Program 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 – Sydney CBD NSW

RCPA is the leading organisation representing pathologists and senior scientists across Australasia to deliver public education, research and initiatives that improve diagnosis, treatment and patient outcomes.

This full-time position is a two-year fixed-term contract.

The successful candidate will undertake the following responsibilities, including but not limited to:

Registrations

Providing high-level, accurate and timely administrative support and advice to Trainees (Single, Joint and Faculty) and Supervisors to facilitate the best practice delivery of programs from initial and annual registrations through to Fellowship.

Working closely with Chief Examiners by providing them with accurate data to compile training determinations for faculty trainees.

Providing accurate information and advice to Trainees and Supervisors in a timely manner and in line with College policies, procedures, regulations and guidelines.

Responding to general trainee enquiries via email and by phone and escalating to the Program Manager (Training and Education Administration) as required.

Ensuring submission of complete Supervisor Reports in a timely manner.

Working closely with the Program Manager (Training and Education Administration) to ensure that requests in connection with retrospective accreditation and examination exemptions are managed effectively.

Attending to enquiries related to registration, onboarding and requirements from external stakeholders.

Projects

Relevant to the allocated Discipline, coordinating the timely marking of Projects, recording of and communication of Project outcomes to Trainees.

Examinations

Providing administrative support to the Program Manager to ensure the successful delivery of examinations whether the mode of delivery is in person or online.

Organising examination papers, and other resources before and after examinations, ensuring that they are securely stored in accordance with College Regulations and Policies.

Processing BPS & examination applications including the checking of candidates’ eligibility criteria & exemptions.

Processing NPAAC examination applications and ensuring eligibility requirements are met throughout the year.

Working closely with the Program Manager (Training and Education Administration) to ensure requests for Special Consideration are managed effectively.

Compiling detailed candidate lists from the College database by discipline, level, location, for example.

Preparing examination materials, ensuring security is maintained at all times.

Remaining on‑site at all times for the duration of examinations held within the College and local jurisdictions to ensure the smooth running and organisation of such, as required.

Assisting with the creation of online examinations, proctoring and exam support phone enquiries.

Coordinating the collation of examination results and communicating the outcome to Trainees.

Liaising with Chief Examiners and the Program Manager (Training and Education Administration) regarding any requests for sensitive or confidential information related to the release of examination results.

Post examination cycle organising and distributing 'Trainee in Difficulty' letters to trainees and relevant parties involved.

Fellowships

Administratively supporting the Fellowship process (which includes a thorough check of Trainees' records to ensure all training requirements are met, preparation of documentation for the Chief Examiners and Board of Directors' (BOD’s) approval, production of Fellowship letters and Certificates).

Associated tasks related to the Fellowship ceremony.

Database Management

Ensuring that all relevant Trainee and Supervisor records are accurately maintained in the College’s CRM database & Online Training Portal in addition to hard copy files throughout the Trainees’ life‑cycle.

Other

Providing day-to-day administrative support to the Registrar, Program Manager (Training and Education Administration), and Head of Education and Assessment.

Assisting at College events such as the College annual scientific meeting (Pathology Update) & examination venues.

Identifying and supporting opportunities for process improvements and actively contributing to the development of Workflows.

Other duties as directed by the Administration Manager.

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.

Experience in health and/or education would be beneficial.

Travel Requirements

Occasional domestic travel may be required.

Applications from Aboriginal and Torres Strait Islander candidates are encouraged.