Education Officer

Are you a highly organised and detail-oriented professional seeking to support an internationally recognised medical training program? We are looking for an Education Officer to join our team to provide key high-level administrative, operational and educational support for the delivery and coordination of the Oral and Maxillofacial Surgery (OMS) Training Program across Australia and New Zealand. This is an excellent opportunity for someone who thrives in a fast-paced, dynamic environment and enjoys working collaboratively with a wide range of stakeholders, including trainees, Fellows, committee members and chairs and external regulatory bodies.

Working as part of an Education Team, this role sits within the OMS Team where you will work closely with another Education Officer and report to the Education Manager. The team is responsible for the coordination and delivery of the OMS Training Program across Australia and New Zealand. This includes managing processes related to trainee assessment and progression, education, examination delivery, training site accreditation, and the annual selection of new trainees. You will also provide operational support to key OMS Committees to facilitate informed decision-making on training and education matters. The role also involves coordination of the OMS CPD program including activities, compliance monitoring, and general support.

Responsibilities

Trainee Engagement

• Manage all matters related to trainees in the OMS training program.
• Monitor and support trainee progression in accordance with trainee requirements.
• Provide clear high-level communication to trainees and supervisors.
• Support the delivery and coordination of educational activities, ensuring alignment with the OMS curriculum and training standards.

Research, Analysis and Report Writing

• Prepare regular reports, correspondence and analysis on trends, opportunities, current issues, and developments in OMS.
• Manage and maintain OMS resources, guides, standards and policies in accordance with college requirements.

Committee & Stakeholder Support

• Maintain a high level of professionalism in interactions with the Chair of the OMS Board of Studies, the OMS Registrar and associated committees.

• Assist preparing professional agendas, briefs and accurate meeting minutes.

• Collaborate to propose solutions to matters raised in meetings, in accordance with College Regulations.
• Research and draft policies, reports, and supporting documentation.
• Track and ensure timely completion of committee actions, with relevant information circulated through subsequent meetings.
• Adhere to and apply College regulations, policies, and by-laws in all committee-related activities.

Stakeholder Engagement

• Proactively engage with college committees, committee chairs, and Fellows and Members to ensure effective communication on matters relating to training, CPD, selection, and accreditation.
• Provide timely updates and clear communication to internal stakeholders regarding key developments, decisions, and actions.
• Support the OMS Team in liaising and collaborating with key external stakeholders, including senior representatives of the regulatory bodies, other specialist medical colleges, and state health jurisdictions.
• Maintain effective relationships with college funding partners to ensure continuity and oversight of funded programs.

Training Site Accreditation

• Coordinate and attend training site accreditation visits, providing logistical and administrative support as required.
• Maintain and update site-specific records to support analysis of training, assessment, accreditation, and reporting.
• Analyse data to identify trends or anomalies to inform accreditation recommendations.
• Prepare clear and concise accreditation reports and briefing papers for the accreditation team and committee.
• Consolidate extract and present quantitative data to support accreditation decisions, reporting and quality improvement initiatives.

Examinations

• In partnership with the other Education Officer, manage the planning, logistics, coordination, and delivery of the Foundation and Fellowship Examinations.
• Working with the Chief Examiner and external stakeholders to support the development of the rubrics, calibration, and standard-setting processes.
• Coordinate and deliver pre-examination briefings to candidates, examiners, and support staff.
• Act as an invigilator/observer for the examinations as required.
• Coordinate the marking processes including the collation of results, tracking of anomalies and ensuring accuracy, integrity, and adherence to college assessment policies.
• Oversee the processing or examination results and manage the preparation of candidate outcome notifications, ensuring accuracy, consistency, and confidentiality. Oversee all operational aspects of the examination process, ensuring compliance with college regulations and ensuring a fair and positive candidate experience.

Continuing Professional Development (CPD)

• Support the administration and oversight of the OMS CPD Program in line with College policies and regulatory requirements.
• Monitor compliance, CPD activities and provide general support to CPD participants.

Selection

• Support the coordination and delivery of the OMS Selection Process, including logistics, communication with applicants, panel members, venue and training sites.
• Assist with the management and assessment of trainee eligibility for program entry and ensure all processes comply with college policies.
• Coordinate the marking processes including the collation of results, tracking of anomalies and ensuring accuracy, integrity, and adherence to college selection policies.
• Oversee the results and manage the preparation and notification of candidate outcomes.

OMS Specialist International Medical Graduate (SIMG)

• Serve as the first point of contact for administrative enquiries from SIMG applicants.
• Assist with the management, tracking, and assessment of SIMG applications.
• Schedule and coordinate interviews liaising with panel members and applicants.
• Coordinate and assist with the preparation of assessment reports and outcome letters for applicants.
• Liaise with the Australian Medical Council (AMC) and the Medical Council of New Zealand (MCNZ) regarding verification and assessment requirements.

Position Requirements

• Tertiary qualifications in Business, Administration, or a related field (preferred).
• Experience in the coordination and administration of education programs.
• Prior experience within a medical college or university setting (preferred).
• Exceptional organisational skills with a strong attention to detail.
• Advanced research, analytical, and report writing capabilities.
• Excellent problem-solving, communication, interpersonal, and consultative skills.
• Proven proactive approach to identifying and addressing needs.
• Proven project management experience.
• Demonstrated agility and commitment to maintaining professional standards.
• Experience providing high-level advice and support to governance committees, with the ability to manage delegated administrative responsibilities effectively.
• Knowledge of the Australian health system (desirable).
• Understanding of education program accreditation processes (desirable).