Job Description
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Location:
Brisbane office (Level 7, 179 Turbot Street)
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Department: Professional
About New Medical Education Pty Ltd n
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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This 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 current generation of doctors equipped to serve communities where they are needed most. Listening to and working with diverse communities are important commitments of both the School and the university.
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The School of Medicine has secured formal approval to advance to Stage 2 of the Australian Medical Council (AMC) accreditation process. Following the scheduled submission in late ****, the School anticipates welcoming its inaugural cohort during ****.
About the position 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. Key responsibilities n
The Administration Officer's responsibilities will include, but are not limited to, the following:
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1. Executive, Governance & Secretariat Support:
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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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2. Executive Communications & Representation:
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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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3. General Administration & Office Management:
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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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4. Event & Travel Coordination:
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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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Book venues and coordinate all logistics for internal and external meetings, workshops, and company events.
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Core Competencies and Skills n
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Time Management & Organisation:
Proven ability to use initiative to manage routine daily tasks (like inbox management) alongside firm deadlines (such as distributing board papers).
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Attention to Detail:
High level of accuracy in minute-taking, data entry, travel bookings and document formatting.
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Communication:
Professional, clear and courteous written and verbal communication skills for interacting with internal staff and external stakeholders.
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Adaptability & Teamwork:
A flexible, hands-on attitude with the willingness to handle a wide spectrum of duties, from formal board support to keeping the office kitchen stocked.
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Project Management:
Proven ability to manage multiple complex projects simultaneously under tight deadlines.
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Emotional Intelligence:
High degree of self-awareness, empathy and the ability to navigate complex organisational dynamics.
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Discretion:
Utilise high personal ethical standards to manage confidential business information.
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Qualifications and Experience n
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Education:
Certificate or Diploma in Business Administration, Office Management or a related field.
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Experience:
Minimum of 2–4 years of experience in an administrative, secretarial, or office management role. Proven experience in formal minute taking and executive level drafting is essential.
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Industry Knowledge:
General familiarity with the health or higher education sectors is a plus, but not required.
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#J-*****-Ljbffr

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