Employment details
Reports to: Registrar
Employment fraction: 1.0 FTE Full Time
Location: Brisbane office (Level 7, 179 Turbot Street)
Department: Professional
About New Medical Education Pty Ltd
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.
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 new 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.
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 2026, the School anticipates welcoming its inaugural cohort during 2027.
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
- Coordinate and attend Board of Directors, Medical School Academic Board, and executive leadership meetings, demonstrating an understanding of the strategic matters being discussed.
- Prepare and distribute high quality meeting packs, draft agendas, and record accurate minutes that capture complex discussions.
- Actively track, manage, and follow up on action registers and deliverables to ensure timely completion.
- Handle highly sensitive and confidential corporate and board information with discretion and integrity.
2. Executive Communications & Representation:
- Draft, proofread, and distribute high level internal and external communications, briefing papers, and correspondence on behalf of the executive team.
- Confidently represent the executive team and the organisation, acting as a professional, trusted liaison between senior leadership, external partners, and internal stakeholders.
- Triage and monitor central mailboxes, prioritising correspondence, and ensuring appropriate follow up.
3. General Administration & Office Management:
- Manage day to day office provisioning to ensure a welcoming and functional environment, including purchasing office supplies, kitchen consumables, and organising meeting catering.
- Provide general administrative support to the broader team for document preparation, formatting, and submission processes.
4. Event & Travel Coordination:
- Arrange comprehensive travel itineraries, flights, and accommodation for staff and external guests attending workshops, conferences, or board events.
- Book venues and coordinate all logistics for internal and external meetings, workshops, and company events.
- Time Management & Organisation: Proven ability to use initiative to manage routine daily tasks (like inbox management) alongside firm deadlines (such as distributing board papers).
- Attention to Detail: High level of accuracy in minute-taking, data entry, travel bookings and document formatting.
- Communication: Professional, clear and courteous written and verbal communication skills for interacting with internal staff and external stakeholders.
- 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.
- Project Management: Proven ability to manage multiple complex projects simultaneously under tight deadlines.
- Emotional Intelligence: High degree of self-awareness, empathy and the ability to navigate complex organisational dynamics.
- Discretion: Utilise high personal ethical standards to manage confidential business information.
Qualifications and Experience
- Education: Certificate or Diploma in Business Administration, Office Management or a related field.
- 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.
- Industry Knowledge: General familiarity with the health or higher education sectors is a plus, but not required.