Business Analyst – VIC in Melbourne

The Recording & Transcription Program is a Court-led transformation initiative modernising recording and transcription services across the Courts through improved technology, service delivery, operating arrangements and governance. Reporting to the Senior Program Manager, the Business Analyst provides dedicated business analysis capability for the Transcript Ordering and Payment System (TOPS). The role supports the TOPS delivery lifecycle from discovery and service design through requirements definition, procurement, detailed design, build, testing, operational readiness and transition.

The Business Analyst is responsible for developing and maintaining detailed business requirements, business rules, process evidence and requirements traceability for TOPS. The role translates validated user, operational and policy needs into clear, prioritised and testable requirements and acceptance criteria. The role analyses the end-to-end transcript service across request and ordering, workflow, allocation, status, access, fulfilment, pricing presentation, payments, reporting and integration, including the identity, security, privacy, records, confidentiality and audit controls that affect these processes.

The Business Analyst works collaboratively with the Digital Product Owner, Service Designer, Solution and Integration Architect, operational subject-matter experts, Digital Practice, CourtPath and case-management representatives, Finance, Procurement, security, privacy and information-management specialists and prospective delivery partners. A key aspect of the role is maintaining requirements for both charging-enabled and charging-disabled operating scenarios. The Business Analyst translates approved Charging Framework settings and controlled assumptions into TOPS requirements while allowing core ordering, access and workflow capabilities to progress independently of final charging activation.

Duties

• Plan and undertake structured discovery and requirements elicitation with users, operational subject-matter experts and technical stakeholders, drawing on existing processes and systems, service-design evidence, business rules and approved program decisions.
• Analyse and document current-state and target-state processes across transcript and recording requests, ordering, workflow, allocation, access, fulfilment, payments, reconciliation, exceptions, refunds, enquiries and support, including roles, hand-offs, controls and service levels.
• Translate validated user, business, operational and policy needs into structured, prioritised and testable functional and non-functional requirements, user stories, use cases, process maps, business rules and acceptance criteria, including requirements for roles, permissions, data, workflow, notifications, confidentiality, audit, security, privacy, records, reporting and integration.
• Maintain end-to-end requirements traceability and control, linking needs to requirements, business rules, design decisions, procurement specifications, solution responses, acceptance criteria and test evidence, while documenting assumptions, dependencies, constraints, gaps and impacts requiring product, policy, architecture or governance decisions.
• Support minimum viable product definition and prioritisation, and analyse charging-enabled and charging-disabled operating scenarios, translating approved Charging Framework inputs into TOPS requirements for segmentation, pricing, fees, exemptions, waivers, payments, refunds, reconciliation and reporting.
• Collaborate with the Service Designer, Solution and Integration Architect, technical teams and operational stakeholders to ensure requirements reflect validated user journeys, service blueprints, prototypes, accessibility needs, operational requirements and agreed data, interface, identity, access and integration designs.
• Develop supplier-neutral, procurement-ready requirements and support supplier evaluation, demonstrations, due diligence, clarification and mobilisation by assessing proposed solutions and design changes against approved requirements, business rules, acceptance criteria, risks and constraints.
• Develop business acceptance and test scenarios; support functional, workflow, business-rule, integration and user acceptance testing; manage requirements clarification and defect assessment; and contribute to operational readiness, procedures, training, data preparation, cutover and transition, providing concise analysis, options, impacts and recommendations to project and governance leads.

Selection Criteria

• Business analysis and requirements management: Demonstrated experience delivering end-to-end business analysis for at least one complex digital service, portal, workflow or transactional system. Evidence must show how requirements were elicited, analysed, prioritised and baselined; how acceptance criteria were defined; and how traceability was maintained from an identified business or user need through to an approved, tested or implemented outcome.
• Process and business-rule analysis: Demonstrated ability to analyse and document current-state and target-state processes for a complex customer or operational service. Evidence must include process or workflow artefacts that identify roles, hand-offs, decision points, exceptions and controls, and an example of how the analysis resulted in an approved business rule, process improvement or solution requirement.
• Digital, data, integration and transcription analysis: Demonstrated experience defining functional and non-functional requirements for a digital solution involving data, interfaces, identity and access, workflow, reporting, payments, security or system integration. Experience should include AI-enabled, speech-to-text or human transcription services, covering transcript quality, human review, privacy, security or records management. Evidence must show how business needs were translated into testable requirements, validated with technical specialists and incorporated into an approved design or delivery backlog.