Transition - Administration Support Officer

Harness Racing Victoria (HRV ) is a statutory body whose role is to oversee all harness racing activity in Victoria.

Our mission is to deliver the most sought-after and accessible harness racing that produces financial sustainability, ensures clubs arethe heart of their communities and provides equal opportunities for all participants to compete. (Further information about HRV can be found at

We also operate a racetrack, accommodation, and entertainment complex (hotel accommodation, functions, bars, and gaming) which is situated in Melton and trading as Melton Entertainment Park (MEP ).

Our Values

Purposeful: Act with clear intent, consistency, and alignment to core objectives.

Respect: Extend it unconditionally; earn it through integrity and accountability.

Innovate: Strive for meaningful progress through thoughtful, transformative change.

Deliver: Fulfill every commitment with reliability, precision, and excellence.

Empathy: Seek to understand others by thoughtfully considering their perspectives and experiences.

The Administration Support Officer is a two years fixed-term role (ending 31 Dec 2028) established to provide administrative and coordination support for Harness Racing Victoria’s (HRV) Legislative Reform Project. The role supports the effective delivery of the project by maintaining project documentation, coordinating meetings, tracking actions and milestones, assisting with the preparation of reports and correspondence, and supporting communication between internal workstreams.The role will also assist with maintaining project registers, coordinating document reviews and approvals, and preparing materials for project governance forums.

Working closely with the Project Manager and relevant members of the Executive Leadership Team, the Administration Support Officer will help ensure project information is accurate, current and accessible, deadlines are monitored, and actions are recorded and followed up. The role will also assist with maintaining project registers, coordinating document reviews and approvals, and preparing materials for project governance forums.

Project administration and coordination

- Provide day-to-day administrative support to the Legislative Reform Project Manager, assisting with the coordination of project activities, deadlines and deliverables. Maintain the project master plan, action register, milestone tracker and related documentation, ensuring information is accurate, current and regularly updated.
- Monitor upcoming deadlines and outstanding actions, follow up with relevant staff and workstream representatives, and bring overdue actions or emerging administrative issues to the attention of the Project Manager.





Document and records management

- Establish and maintain an organised project document repository, ensuring project plans, meeting records, reports, correspondence, approvals and supporting documents are appropriately stored, version-controlled and readily accessible.
- Assist with coordinating the preparation, review and approval of project documentation, including governance materials, policies, procedures, agreements and other transition-related documents. Maintain appropriate confidentiality and ensure records are managed in accordance with HRV’s records management requirements.

Meetings and governance support

- Coordinate project meetings, workshops and governance forums, including preparing agendas, circulating papers, recording minutes and documenting decisions and actions.
- Assist with the preparation and collation of materials for Executive Leadership Team, Board and project steering committee meetings. Maintain decision and action registers and follow up on matters arising from meetings to support timely completion.

Reporting and correspondence

- Assist in preparing regular project status reports, progress updates, briefing materials, presentations and correspondence for the Project Manager and relevant governance forums.
- Collect and consolidate updates from project workstream owners, check information for completeness and consistency, and identify missing information or outstanding contributions for follow-up. Assist with coordinating reporting requirements for government stakeholders and external advisers as directed by the Project Manager.

Stakeholder and workstream coordination

- Support communication and information sharing between internal departments, project workstream representatives, government stakeholders, regulators and external advisers. Coordinate requests for information, distribute project materials and assist with arranging meetings and consultations.
- Maintain stakeholder contact lists and communication records, and assist with coordinating consultation activities and project communications as required.

Project registers and financial administration

- Maintain project registers, including action, risk, issue, dependency and decision registers, ensuring updates are recorded and referred to the Project Manager where review or escalation is required.




- Assist with administrative aspects of project expenditure, including maintaining expenditure records, coordinating invoices and purchase orders, and collating financial information for review by the Project Manager and Finance team.

Transition readiness and general support

- Assist with coordinating administrative activities associated with transition readiness, including compiling checklists, tracking the completion of required documents and approvals, and maintaining records of outstanding implementation activities.
- Provide general administrative support to the project team as required, including scheduling, document formatting, information collation and other coordination tasks necessary to support the successful delivery of the Legislative Reform Project.

Qualifications and Experience

- A qualification in business administration, project administration, office management or a related discipline is desirable. Relevant administrative experience may be considered in place of formal qualifications.
- Demonstrated experience providing administrative or coordination support to a project, program, governance function or senior management team.
- Experience maintaining registers, coordinating meetings, preparing reports and managing project documentation in a structured and deadline-driven environment.
- Experience working in a government, statutory authority, regulated industry or organisational change environment would be advantageous.

Skills and Attributes

- Strong organisational and time management skills, with the ability to coordinate multiple tasks, monitor deadlines and manage competing priorities.
- The ability to work collaboratively with staff at different levels of the organisation and coordinate effectively with internal and external stakeholders.
- Sound judgement and discretion when handling confidential, commercially sensitive or legally privileged information.
- A proactive and responsive approach, with the confidence to follow up outstanding actions, seek clarification and raise issues with the Project Manager when required.

What We Offer

- Flexible working arrangements
- Employee Assistance Program
- Discounted health insurance
- Free on-site parking

Harness Racing Victoria are an Equal Opportunity and Child Secure employer. We embrace diversity and are committed to child safety and supporting the best interests of children in all our operations. We are dedicated to attracting and retaining people from a diverse background, including but not limited to, those identifying as LGBTIQ, Aboriginal and Torres Strait Islander, people from cultural and linguistically diverse (CALD) backgrounds, and people with a disability.

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📌 Transition - Administration Support Officer (Melbourne)
🏢 Harness Racing Victoria
📍 Melbourne