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Office Coordinator

Royal Australasian College of Surgeons (RACS) - Canberra, ACT

Administration & Secretarial
Source: uWorkin

Source: uWorkin


Full Job Description
RACS is at an exciting time in its evolution with a new CEO and Executive Leadership team who are committed to creating a modern, relevant and forward looking organisation.

With service to our members at the forefront of our business, we strive to deliver business outcomes that will enhance the contribution of surgeons to the broader community.

The ACT office is located in Deakin and is located close to the Equinox Centre, The Canberra Hospital and Woden Town Centre.

The Role - Part-Time (2 days per week)

Oversee office administration and governance

Update Manager on a regular basis on the progress of assigned tasks and any relevant issues
Deal with external stakeholders regarding agendas, general correspondence and meetings in order to maintain a high quality of communication
Act as the first point of contact for all correspondence and queries directed to the ACT Office and ensure the delivery of high-level customer service through efficient and effective resolution and/or escalation
Coordinate meetings through the provision of diary management, room booking and catering
Manage all incoming and outgoing correspondence for the office. Take follow up action and respond/refer to appropriate people, ensuring a response is issued in a timely fashion
Oversee general functions of the ACT Office as required in the Manager’s absence, or when requested by the Manager
Coordinate travel for ACT Manager and Committee Chair or members.
Support the Manager with day to day responsibilities

Assistance with coordination of ACT Committee

Maintain and update details of ACT Committee Members
Assist the Manager to organise RACS Representatives for external meetings and activities as required
Plan and organise all aspect of the Awards Nominations & Presentations
Organise and collate necessary documentation for Committee agendas for Committee meetings
Assist in preparation and distribution of agendas and minutes for the Committee Meetings and external meetings.
Assist the Manager to organise College Representatives for external meetings and activities as required

Event Management

Timelines for preparations
Communications and marketing plans
Project/event plan
Program organisation and development
Engage and work with key stakeholders
Liaise with and gain sponsors
Venue management

Maintain and develop RACS ACT communications outreach

Maintain and update the ACT Office webpage on the RACS website
Develop relationships with external organisations, building and maintaining the College’s visibility in ACT

Support the ACT Manager to meet financial targets

Code and process invoices in line with RACS policies and procedures

Raise invoices for processing by the Finance department

As the ideal candidate you will have:
Experience in high-level administrative support and governance
Project and event management experience
Experience in providing administrative support within an office environment
Experience in coordination of projects set over various timescales
Intermediate to advanced skills in MS Office Suite
Excellent organisational skills
Excellent written communication skills with the ability to prepare appropriate reports, correspondence, emails and other communication
Excellent verbal communication skills and telephone manner
Ability to communicate effectively with various levels/geographic locations of staff, Surgical Fellows and external stakeholders including, hospitals, universities, health agencies, government, minister offices and sponsors
High-level attention to detail
Ability to work independently

Why Work At RACS?

Flexibility and recognise that employees are at their best when they have balance in their lives
Sense of wellbeing will be supported by a workplace that values your strengths


To apply for this role please submit your application by clicking on the “Apply Now’ button to submit a resume, answer the outlined selection criteria and upload a Cover Letter in word or PDF.

Applications close COB, 11 June 2021. Enquiries can be directed to careers@surgeons.org however; applications emailed to this address will not be accepted.

RACS is committed to supporting diversity and inclusion in our workforce. The Royal Australasian College of Surgeons (RACS) recognises Aboriginal and Torres Strait Island people as the traditional landowners of Australia and Māori as the tangata whenua (people of the land) of New Zealand. We are committed to creating employment opportunities for Aboriginal and Torres Strait Islanders and Māori and building an environment that is inclusive, culturally safe and appropriate.