Executive Assistant - Trauma Service - Targeted

John Hunter Hospital — Be Apart of Leading Lifesaving Care as NSW's Only Combined Adult and Paediatric Trauma Centre


Employment Type

Location: John Hunter Hospital | Awabakal Land

Whilst this position is open to all individuals, it is targeted to Aboriginal or Torres Strait Islander people under section 21 of the Anti-Discrimination Act 1977. Aboriginal or Torres Strait Islander people are encouraged to apply, and consideration will be given to suitable Aboriginal or Torres Strait Islander applicants to promote equal or improved access. Aboriginal or Torres Strait Islander applicants must demonstrate Aboriginal or Torres Strait Islander status in addition to addressing the selection criterion. 


About The Role:

John Hunter Hospital is the busiest Trauma Centre in New South Wales. It is the only Major Trauma Service (Level 1 trauma centre) outside Metropolitan Sydney. John Hunter Hospital is the only combined adult and paediatric trauma centre in NSW.  This is a full-time, Monday to Friday position which supports the Director of Trauma by providing high-level executive and administrative assistance in a dynamic and fast-paced clinical environment.

• Manage the Director’s calendar, including appointments, theatre schedules, research activities, meetings, and international travel.
• Coordinate and support meetings including Journal Club, Trauma Forums, and multidisciplinary team meetings.
• Organise and maintain documentation for recruitment of Unaccredited Trainees and Postgraduate Fellows.
• Prepare and submit Continuing Professional Development (CPD) documentation for RACS recertification requirements.
• Oversee administrative duties including incoming calls, emails, mail distribution, room bookings, and diary management.
• Liaise with internal departments, external stakeholders, and medical industry representatives to facilitate meetings, product demonstrations, and presentations.
• Manage conference arrangements including registration, travel itineraries, accommodation, and leave for the Head of Department (HOD).
• Support procurement and ordering processes via Oracle, iProcurement, and COS; order stationery and other office supplies as required.
• Use platforms such as Platypus to manage patient billing data and ensure accurate private health information is collected.
• Work closely with the Trauma Service to coordinate student placements, clinical observers, and contingent staff.
• Manage and update trauma and on-call rosters.

Provide administrative support to the broader trauma team and contribute to the smooth running of outpatient clinics and theatre lists.
This role will be supported by the Administration Manager, Director of Trauma, as well as the secretaries. Training and Orientation will be provided to the successful candidate.

What You Can Bring:

• Being able to prioritise workload, multi-tasking in a position with a diverse range of tasks and issues.
• Exercising independent initiative to problem solve, triage or manage significant issues in the absence of the Director of Trauma.
• Working in a demanding, busy and complex environment where there are competing priorities and staff working to strict deadlines.
• Demonstrated understanding of the health medical Recruitment processes and/or willingness to learn
• Demonstrated previous Executive assistant and/or Secretarial experience including management of diaries
  

What We Can Offer You:

At Hunter New England Health, enjoy a career where you're challenged by interesting work and surrounded by spectacular locations. You'll contribute to the team enriching health in millions of ways every day. On top of this we also offer. 

• Sustainable Healthcare: Together towards zero
• Proximity to shopping and other services 
• 4 weeks annual leave (pro-rata for part time employees)
• Salary packaging options - up to $11,600 plus novated leasing
• Fitness Passport for health and well-being - discounted gym options for you and your family
• Employee Assistance Program (EAP) for staff and family members 
• Opportunity to work and collaborate with a range of non-clinical and clinical professionals 

• An eligibility list will be created for future temporary full or part time vacancies.

Need more information?
  1) Click here for the Position Description
  2) Find out more about applying for this position
For role related queries or questions contact Isabella Pearsall on isabella.pearsall@health.nsw.gov.au

Applicants will be assessed against the essential requirements and selection criteria contained within the position description (link below). For assistance addressing selection criteria visit: https://bit.ly/3vL5fq2

Stepping Up Website is a resource designed to help indigenous job applicants apply for positions in NSW Health. For more information, please visit: http://bit.ly/HNEHealthSteppingUp.

At Hunter New England Local Health District, we are an inclusive employer dedicated to fostering a diverse, inclusive, and welcoming workplace.  Our commitment to a workforce that reflects the community we care for is essential for delivering the highest quality healthcare to our community. We encourage people with diverse lived experiences to apply. If you require any accommodations or adjustments to the recruitment process please let us know when you apply or at any stage of the process. We will work with you to meet your needs and create the best possible experience. Please contact Rebecca.Caldwell@health.nsw.gov.au for confidential support to ensure an equitable, barrier-free application process. 

Information for Applicants: 

Applicants will be assessed against the essential requirements and selection criteria contained within the position description (link below). For assistance addressing selection criteria visit: https://bit.ly/3vL5fq2 

Stepping Up Website is a resource designed to help indigenous job applicants apply for positions in NSW Health. For more information, please visit: https://bit.ly/HNEHealthSteppingUp 

This is a Category B position. Recommended applicants will be reviewed for compliance with NSW Health policy directive PD2024_015: Occupational Assessment, Screening and Vaccination against Specified Infectious Diseases for Category B positions prior to offer. All new employees must agree to comply with the requirements outlined in the policy. 

Salary Packaging: is beneficial to most Hunter New England Health employees and may increase your take-home pay! Salary package a range of personal expenses including novated motor vehicle leases, relocation expenses, and HECS/HELP debt. Find out more by contacting SalaryPackagingPLUS! via nswhealth@salarypackagingplus.com.au or 1300 40 25 23. 

Hunter New England Health employees may be eligible for a range of benefits such as allocated days off (ADO) for full time employees, long service leave, paid maternity leave, and salary packaging options including meal expenses.  
 
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