Division Administration Officer

Job description

Agency Department of Health Work unit Division of Medicine

Job title Division Administration Officer Designation Administrative Officer 4

Job type Full time Duration Fixed to 22/01/2027

Salary $75,091 - $85,611 Location Darwin

Position number 25862 RTF Closing 14/10/2025

Contact officer Vanessa Thompson, Manager on or

About the agency

Apply online

APPLICATIONS MUST INCLUDE A ONE-PAGE SUMMARY ABOUT YOU, A DETAILED RESUME AND COPIES OF YOUR

TERTIARY QUALIFICATIONS.

Information for applicants – Inclusion and diversity and Special measures

The NTPS values diversity. The NTPS encourages people from all diversity groups to apply for vacancies and accommodates

people with disability by making reasonable workplace adjustments. If you require an adjustment for the recruitment

process or job, please discuss this with the contact officer. For more information about applying for this position and the

merit process, go to the OCPE website.

Aboriginal applicants will be granted priority consideration for this vacancy. For more information on Special Measures, go

to the OCPE website.

Primary objective

Provide high level business support and coordination of office processes and training support to executive of Division of

Medicine.

Key duties and responsibilities

1. Provide high level administrative and executive assistance including obtaining feedback from clinicians for performance

manager review.

2. Manage and continuously improve the efficient and effective business operations and administrative processes under

the direction of the Business Operations Manager.

3. Organise and provide high level administrative and secretariat support for meetings and workshop's including preparation

and circulation of meeting papers and minute taking.

4. Provide high level administration support to the education and training of medical officers within the division and

complete reporting requirements to the College for Specialist Training Program (STP) positions, providing evidence for

rotation funding.

1. Process accounts for payment via government systems, preparation of service documents, records, and information

management, filing and office support.

1. Provide high level administration support to the education and training of medical officers within the Division, monitoring

the essential training for medical officers in the Division and ensure medical officers complete all required training and

enter records, when necessary, on OneStaff.

1. Provide support with Medical Officer Education sessions, coordinate rosters for presenters, book rooms, monitor pagers

throughout sessions, ensure dial in and IT equipment is operable and organise catering for sessions.

1. Follow defined service quality standards, work health and safety policies and procedures relating to the work being

undertaken in order to ensure high quality, safe services and workplaces

Selection criteria

Essential

1. Demonstrated efficiency in the use of computer systems including word processing, spreadsheets, email, records

management, database and major business systems.

2. Demonstrated organisational and time management skills with the capacity to prioritise competing requirements. Work

under pressure and meet critical deadlines while maintaining quality control.

3. Demonstrated ability to manage purchasing and invoices through financial systems adhering to the Financial

Management Act and related policies

4. Demonstrated ability to receive information, interpret it and inform others regarding activities in the work unit such as

education or workforce training.

5. Highly developed interpersonal and professional oral and written communication skills, with a demonstrated ability to

communicate effectively at all levels including senior executives, medical officers and people from diverse cultures.

6. High level of personal integrity, confidentiality, adaptability and flexibility including the ability to problem solve and

provide solutions.

Desirable

1. Certificate in Business Administration or equivalent