Administration Officer

New Medical Education Australia (NewMed); City of Brisbane; Hybrid; AUD 60,000 - 75,000; Full time

Job summary

New Medical Education Pty Ltd in Brisbane is seeking an administrative officer to support the Executive Team and governing boards. You will handle minute taking, draft high-level documents, manage confidential information, and coordinate travel, meetings, and events from our Brisbane office (Level 7, 179 Turbot Street).

Working closely with the Executive Team, you will ensure timely distribution of board papers, maintain action registers, and provide professional liaison with internal and

Qualifications

• 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; experience in minute taking essential.
• Proven ability to draft executive level documents and maintain confidential information.
• General familiarity with health or higher education sectors is a plus.

Responsibilities

• Coordinate and attend Board of Directors and executive leadership meetings; prepare high-quality packs and minutes.
• Draft, proofread and distribute internal and external communications for the executive team; act as liaison with stakeholders.
• Manage day-to-day office provisioning, supplies, catering and general admin support for the broader team.
• Arrange travel itineraries, flights and accommodation for staff and external guests; book venues and logistics for events.

Skills

Time management

Attention to detail

Communication

Adaptability

Project management

Emotional intelligence

Discretion

Education

Certificate or Diploma in Business Administration or Office Management

Job description

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

The Administration Officer’s responsibilities will include, but are not limited to, the following:

1. Executive, Governance & Secretariat Support:

• 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.

Core Competencies and Skills

• 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.