Executive Officer

RACS NSW Office, Sydney, New South Wales, Australia

Posted Monday 18 November 2024 at 1:00 pm

About us

The Royal Australasian College of Surgeons (RACS) is the leading advocate for surgical standards, professionalism and surgical education in Australia and Aotearoa New Zealand. The College is a not-for-profit organisation that represents more than 8600 surgeons and 1300 surgical trainees and Specialist International Medical Graduates.

RACS also supports healthcare and surgical education in the Asia-Pacific region and is a substantial funder of surgical research. There are nine surgical specialties in Australasia being: Cardiothoracic Surgery, General Surgery, Neurosurgery, Orthopaedic Surgery, Otolaryngology Head and Neck Surgery, Paediatric Surgery, Plastic and Reconstructive Surgery, Urology and Vascular Surgery.

About the role

The Executive Officer for Paediatric Surgery is responsible for effectively administering the Paediatric Surgical Education and Training (SET) program in Australia and Aotearoa New Zealand and to support the effective and efficient running of the Committee of Paediatric Surgery. This includes coordinating activities in accordance with relevant regulations, policies, procedures and timelines including selection, assessment requirements, hospital accreditations and coordinating documentation required for committee meetings.

Reporting to the Manager, SET the key responsibilities of the Executive Officer will be to:

1. Provide executive level administrative support including drafting of reports and correspondence for the Committee Chair and Committee Members.
2. Provide secretariat support for the Committee including agenda, minutes and action lists.
3. Maintain accurate records of all the SET Trainees' clinical and assessment requirements, including monitoring the progress of each Trainee.
4. Identify and assign important issues for discussion, ensuring that the Committee is kept up to date regarding important matters.
5. Provide advice on policies and procedures to inform Committee decisions.
6. Prepare and maintain records and correspondence in adherence to legal guidelines ensuring accuracy, clarity, and compliance with regulations.
7. Accurately report data and information to a variety of external and internal bodies.
8. Assist the Manager with the annual budget including scheduling of activities.
9. Assist with special projects as required.
10. Monitor and maintain budget including keeping accurate financial records.
11. Maintain and update web pages and web content as required.
12. Assist with the coordination of Hospital Accreditations.
13. Assist with the coordination of meetings and events.
14. Assist with the development of processes, initiatives, documents, policies and regulations as required.
15. Act as a point of reference and correspond with current Paediatric Trainees.
16. Liaise with other RACS Specialty Training Board/Committees, Regional Offices, Specialty Organisations and Government bodies.
17. Provide training, guidance and support to other RACS Staff to facilitate effective operation of the team.

This role is being offered full time and can be based in Melbourne or Sydney on a max term basis for 12 months. Occasional evening and weekend work for the attendance of committee meetings/events will be required and may involve interstate travel. Interviews will take place as applications are reviewed and received. We recommend submitting your application as soon as possible. Immediate start date is available.

Skills and experience

• Excellent administration skills with experience in an Executive Officer role.
• Excellent communication skills (both written and verbal) with the proven ability to produce formal correspondence, reports, agendas and minutes.
• Demonstrated high level organisational and time management skills to meet deadlines, including the ability to appropriately prioritise tasks.
• High attention to detail and accuracy with data entry.
• Confidence in working in a complex environment with multiple stakeholders.
• Ability to successfully work in a team environment.
• Intermediate use of MS Office Online Skills (including Teams).
• Previous experience working in a medical college (desirable).

Benefits

• Flexibility to combine working from home with time spent in the office.
• RACS Professional Development Framework (Grow at RACS).
• Access to a wellbeing app.
• Annual wellbeing reimbursement.
• Additional, gifted leave at the end of the year.
• Access to online learning portal THRIVE with a catalogue of 89,000+ courses.
• Access to an Employee Assistance Program which includes counselling for personal and work-related issues, support for family members, legal support, career development and planning, nutrition & lifestyle advice as well as financial counselling.

We genuinely care about our employees' health and wellbeing and encourage our people to bring their whole selves to work.

How to apply?

To apply for this role please submit your application by clicking on the "Apply Now" button to submit a cover letter, resume and answer the outlined selection criteria. Please note we will be reviewing applications as they come in. 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 tangatawhenua (people of the land) of Aotearoa 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.