Project Support Officer

Position Purpose

The Project Support Officer is responsible for providing comprehensive administrative and financial support to the ICT teams. This role involves managing budgets, scheduling, reporting, purchase orders, contract management support, and various administrative tasks to ensure smooth operations.

Responsibilities and outcomes

• Budget Management: Assist with projects budget management in budgeting software. Lead budget administration, planning, and quarterly forecasting.
• Purchase Orders and Financials: Process purchase orders and purchase receipts. Order ergonomic equipment, and process credit card purchases. Address financial queries.
• Invoice and Accruals Management: Approve invoices, manage accruals, and resolve payment queries.
• Vendor and Contract Management: Renew contracts, manage vendor financial queries, oversee contract system updates, and address vendor queries.
• Administrative Tasks: Update the intranet site, organisational charts, induction packs.
• Mobile Phone Management: Manage Telstra services and mobile phone recycling.
• Training and Equipment: Order ergonomic equipment, manage training bookings, and handle electronic document signing queries.
• Audits and Compliance: Participant in software licence audits.
• Reporting: Prepare financial reports for management, track overtime, and manage mobile phone reporting. Conduct Expense Claim reporting and compliance training reporting.
• Scheduling and Bookings: Coordinate divisional wide meetings and venue bookings.
• Finance and Licencing: Organise prepayments, recharge contractor rates and mileage claims, order software licences.

Experience and knowledge

• Proven experience in a similar administrative or support roles.
• Strong organisational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in financial management and reporting tools.
• Ability to handle multiple tasks and prioritise effectively.
• Advanced skills in Microsoft Outlook, Word, and Excel and intermediate in PowerPoint.

Qualifications

• Certification III Business Administration or equivalent ICT team support experience.

  Key capabilities
  This position is expected to have demonstrated capability in the following areas:

  Analytically Minded
  Gathers relevant information and identifying key issues; relating and comparing data from various sources; identifying cause and effect relationships.

  Business Acumen
  Understands the wider business context and seeks to maximise returns in a business environment. Is future-oriented and strategic and seeks areas for business improvement.

  Communication
  Speaks and writes in a clear, confident, and articulate manner, adapting communication style to the audience to whom they are presenting. When expressing ideas and information in writing uses appropriate structure, grammar and language tailored to the reader. Is effective at influencing others to see things a given way.

  Adaptability
  Maintaining effectiveness when experiencing major changes in work tasks or the work environment; adjusting effectively to work within new work structures, processes, requirements, or cultures.

  Lateral Thinking
  Ability to think ahead and to generate novel strategies and ideas. Foresight around anticipating problems and issues, taking a creative approach to solving problems. Seeks opportunities for change and improvement. Applying knowledge, judgement, and solutions to problems.

  Initiating Action
  Taking prompt action to accomplish objectives; taking action to achieve goals beyond what is required; being proactive.

  Teamwork
  Supports and collaborates with team members to achieve targets. Appreciates the benefits of diversity and works well with a variety of people.