About the RCPA

The RCPA is committed to improving health outcomes through leadership in pathology, professional standards, education, training and innovation.

Purpose

Support the administration and coordination of grants and grant-funded projects and strategic initiatives across RCPA with an initial focus on the Specialist Training Program (STP).

Strengthen grant compliance and reporting by maintaining accurate records, supporting reporting and compliance activities, monitoring actions and maintaining timely milestone tracking. Facilitate the timely flow of information between stakeholders and coordinated preparation of supporting evidence and acquittal documentation.

Promote consistent processes and effective collaboration across the College to support efficient grant and grant-funded project delivery.

This position is permanent part time at 0.4 FTE.

Key Accountabilities

Provide administrative and coordination support for grants, grant-funded projects and strategic initiatives.

Maintain accurate grant registers, reporting calendars, records, schedules/key milestones and document repositories across the grants portfolio.

Monitor key milestones, reporting deadlines and action items and proactively, follow up outstanding information with key stakeholders and escalate delays, gaps or project matters requiring attention to the Head of Grants and Strategic Initiatives.

Assist in the preparation and submission of grant applications, milestone reports, progress reports and acquittal documentation by coordinating documentation, collating contributions and preparing submission materials for review and approval.

Coordinate the collection and collation of information, supporting evidence and documentation required for grant and grant-funded project reporting.

Support the preparation of grant claims and financial acquittals, working with Finance and relevant grant owners to collate expenditure records and supporting documentation.

Maintain organised and accessible records of grant agreements, variations,



correspondence, approvals and reporting evidence to support compliance and audit readiness.

Meeting and Governance Support

Coordinate grants and grant-funded project meetings, workshops/webinars, committees and working groups including scheduling, room bookings, logistics and travel arrangements where required.

Prepare and distribute agendas, papers and supporting documentation.

Record and distribute meeting minutes and action items.

Monitor and follow up agreed actions arising from meetings and governance forums.

Support and assist with preparing grants dashboards, status reports and governance papers by collating information on progress, milestones, risks and outstanding actions.

Reporting and Information Management

Assist with preparing and maintaining grant and grant-funded project plans.

Support the RCPA Grants and Strategic Initiatives team in the preparation of grant and grant-funded project and program reporting by collating progress updates, maintaining accurate and current records of project risks, issues and changes.

Assist with developing and coordinating project surveys, collating responses and preparing summary findings.

Contribute to the development and improvement of administrative procedures, collaborative processes, templates and document control practices across the Grants Function.

Stakeholder Coordination

Liaise with internal and external stakeholders to coordinate information, meetings, reporting requirements, and grant and grant-funded project activities.





Support and assist with preparing project communication and engagement activities associated with grants and grant-funded projects, and maintaining accurate, current information on relevant websites and other communication channels.

Respond to routine grant and project enquiries, referring complex matters to the appropriate person.

Other Duties

Undertake other administrative and coordination responsibilities relevant to the role, as required.

Competencies

Works independently, exercising sound judgement on routine administrative matters and managing competing priorities to meet deadlines.

Recognises when guidance is required and seeks support from the manager or relevant specialists on unfamiliar, complex or sensitive matters.

Demonstrates a commitment to ongoing learning and professional development, sharing knowledge to support consistent workplace practices.

Demonstrates strong attention to detail in maintaining grant records, collating supporting documentation and preparing accurate reports.

Communicates effectively and works collaboratively with internal and external stakeholders to coordinate information and follow up agreed actions.

Essential Skills & Experience

Proven record of attention to detail with a robust emphasis on accuracy

Ability to work independently and in a collaborative team environment

Sound computer skills, particularly Microsoft Office Suite and CRM

Methodical approach and attention to detail.

Experience working in a health, government, and/or education setting

Time management skills and the ability to prioritise effectively

Ability to be flexible and adapt work practices to suit circumstances

Demonstrated verbal and written communication skills

Proven ability to work both as a team member and independently on administrative tasks

Proven ability to work in a cross-functional environment and multitask

Aboriginal and Torres Strait Islander candidates are encouraged to apply. This advertisement will close on 16 November 2026. Only shortlisted candidates will be contacted.

📌 Coordinator - Grants and Projects (Surry Hills)
🏢 The Royal College of Pathologists of Australasia
📍 Surry Hills