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Administrative Assistant, Governance

Macquarie University Hospital - Sydney, NSW

Administration & Secretarial
Source: uWorkin

Source: uWorkin



  • Position available on a full-time, permanent basis.
  • Immediate start in a healthcare organisation based in primarily in Macquarie University (North Ryde).


We are seeking a dynamic, flexible and professional individual to provide secretariat and administrative support to committees required for the clinical governance of MQ Health, and to support governance and administrative initiatives.

About You

You will enjoy working in a lively environment with excellent organisational skills and the ability to prioritise work while maintaining a high level of accuracy.

If you are proactive in nature and appreciate working with patients, looking for an opportunity to work for a unique healthcare organisation with exposure to work in a multidisciplinary environment, then you will thrive in this role!

About Us

At MQ Health we unite the best clinicians, the most qualified researchers and the most dynamic teachers to lead the development of health and medical education and practice in Australia. We are Australia's first fully integrated university-led health sciences centre, combining excellence in clinical care with teaching and research. MQ Health brings together Macquarie University Hospital, MQ Health Clinics, and the Faculty of Medicine and Health Sciences.

MQ Health's integrated approach delivers holistic patient care and treatment informed directly by world-renowned research and continuous learning for improved patient outcomes, enhanced student experiences and more and better research.

Key Accountabilities include (but not limited to):

  • Provide high-quality secretariat and governance support to committees and sub-committees of Macquarie University Hospital & Clinical Services and MQ Health (excluding Board level committees), in accordance with the relevant governance frameworks, including:
    • Clinical and Program Disciplines Medical Morbidity and Mortality Committees.
    • Multi-Disciplinary Team meetings
    • Clinical Innovation Audit Committee
    • Clinical Research Governance
  • Monitor and maintain administrative functions associated with the committees to ensure current, accurate information is available including the preparation and distribution of agendas, minutes and reports, and maintenance of other information resources as appropriate including meeting attendee register.
  • Ensure all agreed action items arising in committee meetings are prioritised by communicating to the responsible person or actioning on the committee’s behalf, where appropriate. This will include following up with relevant stakeholders and progressing matters within the agreed frameworks and systems.
  • Develop and maintain effective electronic and paper based filing systems to ensure prompt retrieval of information.
  • Provide ongoing administrative support for MQ Health Committees, including attendance at meetings to prepare minutes and co-ordination of committee annual reviews, some of which will be held outside normal working hours.
  • Liaise with Chairs and members to develop and coordinate committee calendars and work schedules.
  • Identify business and process improvement opportunities, and implement these within the governance frameworks, including recommendation of amendments to Terms of Reference where required.
  • Contribute to and support the operationalisation of a broad MQ Health governance communication plan to support transparency and ensure engagement, effectiveness with the governance structures.
  • Contribute to, support and provide project administration for governance and administrative processes and initiatives.
  • Comply with relevant EEO and WHS regulations.
  • Perform any other duties as required and appropriate for this classification.

To Apply

To be considered for this position, you will demonstrate in your resume and a 1 page cover letter that you possess:

  • Significant experience organising and supporting senior level committees and meetings including records management
  • Highly developed organisational skills
  • Superior communication skills
  • Highly developed skills with Microsoft products including Advanced Word, Excel, Powerpoint and Outlook
  • Experience setting up ZOOM meetings
  • Familiarity with medical terminology
  • Efficient and Accurate typist and Minute taker.
  • Experience preparing and distributing agendas, minutes, project plans, reports and papers in a timely manner
  • Awareness of governance structures, policies and processes.
  • Experience co-ordinating meetings with multiple attendees.
  • Working with stakeholders to document processes.
  • Experience in providing support for data analysis and project administration.
  • Demonstrating excellent customer care and service.
  • Ability to work effectively as part of a team
  • Self-directed work and planning including effective time management
  • Demonstrated experience in fostering positive working relationships
  • Effective relationship management skills
  • Commitment to uphold and be a steward of the Mission, Vision and Values of MQ Health

Role Specific Conditions:

  • Ability to work flexibly to attend Committee meetings which will be outside of usual business hours
  • Cert IV Business Administration, or formal secretarial training, or equivalent experience

If you're already part of the Macquarie Group (MQ University, U@MQ, MQ Health, MGSM), you'll need to apply through your employee Workday account. To apply for this job: Login to Workday and go to the Careers App > Find Jobs.

Applications Close:

14/04/2021 11:59 PM

Equity & Diversity Statement

At Macquarie University, we are committed to providing a working environment where each individual is valued, respected and supported to progress. Our priority is to ensure culture, policies and processes are truly inclusive and that no-one is disadvantaged on the basis of their Aboriginal and Torres Strait Islander identity, gender, culture, disability, LGBTIQA+ identities, family and caring responsibilities, age, or religion. We encourage everyone who meets the selection criteria and shares Macquarie University’s values of scholarship, empowerment and integrity to apply.

Learn more about our progress towards Equity, Diversity and Inclusion.