Education & Examinations Programs Administrator

The Royal College of Pathologists of Australasia; Sydney; On-site; AUD 65,000 - 85,000; Full time

Job summary

The Royal College of Pathologists of Australasia in Sydney CBD is seeking a full-time, two-year fixed-term Administrative Officer to support Trainees, Supervisors and College programs across registrations, examinations, projects and Fellowships.

You will manage data, provide information under College policies, respond to enquiries, coordinate examination logistics, and contribute to process improvements while maintaining high standards of accuracy and customer service.

Qualifications

• Tertiary qualifications and/or equivalent experience and training.
• Excellent verbal and written communication skills, with experience in handling a wide range of enquiries at all levels and providing excellent customer service.
• Highly developed relationship management skills.
• Advanced knowledge of Microsoft software packages, database management and CRM experience is desirable.
• Precision and attention to detail.
• Excellent organisational, problem solving and interpersonal skills with the ability to work autonomously, and in a team.

Responsibilities

• Provide high-level administrative support to Trainees and Supervisors to facilitate best practice delivery from initial registrations through to Fellowship.
• Work with Chief Examiners by providing data to compile training determinations for faculty trainees.
• Provide information and advice to Trainees and Supervisors in line with College policies, procedures, regulations and guidelines.
• Respond to trainee enquiries via email and phone and escalate to the Program Manager as required.
• Ensure submission of complete Supervisor Reports in a timely manner.
• Collaborate with the Program Manager to manage requests related to retrospective accreditation and examination exemptions.
• Attend to enquiries related to registration, onboarding and external stakeholders.
• Coordinate timely marking of Projects and communication of outcomes to Trainees.
• Provide administrative support to ensure successful delivery of examinations (in person or online).
• Organise examination papers and resources, ensuring secure storage.
• Process BPS & examination applications including eligibility checks.
• Process NPAAC examination applications and ensure ongoing eligibility.
• Support Special Consideration requests with the Program Manager.
• Compile detailed candidate lists from the College database by discipline, level, location.
• Prepare examination materials and maintain security.
• Remain on-site during examinations to ensure smooth operation.
• Assist with online examinations, proctoring and exam support enquiries.
• Coordinate collation of examination results and communicate outcomes to Trainees.
• Liaise with Chief Examiners and Program Manager regarding confidential information related to results release.
• Distribute 'Trainee in Difficulty' letters post-exam cycle.
• Fellowships administration including checking training records and preparing documentation for approvals.
• Assist with Fellowship ceremony tasks.
• Database management of trainee and supervisor records in CRM and Online Training Portal.
• Provide day-to-day admin support to Registrar, Program Manager, and Head of Education and Assessment.
• Assist at College events and identify process improvements.

Skills

Verbal communication

Written communication

Customer service

Relationship management

Attention to detail

Organisational skills

Problem solving

Teamwork

Autonomy

Education

Tertiary qualifications or equivalent

Tools

CRM systems

Database management

Microsoft Office

Job description

The Royal College of Pathologists of Australasia in Sydney CBD is seeking a full-time, two-year fixed-term Administrative Officer to support Trainees, Supervisors and College programs across registrations, examinations, projects and Fellowships.

You will manage data, provide information under College policies, respond to enquiries, coordinate examination logistics, and contribute to process improvements while maintaining high standards of accuracy and customer service.