Humpty Dumpty Foundation has been helping improve children’s healthcare in Australia for more than 35 years by raising funds to purchase vital and often lifesaving medical equipment for hospitals and health services.

Humpty works collaboratively with hospitals across Australia to identify equipment needs and facilitate the purchase and delivery of essential medical equipment through the support of donors and partners.

To date, Humpty has provided medical equipment to more than 530 hospitals and health services nationally, supporting neonatal units, paediatric wards, paediatric intensive care units, emergency departments and maternity services.

About the role

The Medical Programs Specialist supports the effective delivery of Humpty Dumpty Foundation’s Medical Programs portfolio through the coordination of hospital equipment submissions, CRM data management, stakeholder engagement, equipment tracking and impact reporting.

Reporting to the Head of Medical Programs, this role works closely with hospitals, suppliers and internal teams to ensure the accurate management of program information, support donor engagement and fundraising activities, and capture the impact of donated medical equipment.

The successful candidate will demonstrate solid organisational skills, excellent communication and relationship management capabilities, high attention to detail, and a proven ability to manage multiple priorities while maintaining data accuracy and integrity in the CRM system.

Key Responsibilities

1. Hospital Equipment Submission Coordination

- Process hospital equipment applications received through the HDF Pixo Portal.
- Review submissions to ensure eligibility criteria and supporting documentation requirements are met.
- Maintain accurate and current submission records within Salesforce.
- Prepare documentation and reports for Medical Programs Advisory Committee review.
- Review supplier quotations and ensure pricing information and associated management fees are accurately recorded.
- Liaise with hospitals and suppliers regarding equipment requirements, specifications, pricing and availability.
- Add approved equipment requests into Salesforce and maintain the Medical Wish List.
- Develop clear, donor‑friendly equipment descriptions that communicate the purpose and impact of each item.
- Identify trends, opportunities and gaps in hospital submissions and provide insights to the Head of Medical Programs.
- Manage and maintain pre‑approved equipment items within Salesforce and the Medical Wish List.
- Identify and capture compelling hospital stories, patient outcomes and equipment impact opportunities to support fundraising, donor engagement and communications.

2. Equipment Tracking, Recognition and Acquittal





- Maintain accurate and up‑to‑date equipment records across Salesforce, Pixo and other organisational systems.
- Coordinate equipment acquittals and follow up with hospitals as required.
- Maintain current equipment images and supporting documentation.
- Coordinate donor recognition activities including equipment acknowledgements, plaques, stickers and feedback.
- Provide relevant equipment information and images to support donor reporting and communications.
- Ensure equipment delivery, acquittal and recognition information is complete, accurate and appropriately recorded.

3. Hospital Engagement and Impact Reporting

- Build and maintain effective relationships with hospital stakeholders.
- Collect hospital feedback, case studies, images and impact stories following equipment delivery to support donor stewardship and reporting.
- Research and document the impact donated equipment is making within healthcare settings.
- Support the preparation of donor reports, impact reports, publications and communications materials.
- Maintain an organised library of approved images, testimonials and impact stories.
- Provide timely and accurate information as requested by other teams within Humpty.
- Coordinate hospital visits for donors, including briefing notes, logistics and required approvals.

4. Medical Programs Administration and Reporting

- Manage the Medical Programs inbox and respond to enquiries in a timely and professional manner.
- Maintain accurate information and records across Salesforce, Pixo and Microsoft 365 platforms.
- Coordinate quarterly Medical Programs Advisory Committee meetings, including preparation of agendas, reports, supporting papers and follow‑up actions.
- Support Medical Programs communications and hospital outreach activities.
- Manage and monitor the Medical Wish List pipeline, geographical distribution of requests and equipment funding priorities.
- Act as the primary custodian of Medical Programs data within Salesforce, ensuring data integrity, accuracy, reporting and ongoing system improvement.
- Identify and implement improvements to Medical Programs systems, processes and reporting.
- Provide accurate information and reports to internal stakeholders within required deadlines.

5. Fundraising and Event Support

- Manage the collaboration with Partnerships, Events and Marketing teams to develop and maintain fundraising Wish Lists aligned to deadlines.
- Provide Medical Programs information,



insights and content for donor communications, presentations and fundraising campaigns.
- Coordinate and deliver Medical Programs resources required for fundraising activities.
- Attend major Humpty fundraising events locally and interstate as required.

To be successful in this role you will bring

- Demonstrated experience in coordination, administration, program support or stakeholder management.
- Strong CRM and database management skills, with Salesforce experience highly regarded.
- Excellent written and verbal communication skills, with the ability to engage confidently with healthcare professionals, suppliers and internal stakeholders.
- Strong relationship management skills and a customer‑focused approach.
- High attention to detail and commitment to data accuracy.
- Robust organisational and time management skills, with the ability to manage competing priorities and deadlines.
- Advanced Microsoft 365 skills, including SharePoint, Outlook, Word, Excel and PowerPoint.
- Ability to work collaboratively across teams and contribute to a positive organisational culture.
- Proactive, solutions‑focused mindset with a commitment to continuous improvement.
- Experience working within healthcare, hospitals, medical devices, health‑related charities or research organisations.
- Understanding of clinical environments and medical equipment.
- Experience in CRM reporting, data analysis and process improvement.

The successful candidate will demonstrate

- A proactive, organised and solutions‑focused approach.
- Exceptional attention to detail and commitment to quality.
- Strong relationship management and stakeholder engagement skills.
- Confidence communicating with healthcare professionals, suppliers, donors and internal stakeholders.
- Exceptional written communication skills with the ability to translate clinical or technical information into compelling donor‑focused content.
- High levels of professionalism, discretion and confidentiality.
- Flexibility and willingness to support broader organisational activities.
- Alignment with Humpty Dumpty Foundation’s mission, values and culture.
- Commitment to protecting confidential hospital, donor and organisational information.

Additional Requirements

The Medical Programs Coordinator is required to:

- Comply with all Humpty Dumpty Foundation policies, procedures and Work
- Health and Safety requirements.
- Represent Humpty professionally when engaging with hospitals, suppliers, donors and community stakeholders.
- Attend occasional evening, weekend and interstate activities as required.
- NFP salary packaging ($15,900 tax free)
- Positively supporting and impacting the lives of others through your career contribution

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📌 Medical Programs Specialist (St Leonards)
🏢 Humpty Dumpty Foundation
📍 St Leonards