Administrative Assistant

Townsville, Queensland, Australia
$57,910 - $61,517
13 Oct 2016
End of advertisement period
19 Oct 2016
Contract Type
Fixed Term
Full Time

Position Overview

The Administrative Assistant supports the administration of the GMT program in Townsville and across north western Queensland. He or sheis the first point of contact for all enquiries to the Townsville Node and provides administrative support for the business administration team, including the Manager, GMT Operations. The Administrative Assistant responds to public queries, schedules meetings, coordinates appointments, organises travel and purchasing, and ensures that relevant JCU policy and procedure is adhered to in carrying out these functions.

Division of Tropical Health and Medicine

The Division of Tropical Health and Medicine encompasses human and animal health professional areas and related biomedical science disciplines. The Division has a particular focus on the health of rural, remote and Indigenous Australian communities and tropical medicine.  The Colleges of the Division include:

  • Medicine and Dentistry
  • Healthcare Sciences
  • Public Health, Medical and Veterinary Sciences

College of Medicine and Dentistry

As part of the Division of Tropical Health and Medicine the College of Medicine and Dentistry promotes, fosters, supports and administers quality teaching and research at JCU in the areas of Medicine, Dentistry and Pharmacy, with a focus on the needs of rural, remote and underserved communities, tropical medicine and the health of Aboriginal peoples and Torres Strait Islanders. Working in a collaborative leadership model with the Office of the Division, the other Colleges and the Mount Isa Centre for Rural and Remote Health, the College of Medicine and Dentistry contributes to advancing the strategic agenda and to strengthening partnerships and engagement.

Generalist Medical Training

Generalist Medical Training (GMT) is a unit within James Cook University’s College of Medicine and Dentistry that is contracted by the Australian Government Department of Health to deliver the Australian General Practice Training (AGPT) program in north western Queensland.

The AGPT program is a postgraduate vocational training program for medical graduates who are pursuing a career in the specialty of General Practice. The program provides training towards Fellowship of the Royal Australian College of General Practitioners (RACGP) and the Fellowship of the Australian College of Rural and Remote Medicine (ACRRM).

Organisational Charts

James Cook University

Division of Tropical Health and Medicine

College of Medicine and Dentistry

Principal Accountabilities

  1. Assist with enquiries, following up with appropriate staff; process and distribute correspondence and support the day to day running of the GMT program.
  2. Work with the Communications and Engagement Coordinator to organise meetings including arranging video conference links, rooms, catering, function notices, invitations, emails, RSVPs for general GMT events and functions.
  3. Assist the Manager, Business Administration to coordinate staff appointments and re-appoints including acting as recruitment panel assistant, organising interviews, completing appointment paperwork and monitoring and approving casual staff timesheets.
  4. Input data in databases and spreadsheets as well as maintain and file records.
  5. Order and maintain office stationery and equipment, organise routine office equipment repairs, enter requisitions for office purchases, organise freight and complete asset register documentation for purchased item.
  6. Maintain noticeboards; assist in preparation of publications including newsletters and ensure GMT website information is up-to-date in a timely manner.
  7. Book staff and visitors travel and accommodation and complete and maintain documentation required for purchasing and travel, process payment requests related to tax invoices for services or goods received.
  8. Support the University's commitment to the principles of reconciliation, which exemplify respect for Aboriginal and Torres Strait Islander heritage and the valuing of justice and equity for all Australians.
  9. Demonstrate a commitment to the University values.
  10. Support the principles of the TropEco program and engage in commitment to JCU sustainability goals and objectives.


Professional and Technical

Level 4

Generic Accountabilities 

There are generic responsibilities that apply to all James Cook University staff. 

  1. The Administrative Assistant is required to observe the lawful and reasonable directions, policies and decisions of the University Council, understand and comply with the Enterprise Agreement, the Statutes and Rules of the University, the policies and decisions of the University Council and other appropriate University authorities, as in force from time to time.
  2. The Administrative Assistantis required to demonstrate a personal commitment to ensure personal safety and the safety of others and contribute to the continuous improvement of our WHS performance.  This includes the effective implementation and compliance with James Cook University WHS policies, procedures and safe systems of work, together with all relevant legislation, duties and obligations.  Contribute to the continuous improvement of our WHS performance.
  3. The Administrative Assistantis required to exercise proper discretion in all matters affecting the well-being of the University which involve public writing or speaking in accordance with the University’s Code of Conduct

Special Conditions

  • This position may be required to travel within the region and to other GMT locations in North Western Queensland and may include overnight stays and after hours work on occasion.
  • The incumbent is required to hold a current ‘C’ class Queensland Drivers licence.

Selection Criteria

Selection and appointments will be assessed against selection criteria.


  1. Diploma qualification or Certificate IV in business administration or equivalent field and relevant administrative work experience or an equivalent combination of experience and/or education and/or training.
  2. Demonstrated effective written and interpersonal communication skills in dealing with people from a variety of backgrounds with attention to detail.
  3. Demonstrated experience with relevant computerised systems and/or databases.
  4. Demonstrated excellent customer service skills in managing high numbers of inquiries via phone and email, utilising problem solving skills to provide information and advice on policies and procedures showing respect and integrity.
  5. Demonstrated effective organisational and time management skills with ability to prioritise to meet competing deadlines.
  6. Ability to work independently as well as part of a team.


  1. Knowledge of medical training and the GP training environment in rural and remote Australia.
  2. Knowledge of University teaching and administrative systems, procedures and business processes.