Business Administrator

Sydney, Australia
29 Nov 2018
End of advertisement period
19 Dec 2018
Contract Type
Fixed Term
Full Time
  • One of Asia-Pacific’s leading research-intensive Universities
  • Strong regional and global engagement
  • Cutting edge facilities and equipment
  • Location Sydney NSW Australia

UNSW Medicine is a national leader in learning, teaching and research, with close affiliations to a number of Australia’s finest hospitals, research institutes and health care organisations. With a strong presence at UNSW Kensington campus, the faculty have staff and students in teaching hospitals in Sydney as well as regional and rural areas of NSW including Albury/Wodonga, Wagga Wagga, Coffs Harbour and Port Macquarie.

The School of Psychiatry is widely reputed as the pre-eminent psychiatric department in the country and one of the leading university groups nationally. The School receives funds from the NHMRC through project and program grants as well as funding from other national peer-reviewed competitive funding bodies such as the Mason Foundations. The School has members located in the University’s teaching hospitals of Prince of Wales, St. Vincent’s, St George and Liverpool, as well as Justice Health and the Rural Clinical School. The School’s central administrative staff are located in the Black Dog Institute, Prince of Wales Hospital, Randwick.

The Business Administrator will provide high-level administrative support to the School. The primary focus of this role is to work with the School Manager to coordinate a broad range of business management responsibilities.

The role of Business Administrator reports to the School Manager, and works with the School Manager in mentoring the School’s Level 5 Administrators; the role also has a dotted flat line to the administrative staff embedded within each of the school departments (PSYSWS, PSYSTV, PSYCHEBA, PSYDCRC, PSYCEN, PSY3DN)

About the role

  • $85-$91k p.a. plus (9.5% superannuation and leave loading)
  • 12 months Fixed Term position with possibility of renewal
  • Full-time


Specific responsibilities for this role include:

  • Plan, develop and maintain administrative procedures and processes within the School, and participate in relevant projects and business improvement activities to streamline processes and facilitate administrative efficiency.
  • Oversee BAU workload of the school’s Lvl5 Administrators while providing high- level, pro-active, and practical assistance to the School Manager, including data management and analysis as required to support HoS decision making
  • Contribute to the compliance and reporting processes of the School, including monitoring the School’s expenditure and relevant funds.
  • Manage the human resources processes within the School, including coordinating contract renewals, advertisements and new offers, Conjoint appointments, assisting supervisors in managing staff leave accruals and absences; coordinating and monitor the myCareer professional development process; supporting the induction of new employees.
  • Oversee the administrative support for committees and general school meetings, including agenda setting and minuting meetings, coordinating with guest speakers,  and preparation of meeting materials.
  • Coordinate and monitor space usage, including: maintaining database of staff space occupancy, updating records of research lab facilities (wet and dry labs), supporting research data management (e.g., UNSW Archives and Records appraisals, file digitisation, ethics approvals, liaising with UNSW IT to confirm digital data outputs managed via RAMS)
  • Provide event management and project management support including assisting with project design, implementation and documentation (e.g. Australian Mental Health Prize, GP Forum, Psychiatry Conference, Academic Forum Steering Committee).
  • Oversee and manage the workload of the School’s Administrators embedded within each of the school departments, as required.
  • Cooperate with all health and safety policies and procedures of the university and take all reasonable care to ensure that your actions or omissions do not impact on the health and safety of yourself or others.

Selection Criteria:

  • Relevant degree or equivalent level of knowledge gained through any other combination of education, training and/or experience
  • Demonstrated success in managing a high volume, process-driven administrative environment with variable work flows, including the ability to identify, analyse and solve administrative problems and to provide accurate and appropriate outcomes
  • Excellent written and verbal communication skills (specifically the ability to prepare relevant business reports) and the ability to liaise effectively with all levels of staff and external stakeholders
  • High level experience in a range of computing skills and demonstrated ability to learn and implement new systems. 
  • High level of comfort managing and analysing large data sets using excel, including knowledge of vlookup/sumif formulas
  • Strong sense of financial management, including the ability to track budgets.
  • Exceptional project management (including event management) skills, including developing project management plans and tracking the end-to-end project management lifecycle.
  • Ability to work effectively without supervision and manage competing priorities
  • Knowledge of health and safety responsibilities and a commitment to attending relevant health and safety training It is not the intention of the position description 

You should systematically address the selection criteria in your application.

You may be required to undergo pre-employment checks prior to appointment to this role.

All candidates who wish to apply for the role must apply online


Carla Bassil


Applications close:  11:00pm 19th December 2019 


Due to the UNSW shut down period (20 Dec – 1 Jan, inclusive), applicants will not be contacted for interviews until the New Year.