Administration Officer

About us

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.

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 important commitments of both the School and the university.

About the role

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

About you

• Certificate or Diploma in Business Administration, Office Management or a related field.
• 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.
• Professional, clear and courteous written and verbal communication skills for interacting with internal staff and external stakeholders.
• Proven ability to use initiative to manage routine daily tasks alongside firm deadlines.
• High level of accuracy in minute-taking, data entry, travel bookings and document formatting.
• Proven ability to manage multiple complex projects simultaneously under tight deadlines.
• High degree of self-awareness, empathy and the ability to navigate complex organisational dynamics.
• High personal ethical standards to manage confidential business information