Job Description

Federation University Australia, in partnership with NewMed, is establishing a new medical school to address Australia's urgent need for more doctors, particularly in primary care. This shortage is felt most acutely in rural, regional, and outer-urban communities. Federation and NewMed bring a shared commitment to address this critical gap through co-operative workplace learning, health professional education and research, with a strong emphasis on primary healthcare and a strong commitment to First Nations peoples and communities.

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The new School of Medicine, operating on a full fee-paying basis, offers a contemporary curriculum grounded in the latest pedagogical evidence. Together, we aim to provide a new generation of doctors equipped to serve communities where they are needed most. Listening to and working with diverse communities are key commitments of both the School and the university.

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About the role

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This diverse, hands-on and busy role will work closely with the Executive Team, providing essential administrative and secretariat support to executives and the organisation's governing boards and committees.

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Key responsibilities

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Coordinate and attend Board of Directors, Medical School Academic Board, and executive leadership meetings, demonstrating an understanding of the strategic matters being discussed.

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Prepare and distribute high quality meeting packs, draft agendas, and record accurate minutes that capture complex discussions.

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Actively track, manage, and follow up on action registers and deliverables to ensure timely completion.

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Handle highly sensitive and confidential corporate and board information with discretion and integrity.

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Draft, proofread,



and distribute high level internal and external communications, briefing papers, and correspondence on behalf of the executive team.

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Confidently represent the executive team and the organisation, acting as a professional, trusted liaison between senior leadership, external partners, and internal stakeholders.

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Triage and monitor central mailboxes, prioritising correspondence, and ensuring appropriate follow up.

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Manage day to day office provisioning to ensure a welcoming and functional environment, including purchasing office supplies, kitchen consumables, and organising meeting catering.

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Provide general administrative support to the broader team for document preparation, formatting, and submission processes.

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Arrange comprehensive travel itineraries, flights, and accommodation for staff and external guests attending workshops, conferences, or board events.

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About you

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Certificate or Diploma in Business Administration, Office Management or a related field.

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Minimum of 2–4 years of experience in an administrative, secretarial, or office management role.

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Proven experience in formal minute taking and executive level drafting is essential.

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Professional, clear and courteous written and verbal communication skills for interacting with internal staff and external stakeholders.

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Proven ability to use initiative to manage routine daily tasks alongside firm deadlines.

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High level of accuracy in minute-taking, data entry, travel bookings and document formatting.

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Proven ability to manage multiple complex projects simultaneously under tight deadlines.

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High degree of self-awareness, empathy and the ability to navigate complex organisational dynamics.

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High personal ethical standards to manage confidential business information

📌 Administration Officer (Queensland)
🏢 New Medical Education Australia (Pty
📍 Queensland