Administrative Assistant

• Opportunity to shape your future at the University of Newcastle
• Varied role including administration, finance, and event organisation
• Central role in a highly renowned School
• Full time fixed term position until March 2025 with flexibility for part time/job share

Be challenged and imagine with us

The School of Nursing and Midwifery is seeking a dedicated and organised Administrative Assistant to join our professional staff team. Reporting to the Education and Innovation Manager, this dynamic role provides exceptional customer service through the delivery of high-quality administrative support to staff, students, and visitors to ensure the smooth and efficient running of the School.

Key responsibilities will include:

• Serving as the main point of contact for staff, students, and visitors, handling phone calls, emails, reception inquiries and managing deliveries.
• Providing general office support including project and meeting administration, maintaining an efficient filing system and databases, handling document storage and archiving.
• Supporting with financial processes including purchasing, ordering, stationary, office and teaching supplies and monitoring IT equipment leases.
• Helping with casual staffing administration, including recruitment, onboarding, and timesheet management.
• Assisting with the organisation of School events, forums, presentations and functions, including catering, room bookings, and logistics.

This fixed term position is full time beginning in October and finishing in March 2025 (with the possibility of an extension). The role is at a HEW 4 Higher Education Level located at Callaghan Campus with an expectation to work at Central Coast Clinical School as required. Part time (job share) applicants will be considered.

About our University

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and creating a better future for our regions and the globe. Underpinned by this vision and our values of excellence, equity, engagement and sustainability, the University of Newcastle’s Looking Ahead Strategic Plan 2020-2025 outlines the University’s commitment to delivering an exceptional student experience and serving our communities. 

For more information click here – Our Uni. 

About the Unit  

The Education and Innovation Team are a strong collaborative group of professional staff bringing together knowledge from multiple disciplines and working backgrounds to support the teaching and learning of Nursing and Midwifery academics and students.

One of four schools in the College of Health, Medicine and Wellbeing, the School of Nursing and Midwifery delivers programs on two campuses: Callaghan and Central Coast Clinical School. The School is ranked 48th in the world by the QS World University Rankings by subject, 2024 and has a world class ERA ranking. The School strives for excellence in caring underpinned by a program of comprehensive and multidisciplinary research in conjunction with teaching which is evidence based and contemporary using innovative pedagogy to deliver quality undergraduate and postgraduate programs.

The University is undergoing refurbishment of the Health Education Research Building at Callaghan campus. This is an exciting time to join the School as it prepares to move into new enhanced facilities in 2025. Nursing and Midwifery students and staff will have access to cutting-edge simulation labs and modern teaching spaces with the latest technology.

What we offer

In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively. 

These include: 

• The remuneration for this position is pro-rated from $71,626 - $77,858 p.a.. + superannuation and is commensurate with skills and experience
• Flexible working arrangements (in line with the University’s Flexible Work Policy
• 17% super and salary packaging
• Additional University Holiday days, generous personal leave and parental leave, annual leave loading and additional purchased leave scheme
• Discounts in private health insurance, gym memberships, software, travel and more
• Wellbeing programs

Your next steps 

Please visit here for a guide on how to apply for a role. 

If viewing this on a job board other than the University's please click ‘Apply’ to reach the University's website, where a copy of the Position Description can be accessed. Please download a copy before commencing your application. 

Your application must include: 

• Your resume
• A cover letter outlining your motivation to apply for this opportunity
•  A statement addressing the Essential Criteria listed below demonstrating your qualifications and experience with examples.

1. Completion of a diploma with subsequent relevant work experience; or an equivalent combination of relevant experience and/or education/training.
2. Demonstrated strong organisational and time management skills including the ability to organise workflows to meet competing demands and adaptability to a range of workplace expectations and responsibilities.
3. Well established written and interpersonal communication skills together with a proven ability to perform duties in a professional, respectful, and culturally sensitive manner.
4. Demonstrated ability in the use of MS Office applications and corporate IT systems including purchasing, ordering, and receipting systems, monitoring of supplies and equipment stock.
5. Well-developed problem-solving skills, exceptional attention to detail, high level organisational skills with the ability to meet competing deadlines.
6. Demonstrated experience in taking ownership and driving innovation, process improvement and contributing to overall corporate operations.
7. Knowledge of, and experience in adhering to workplace policies and procedures in the areas of work health safety, equity, diversity and promoting a respectful workplace culture.
8. Current Australian driving licence.

To ensure that your application receives full consideration, it's important to structure and address the selection criteria outlined in the application process. This helps us better understand your experience and suitability for the role. We appreciate your attention to this matter and look forward to reviewing your application.

Please upload your Cover Letter and response to the requested Criteria as one PDF document.

Your Cover Letter and Response to the Essential Criteria should not exceed 4 pages (approximately 2,000 words).

For specific position enquiries, please contact Charlotte Ellis, Education and Innovation Manager on (02) 4985 4384 or via email Charlotte.Ellis@newcastle.edu.au

Having Difficulties? Please reach out to us: employment@newcastle.edu.au

Closing date: Sunday 29th September 2024 at 11.59pm AEST

We are excited to be Looking Ahead with you