Administrative and Communications Officer

Townsville, Australia
08 May 2018
End of advertisement period
22 May 2018
Contract Type
Fixed Term
Full Time

Position Overview

The Administrative Officer is a member of the AITHM Operations team which supports the day to day operations and the communications function of the Australian Institute of Tropical Health and Medicine (AITHM). The position undertakes a range of administrative and communication tasks for AITHM.

The Administrative Officer works closely with the Team Leader, Administrative Support AITHM to ensure effective day to day support of administrative and research activity and the smooth and effective operation of AITHM Townsville and Thursday Island; and with the Communications Coordinator to ensure a consistent and professional approach for internal and external communications.

Division of Tropical Health and Medicine

The Office of the Division of Tropical Health and Medicine provides collaborative leadership with the Colleges and ensures that the Colleges are able to deliver the core business of learning and teaching, research and engagement and contribute effectively to the strategic agenda. The Division office drives the strategic objectives of the Division and also services a proportion of College administrative operations.

The Colleges of the Division include:

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

Australian Institute of Tropical Health and Medicine

The Australian Institute of Tropical Health and Medicine (AITHM) is building a world leading health and medical research institute, dedicated to solving problems of major importance to tropical Australia, South East Asia, the Pacific and the tropics worldwide, leading to improvements in health outcomes and health service delivery and contributing to growing prosperity in the region.

Principal Accountabilities

  1. Support effective and efficient external and internal communication for AITHM by undertaking a range of communications related tasks, including:
    • Assist with the organization of AITHM events: room bookings; dissemination of event information; catering; invitations; travel bookings; routine social media (retweeting, posting); events stats tracking
    • Compile draft quarterly newsletter (email/web) and weekly update from existing information for review; and circulate/distribute external communications via multiple platforms
    • Undertake routine web maintenance and social media tasks
    • Assist with the development and supply of marketing collateral and the development of an image bank.
  2. Provide timely and accurate administrative supportfor AITHM’s operations in Townsville and Thursday Island, including:
    • Respond to routine enquiries and draft routine correspondence
    • Raise purchase requisitions, invoices, weekly stationery ordersand undertake a range of tasks associated with building operations and security
    • Assist with the collection of data and update of statistics, maintaina number of registers for AITHM, and undertake stocktakes as required
    • Advise staff/students on University/AITHM policy and procedures and systems usage
    • Draft routine correspondence.
  3. Act as AITHM’s expert for travel and credit card policy and procedures; provide advice and support for staff and students on same; and administer travel bookings for guests and students.
  4. Assist the Team Lead, Administrative Support with the administration of AITHM’s human resources processes and support the on-boarding process for new staff and students.
  5. Act as AITHM’s expert for updating research publication information in the JCU database and support researchers in this process.
  6. Participate in the identification of procedural and service improvements and the implementation of changes to enhance service delivery and efficiency of operations; develop and maintain effective relationships with internal and external stakeholders, developing a network of internal and external contacts to support the achievement of position accountabilities.
  7. 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.
  8. Demonstrate a commitment to the University values.
  9. Support the principles of the TropEco program and engage in commitment to JCU sustainability goals and objectives.


There are generic responsibilities that apply to all James Cook University staff. Your specific level descriptor can be found at:

Professional and Technical

Level 5

Generic Accountabilities 

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

  1. The Administrative& Communications Officer 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& Communications Officer is 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 & Communications Officer is 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. 

Selection Criteria

Selection and appointments will be assessed against selection criteria.


  1. Completion of a diploma qualification and subsequent relevant communications work experience; or an equivalent combination of experience and/or education and/or training.
  2. Demonstrated well developed written and oral communication skills and interpersonal skills with demonstrated ability to communicate effectively and confidently with a range of stakeholders and proven commitment to customer service.
  3. Demonstrated administration, organisation and time management skills with the ability to work effectively both independently and as a member of a team; and to manage own workflow and prioritise to ensure deadlines and targets are met.
  4. Demonstrated experience in the organisation of events such as seminars, workshops, launches and conferences.
  5. Demonstrated well-developed computer skills and demonstrated skills in communications software/platforms such as Adobe Creative Suite software, web design and social media strategy.


  1. Knowledge of JCU policy and procedure.