Program and Reception Officer

Surgeons; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

RACS is seeking a versatile administrator to provide secretariat and governance support across committees, coordinate projects and events, and prepare communications. You’ll work with Fellows, surgical societies, medical colleges and external stakeholders, alongside our Manager, Fellowship Services and the wider team to keep programs running smoothly.

In this full-time role you’ll manage meetings and papers, draft newsletters, support reception coverage, and help deliver key events such as the

Qualifications

• Strong administrative and governance skills with experience supporting committees.
• Proven ability to coordinate projects and documentation efficiently.
• Experience coordinating meetings or events.
• Excellent written and verbal communication, including editing a range of documents.
• High attention to detail and accuracy.
• Good judgement, problem solving, and practical advice.
• Strong interpersonal skills to build relationships at all levels.
• Ability to manage competing priorities and meet deadlines.
• Flexible, calm under workload changes, team-oriented.
• Healthcare or professional membership organisation experience is valuable.

Responsibilities

• Providing secretariat and governance support to College sections and committees, including agendas, papers, and minutes.
• Coordinating documentation for projects and tracking progress to keep activities on schedule.
• Planning and delivering key events such as Younger Fellows Forum and Cowlishaw Symposium.
• Preparing reports, papers, newsletters and communications for members and stakeholders.
• Working with Communications to develop content for member communications (Surgical News, Fax Mentis, social media, website).
• Building and maintaining positive relationships with Section Chairs, committees, Fellows and external stakeholders.
• Providing morning reception coverage (calls, visitors, sign-in, deliveries).

Skills

Governance support

Administrative skills

Project coordination

Meeting coordination

Communication skills

Attention to detail

Stakeholder management

Time management

Independent and team player

Job description

About the role

In this varied role you will support our committees, help coordinate projects and events, prepare communications and provide reception coverage. You’ll work with people across RACS as well as Fellows, surgical societies, medical colleges and other external stakeholders. You’ll work closely with our Manager, Fellowship Services and the wider team to help keep our programs, committees and activities running smoothly.

Your day-to-day work will include:

• Providing secretariat and governance support to College sections and committees, including preparing agendas, meeting papers and minutes, and following up actions.
• Supporting projects by coordinating documentation, tracking progress and helping to keep activities on schedule.
• Helping to plan and deliver key events, including the annual Younger Fellows Forum and biennial Cowlishaw Symposium.
• Preparing reports, papers, newsletters and other communications for our members and stakeholders.
• Working with our Communications team to provide content for member communications, including Surgical News, Fax Mentis, social media and the website.
• Building and maintaining positive relationships with Section Chairs, committees, Fellows and a range of internal and external stakeholders.
• Providing morning reception coverage, including answering incoming calls, welcoming visitors, signing in visitors and contractors, and assisting with deliveries.

You’ll need to be comfortable managing a range of tasks and priorities, as the role moves between governance and administration, projects, events, communications and reception.

This is a full-time role, with occasional after-hours and weekend work to support key events and activities.

Download Position Description

About the team

The Fellowship Services team supports RACS sections and committees to contribute to the College’s strategic goals, including Fellowship engagement, advocacy and professional education. We work across RACS and with external organisations to provide governance, project, event and communication support. You’ll be joining a team that works closely together, while also having the opportunity to build relationships across the broader College. You’ll work with colleagues in areas such as Professional Development, Professional Standards and Communications, as well as Section Chairs, committees and external organisations.

About you

You’re someone who is organised, reliable and enjoys working with a variety of people. You take pride in producing accurate, high-quality work and can manage competing priorities without losing sight of the details.

We’re looking for someone who has:

• Strong administrative and governance skills and experience supporting committees or similar groups.
• Experience supporting projects and coordinating project documentation.
• Experience coordinating meetings, events or similar activities.
• Excellent written and verbal communication skills, with confidence writing and editing a range of documents.
• Strong attention to detail and a high level of accuracy.
• Good judgement and the ability to research information, solve problems and provide practical advice.
• Strong interpersonal skills and the ability to build positive working relationships with people at all levels.
• Good time management and the ability to prioritise your work and meet deadlines.
• The ability to work independently while also contributing positively to a team.
• A flexible approach and the ability to respond calmly when workloads change or become busy.
• Experience in a healthcare, educational or professional membership organisation would be valuable.