2026 Season of Excellence Top Class Events Officer VCAA Fixed Term MO3
The purpose of this role is to provide event coordination and high‑level administrative support as part of the Festival and Events team.
Role Purpose
* The role supports event delivery including event and concert preparation, correspondence and data management.
* Stakeholder engagement through written communications, in person and over the phone to ensure accurate and timely information is relayed.
* This position has some financial responsibilities including raising purchase requisitions, paying invoices, adding new suppliers and maintenance of accurate financial records.
* Support the drafting and development of templates and event collateral, both printed and online.
* Assistance with the delivery of additional business priorities as required within the VCE Season of Excellence festival.
* Contribute to a workplace that is diverse, innovative, responsive, inclusive, safe and reflects VPS values.
Role Responsibilities
Expert advice and support
* Provide expert advice and guidance to project teams to enable effective decision making and achievement of outcomes.
* Contribute to program and project management approaches.
* Provide strategic advice across a range of Festival and Events projects and programs to ensure a coordinated approach to the delivery of the activities.
Communications
* Preparation and dispatch of invitations to audition to high achieving performing arts students.
* Liaise with Project Manager, Admin Assistant and contractors in the preparation, proofing and dispatching of letters, promotional material, tickets, Top Class programs and reports.
* Coordinate performer schedules and communicate details to stakeholders.
* Preparation and dispatch of project correspondence and contracts once outcome of auditions advised.
* Assistance with the production of materials by providing relevant and accurate text, editing and proofing drafts.
* Support preparation of materials for events, including briefings, reports, correspondence, publications and promotional material.
* Provide writing and editing support for outbound communication including all promotional materials, and website content.
Data and Information Management
* Develop and maintain a range of databases to inform participating students of a range of requirements, outcomes, instructions etc.
* Record keeping for payment to and contact details of panel members and accompanists.
* Assist with the coordination of financial management tasks through preparation and recording of quotes and ensuring payment of invoices.
* Assist with the preparation of information for reporting for the events.
* Gather and record data and keep accurate records as required.
Stakeholder Management
* Manage relationships with and between program or project stakeholders.
* Provide information and communications to program stakeholders.
* Contribute to building and maintaining good relationships across the Communications Unit and the wider VCAA.
Procurement
* Uses appropriate purchasing processes that reflect the complexity of the procurement in accordance with departmental policy.
Capabilities
Specialist expertise
* Demonstrated experience working in events, preferably within the performing arts.
* Demonstrated ability to problem solve in a very busy environment.
* Demonstrated attention to detail.
* Ability to multi‑task and complete tasks within specified timeframes.
* Demonstrated experience working in concert venues with technical production ability.
* Experience working within arts organisation/s would be an advantage.
Project Coordination
* Demonstrated capacity to be highly organised, determine workloads, set priorities, work independently as well as part of a small team.
* Develops and implements systems and procedures to guide work and track progress.
* Identifies more and less critical activities and operates accordingly, reviewing and adjusting as required.
* Identifies processes, tasks and resources required to achieve a goal.
* Recognises barriers and finds effective ways to deal with them.
Problem Solving
* Analyses issues from different perspectives and draws sound inferences from information available.
* Identifies and proposes workable solutions to problems.
* Investigates and probes for the facts.
* Liaises with stakeholders.
* Seeks all relevant information for problem‑solving.
Written communication
* Ensures written communications contain necessary information to achieve their purpose and reach intended audience.
* Prepares briefs, letters, emails and reports using clear, concise and grammatically correct language.
* Uses appropriate style and formats.
Stakeholder management
* Constructively deals with stakeholder issues.
* Monitors client and stakeholder satisfaction.
* Takes concrete steps to add value for the stakeholder.
Key Selection Criteria
Criteria 1 : "Victorian Public Sector Values" as detailed in Organisational Values section above.
Criteria 2 : "Specialist Expertise" as detailed in the Required Capabilities section above.
Criteria 3 : "Project Coordination" as detailed in the Required Capabilities section above.
Criteria 4 : "Problem Solving" as detailed in the Required Capabilities section above.
Criteria 5 : "Written Communication" as detailed in the Required Capabilities section above.
Criteria 6 : "Stakeholder Management" as detailed in the Required Capabilities section above.
Conditions of Appointment
* All staff employed by the VCAA have access to a broad range of employment conditions and working arrangements.
* Appointment of successful applicants will be made subject to a satisfactory pre‑employment conditions check.
* A probationary period may apply during the first year of employment and induction and support programmes provided.
Detailed information on all terms and conditions of employment is available on the VCAA's Human Resources website at Letter of Offer of Employment - Terms and Conditions
Organisational Values
The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees, including those who work in Victorian Government Schools. Information on the department values is available at:
Other Information
* Applicants are to submit:
o Cover Letter
o Resume / CV
o Responses addressing each Key Selection Criteria
* The incumbent must declare any close relations and associations with a student or teacher (spouse/partner, sibling, child, grandchild, niece/nephew) either teaching the study or enrolled as a VCE and/or VET student in 2025.
* The incumbent must not have accepted a voluntary resignation or career transition package, e.g. Voluntary Departure Package (VDP), Voluntary Separation Package (VSP), Resignation Incentive Scheme (RIS) from a Victorian Government agency or department within the last three years.
* The incumbent can expect to be allocated duties, not specifically mentioned in this document, but within the capacity, qualifications and experience normally expected from persons occupying positions at this level. The incumbent will be based at a primary location of work at the VCAA Assessment Centre, Coburg, with opportunities to work remotely.
* The incumbent shall carry out duties in accordance with legislation and governance requirements, policies and procedures, safety principles, code of conduct for Victorian public sector employees, and Victorian Public Sector Values.
All employees of the VCAA are required to have a current and satisfactory DE NCHRC, WWC or current VIT registration before they commence working with the VCAA.
Applicants seeking part‑time employment are encouraged to apply for any position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case‑by‑case basis and will be subject to the operational requirements of the VCAA.
We are committed to the principles of equal opportunity, and diversity and inclusion for all. We value diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the VCAA. The VCAA recognises that the provision of family friendly, supportive, safe and harassment free workplaces is essential to high performance and promotes flexible work, diversity and safety across all our workplaces. It is our policy to provide reasonable adjustments for persons with a disability. Workplace adjustment guidelines.
The VCAA actively promotes the safety and wellbeing of all students, and all VCAA staff are committed to protecting students from abuse or harm in the school and corporate environment, in accordance with their legal obligations including child safe standards. VCAA Policy: Child safe policy: Child safe code:
Location Profile
The Victorian Curriculum and Assessment Authority (VCAA) is a statutory body established under the repealed Victorian Curriculum and Assessment Authority Act 2000 which continues to operate under the Education and Training Reform Act 2006 (the Act).
The VCAA oversees the delivery of, and conducts assessment for the VCE, including assessments of students undertaking accredited senior secondary courses.
About the Unit
This role is located within the Communications Unit in the Corporate Services Division. The Communications Unit consists of:
* General enquiry service and the Post‑Results and ATAR Service (PRAS).
* Strategic communications, including internal Communications, responsible for planning and implementing external and internal communications strategies.
* Publishing, responsible for content development, editing, design, desktop publishing, printing and distribution of content via the VCAA's print and digital channels.
* Digital communications, responsible for the planning and technical development and maintenance of the VCAA's corporate website and intranet.
* Festival and Events, responsible for the development and delivery of VCE Season of Excellence Festival showcasing exemplary work by VCE students undertaking design, fine art, media, performing arts and extended investigation studies. The team is also responsible for managing events such as the VCE Leadership Awards and Plain English Speaking Awards, and lead or support other external and internal events where required.
About the Area
The Season of Excellence festival comprises Top Talks at State Library Victoria, two exhibitions (Top Arts at the NGV and Top Designs at Melbourne Museum), Top Class performances and concerts at the Melbourne Recital Centre and other regional venues, Top Screen short film screenings at ACMI, and a literary publication for Top Scribe.
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