Executive Assistant

• The University of Queensland Medical School

• HEW 6

• Continuing position

• Closing date: Tuesday 15th November 2022 at 11.00pm AEST (R-18449)

About This Opportunity 

The primary purpose of the position is to provide a high level of administrative, and executive support to the Dean of The University of Queensland (UQ) Medical School. The role will also contribute to the efficient operation of the Medical School Executive Office.

The position will join a high-performing and agile team which fosters a positive culture and supportive working environment. The team values flexibility and work from home arrangements may be negotiated for part of the role.

Key responsibilities will include: 

• Managing electronic diaries, including monitoring and arranging the schedule of the relevant individual/s, such as coordinating meetings and travel arrangements

• Liaising with and responding to a wide range of enquiries from staff and students at all levels across the University, representatives from government, industry and the professions and members of the wider community, initiating further action and follow up as necessary

• Coordinating committee/meeting/activities, including scheduling, drafting relevant documentation, taking minutes and liaising with key stakeholders and attendees  

• Organising engagement activities, including functions, workshops, and events

• Undertaking background research and data analysis for the relevant senior or executive level staff member/s and drafting correspondence and documents, which includes handling of confidential materials

• Maintaining administration systems and processes to manage and prioritise the day-to-day flow of business for the office

• Managing financial delegations, organising relevant financials, and reconciling accounts as required on behalf of the relevant executive/s and in line with University financial policies and procedures

• Maintaining an ongoing knowledge and understanding of the department’s operational plan, understanding of key University staff, issues and projects.

This role is subject to the University’s Code of Conduct .  

About the Faculty of Medicine

With three research-intensive schools and five hospital-based institutes, The University of Queensland Faculty of Medicine is positioned to link pre-clinical and clinical sciences with population and global health. Across our entire community, there is a shared ambition and commitment to making a difference. The Faculty has a gross budget allocation of $330 million of UQ’s total $2.0 billion budget, employs more than 1000 of UQ’s 6600 staff and has a community of more than 4200 non-salaried academic appointees.

About The University of Queensland Medical School

Located within the Faculty of Medicine, The University of Queensland (UQ) Medical School is one of Australia’s most respected and internationally recognised medical schools. Our extensive network of programs and partnerships span across Queensland and North America. The UQ Medical School comprises the Academy for Medical Education; eight Mayne Academies, with responsibility for clinical disciplines; and three clinical schools: Greater Brisbane Clinical School, Rural Clinical School and Ochsner Clinical School in Louisiana, USA. 

We provide high-quality education to more than 2000 medical students and other health professionals through world-class programs in medicine, mental health and skin cancer to meet the needs of Australia’s leading health priorities. Our four-year Doctor of Medicine (MD) is a postgraduate-entry medical program supported by more than 3800 Academic Title Holders, who provide supervision and mentoring as students gain hands-on clinical experience. 

The UQ Medical School supports an active and diverse research community that reflects both the clinical and research specialisation of our staff working to address the global challenges in medicine, health and patient care. We are incredibly proud of our nearly 18,000 alumni community, from those who have reached high acclaim in their fields of specialty to the quiet achievers who work tirelessly to make a difference in their local areas. 

The UQ Medical School ensures all graduates are equipped with the knowledge and skills needed to fulfil their ethical and professional responsibilities, face medical challenges, and advance health and wellbeing through life-long education and an unwavering dedication to our communities.

About You  

As Executive Assistant to the Dean of the UQ Medical School, you will be highly motivated with excellent organisational skills and attention to detail. To provide an exceptional level of executive assistance and administrative support to the Dean of the UQ Medical School, you will require superior interpersonal, communication and senior stakeholder engagement skills. The ability to prioritise your own workload, work independently to meet deadlines, and perform well under pressure is critical in this role

Selection Criteria

• A degree with subsequent relevant experience; or extensive experience and specialist expertise or broad knowledge in administration, business or executive support; or an equivalent combination of relevant experience and/or education/training.

• Strong organisational skills and demonstrated ability to prioritise own workload, meet deadlines and perform well under pressure.

• Excellent interpersonal, verbal and written communication skills, including the ability to prepare high quality, professional documents with a high level of accuracy and attention to detail, and communicate effectively with people from diverse backgrounds and of varying social status.

• High level of sensitivity, tact and discretion when dealing with confidential matters.

• Excellent stakeholder management skills, such as the ability to effectively handle, escalate and follow up with stakeholders.

• Sound problem solving skills and judgment in resolving or redirecting issues.

• Proficiency in relevant technologies, including MS Office Suite, and the capacity to take up new technologies if required to meet the needs of the role.

​Desirable

• Demonstrated experience in an Executive Assistant role in a large and/or complex organisational context.

• Broad understanding of administration procedures, organisational structures and functions of The University of Queensland.

What We Can Offer 

This is a full-time (1 FTE) continuing position at Level 6.

The full-time equivalent base salary will be in the range $82,399 – $88,503 plus super of up to 17%. The total FTE package will be in the range $96,407 – $103,549 per annum. 

The following flexible employment options may be available for this role, some working from home; variable start or finish times; compressed hours; purchased leave; flexitime. 

For further information about UQ’s benefits, please visit Why Work at UQ and review The University of Queensland’s Enterprise Bargaining Agreement 2018 – 2021 . 

 
Questions? 

To discuss this role please contact Emma Ryan e.fletcher1@uq.edu.au

For application queries, please contact recruitment@uq.edu.au stating the job reference number in the subject line. 
 

Want to Apply? 

All applicants must upload the following documents in order for your application to be considered:

• Cover letter addressing the ‘About You’ section, including the Selection Criteria (maximum two pages)

• Resume 

Please note that you will be asked to add all documents into the one upload box during the application form.

About the Selection Process 
To satisfy pre-requisite questions and ensure your application can be considered in full, all candidates must apply via the UQ Careers portal by the job closing deadline or will not be accepted. 
 

Other Information 

Successful applicants will be invited to an interview on the 23rd November 2023 (this may be subject to change)

Mandatory immunisations: It is a condition of employment for this role that you will be required to provide evidence of immunisation against certain vaccine preventable diseases. As this position may be required to visit Queensland Health facilities, this may include the COVID-19 vaccination.

Work rights: You must have unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment.  

Background checks: All final applicants for this position may be asked to consent to a criminal record check. Please note that people with criminal records are not automatically barred from applying for this position. Each application will be considered on its merits.  
 

The University of Queensland believes in maintaining a safe work environment for all, which is why we are introducing a COVID-19 vaccination requirement that all staff be fully vaccinated, subject to limited exemptions.

We value diversity and inclusion, and actively encourage applications from those who bring diversity to the University. Our Diversity and Inclusion webpage contains further information if you require additional support. Accessibility requirements and/or adjustments can be directed to recruitment@uq.edu.au . 

If you are a current employee of the University or hold an unpaid or affiliate appointment with the University, please login to your staff Workday account and visit the internal careers board to apply for this opportunity. Please do NOT apply via the external job board.