Administration Assistant and Project Support

About Victorian Catholic Education Authority (VCEA)

VCEA is the peak body for Catholic education in Victoria. The former Catholic Education Commission of Victoria (CECV)

was established in 1973 by the Archbishop of Melbourne and the Bishops of the Ballarat, Sale, and Sandhurst dioceses,

it was incorporated in 2006. Following a review of the CECV the renewed peak body VCEA was established in 2023 and

acts as the voice of Catholic education in state and national matters.

VCEA receives and distributes funding from state and federal governments for Catholic schools, provides strategic

leadership and planning, and represents and advocates for Catholic education. It is responsible for sector leadership in

education integrity and governance and has a Memorandum of Understanding to act as a Review Body for Catholic

schools with the Victorian Registration and Qualifications Authority (VRQA). As a Review Body, VCEA supports, reviews,

and monitors the compliance of Catholic schools with all registration, reporting and other requirements under relevant

laws. VCEA also undertakes initiatives to improve the statewide performance of Catholic schools.

Why work with us

As the peak body for Catholic education in Victoria, VCEA provides employees an opportunity to help shape the future of

Catholic education across the state. VCEA offers flexible working, a central city office location, competitive remuneration

with generous benefits (including tax-advantageous salary sacrifice options), and opportunities for career development

and progression.

These benefits, combined with our commitment to work life balance, make VCEA an employer of choice.

About the role

The Education and Integrity portfolio brings together both education compliance and education programs within a single division. It

is responsible for promoting and upholding educational integrity and compliance, strategic program delivery and supporting the

enrichment and development of the Victorian Catholic education system.

The Education Programs and Support team is responsible for the financial administration, management, and governance of state-

wide education, health and wellbeing programs, education grants, and partnerships for Catholic schools.

The Administration Assistant, Project Support will provide high level administrative, coordination and events management

support in sector wide strategic programs and initiatives.

The role will support program officers within the Education Programs and Support team by assisting with the smooth running of

programs and projects.

Position Title Administration Assistant, Project Support

Reports to Manager, Education Programs and Support

Direct Reports No

Key responsibilities of the role

Administration

• Provision of administration support for sector-wide projects and events.

• Preparation of correspondence and reports, reviewing document submissions, and electronic file

management.

• Supporting Education Program and Support team employees with administrative and operational tasks as required.

o data entry, contract management, organising contractors, quotes and invoicing, budget and requisition

orders as required to meet project needs.

• Draft and edit internal and external correspondence and communications, take minutes, and prepare agendas,

preparation of publications, reports and papers for Education Programs and Support staff.

• Prepare presentations and papers for a variety of stakeholder meetings.
• Coordinate meetings and support diary management for the Education Programs & Support team including but not

o scheduling meetings with internal and external stakeholders, room bookings, catering, distributing agendas,

minutes, and action items registers.

Event Management Support

• Support the planning, coordinating, and implementing events from initiation to completion, ensuring milestones and

deliverables are met on time.

• Support in monitoring progress of event coordination, identify risks, and implement mitigation strategies.

• Collaborate with cross-functional teams and stakeholders to achieve event objectives.

Technical and Analytical Support

• Use project management tools, Microsoft Office Suite, and other relevant software to track and report on programs,

prepare slide packs, and draft papers.

• Support in analysing data and information to inform decision-making and project planning.

Quality and Accuracy

• Maintain a high level of attention to detail in both event management and administrative tasks.

• Ensure documentation and reporting are accurate, complete, and compliant with organisational standards.

Other Duties

• Undertake other duties as assigned by the Manager, Education Programs and Support.

Key selection criteria

• Ability to produce clear, accurate and timely written communication for a range of audiences, with a focus on

attention to detail.

• Excellent ICT skills with strong competency in the use of Microsoft Office suite, online platforms such as Canva and

other relevant applications.

• Well-developed interpersonal skills, including: the capacity to effectively communicate with stakeholders,

manage correspondence, with proven capacity to work effectively in a team environment.

• Proven skills to organise and assist with the preparation of meetings.
• Ability to manage funding requests and allocations, including budget, requisition orders, correspondence, electronic

file management, contract management, invoicing and maintain accurate and accessible records.

• Experience coordinating events, programs or activities involving multiple stakeholders.
• Ability to understand internal and external procedures and compliance requirements related to State and Australian

Government Grants to Catholic Schools, VCEA funding allocations across the Victorian dioceses, accountability, and

governance requirements at all levels of the education sector.

PD000XX - September 2024 2

Skills, qualifications, and pre-requisites

Previous Previous experience in business administration or supporting the administration of projects.

Experience/s Ideally gained within the education or related sector include proficiency in Microsoft Suite

(Excel, PowerPoint, Word, CoPilot).

Qualifications Post secondary qualifications in Business Administration, Information Technology studies,

Media or other related field.

Organisational values A commitment to the ethos, values, and mission of Catholic education and to VCEA values of

excellence, promoting the common good, integrity, and equity.

Other requirements An understanding of and commitment to the safety, wellbeing, and protection of children,

a. Must hold and maintain a current Victorian Working with Children Check or be

eligible to receive same upon joining the organization.

b. Must also undergo and receive a clear National Criminal History Check (NCHC)

upon employment and during your employment with VCEA. All employees are

required not to have been charged with, nor found guilty of any offence which

would be incompatible with employment with VCEA.

Must Hold and maintain a valid Victorian driver’s license, access to a reliable car and be willing

to travel to schools in metropolitan and regional Victoria.

Willingness to take reasonable care for your health and safety in the workplace and for the

health and safety of others who may be affected by what you do or don’t do.

PD000XX - September 2024 3