & Discretion

Security Clearance

Job description

At EY, we’re all in to shape your future with confidence.

We’ll help you succeed in a globally connected powerhouse of diverse teams and take your career wherever you want it to go.

Join EY and help to build a better working world.

Vetting Coordination Officer

The opportunity

External Security Vetting Services is a specialised function in EY dedicated to delivering high-quality vetting services to Government clients, helping identify, manage, and mitigate external personnel security risks. With increasing demand and ambitious growth plans, we are strengthening our team to ensure the continued delivery of efficient, high-quality outcomes.

The Vetting Coordination Officer role is critical to the success of the Vetting Team, underpinning day-to-day operations and enabling the seamless delivery of services. As a central coordination point, you will play a key role in maintaining workflow integrity, supporting team effectiveness, and acting as an important liaison with clients.

This role is based in Wadawurrung – Ballarat. Our roles can potentially be adjusted to work flexibly with reduced hours. Please speak with us about potential options.

Your key responsibilities:

• Managing case allocation processes and monitoring workflow progression across the team
• Maintaining accurate tracking of cases and ensuring data integrity within systems
• Supporting compliance with Standard Operating Procedures, policies, and EY best practices
• Acting as a key liaison point for client interactions, ensuring timely responses and professional communication
• Coordinating team activities, including meetings, onboarding processes, and internal communications
• Managing shared communication channels (including group mailboxes) and document repositories (e.g. SharePoint)
• Assisting with reporting activities to provide visibility of team performance and outputs
• Leveraging electronic case management systems to support efficient, consistent processing
• Handling sensitive and confidential information with a high level of discretion

This role requires the ability to work both independently and collaboratively, manage competing priorities, and operate effectively in a fast-paced, high-demand environment.

Skills and attributes for success

• Attention to Detail: Strong accuracy and focus in managing information, processes, and documentation
• Communication: Excellent written and verbal communication skills, with the ability to engage effectively with internal stakeholders and external clients
• Organisation & Time Management: Proven ability to prioritise tasks, manage deadlines, and maintain workflow discipline
• Technology Proficiency: Confidence using Microsoft Office suite and navigating multiple systems simultaneously
• Judgement & Discretion: Ability to manage confidential information appropriately
• Security Clearance: Ability to obtain and maintain an Australian Government Security Clearance

Ideally, you’ll also have the skills and attributes below but don’t worry if you don’t tick all the boxes. We’re interested in your aptitude, attitude and willingness to learn.

• Previous experience working with State or Federal Government, preferably within Defence or security-related environments
• Familiarity with case management systems, workflow tools, or operational coordination roles

What we offer you

• Career development: Your career is yours to shape! We’ll develop you with future-focused skills and equip you with world-class experiences
• Flexible work arrangements: Our flexible work policies empower you to balance your professional and personal life, fostering a culture of trust and autonomy.
• A comprehensive benefits package: From a yearly wellness incentive, to access to additional 8 weeks of flex leave per year, and family‑friendly policies, including up to 26 weeks of gender‑neutral paid parental leave, we cater to your diverse needs to help you thrive both personally and professionally
• Salary: We offer a competitive salary which is open to negotiation pending on skills and experience.

Acknowledgement of Country

EY acknowledges the Traditional Owners and Custodians of the lands on which EY offices are located around Australia. We pay our respects to their cultures, and to their Elders — past, present, and emerging. Find out more about our vision for reconciliation

Inclusiveness is core to who we are and how we work together, driving value for our people and for our business. We encourage applications from people of all ages, nationalities, abilities, cultures, sexual orientations, and gender identities and are committed to providing an equitable and barrier free recruitment experience for all. We encourage you to share any support and adjustments you need to be your best and participate equitably in our recruitment process. We understand sharing your needs with us can be daunting, so if you have questions before or during your application, we welcome you to get in touch at [e-mail] or [phone] (option 2). Anything you tell us will be kept completely confidential.

Our preferred applicant will be required to undertake employment screening by EY or our external third‑party provider.