Training Administration Officer

• Permanent full-time role 
• St Kilda Road location - flexible working available 
• Internationally recognised, membership-based specialist medical college 

About us:

The Australian and New Zealand College of Anaesthetists (ANZCA), incorporating the Faculty of Pain Medicine, is an internationally recognised specialist medical education institution responsible for the training, examinations, specialist qualification, and continuing professional development of all Anaesthetists and pain medicine specialists in Australia and New Zealand. 

The college's purpose is to serve our communities by leading high quality patient care in anaesthesia, perioperative and pain medicine, optimizing health and reducing the burden of pain.

The Training and Administration Officer will be responsible for but not limited to: 

• Updating and maintaining trainee records, conducting regular compliance checks and follow ups with trainees for pending assessments for the ANZCA and Diving and Hyperbaric Medicine (DHM) training programs. 
• Responding to training and system related queries from trainees, supervisors of training (SOTs), rotational supervisors (ROTS) and Education Officers (EOs). 
• Administering the trainee fee cycle and processing training fees for the ANZCA and DHM training programs. 
• Preparing and progressing fellowship applications in collaboration with the Fellowship Officer. 

This full-time position reports to the Training Manager.

About the opportunity:

This role plays a vital part in supporting the delivery of high-quality training programs that underpin safe and effective patient care across Australia and New Zealand. You'll be part of a team that values integrity, respect, and excellence in supporting the next generation of anaesthetists and pain medicine specialists. 

The Training and Administration Officer will be responsible for but not limited to: 

The position of Training Administration Officer is to administer all aspects of ANZCA training programs

including but not limited to:

• Anaesthesia Training Program
• Advanced Certificate in Rural Generalist Anaesthesia
• Advanced Certificate in Diving and Hyperbaric Medicine
• Certification in Perioperative Medicine
• Other ANZCA training programs and courses

Key Responsibilities:

Administer all stages of the training life cycle including (as applicable):

• Managing and responding to training related enquiries (via phone, email and other communication methods).
• Processing of Registrations, Applications, Part-time training applications, Recognition of Prior Learning (RPL) and Grandparenting Applications.
• Processing of Fees.
• Processing applications to the Director of Professional Affairs (Assessor) and following up to ensure workflow is completed.
• Administration of all assessment methods (Workplace based assessments, scholar role activities etc.).
• Processing of Provisional Fellowship applications and monitoring completion.
• Processing of Fellowship Applications and monitoring completion.
• Monitoring and tracking of trainee progression.
• Tracking and monitoring training data to ensure accuracy and trainee status through the trainee journey.
• Management of training related awards and recognition.
• Management of Trainee Bursaries.

Training Team Support:

• Interpreting training data (as required).
• Contribution to college projects impacting the Training Programs including:
  • Undertaking user acceptance testing.
  • Providing administrative support to projects.
  • Acting as the subject matter expert for the training program/s.
• Committee Support to relevant training committees and working groups including:
  • Preparation of agenda and papers in conjunction with the committee chair/s.
  • Preparation of minutes and progressing of action items.
  • Organising logistical aspects for meetings (venue hire, catering, travel).
  • Managing committee workflow in conjunction with the Training Manager.
• Contributing to process and system improvement.
• Provide training, advice and support to team members for onboarding, cross skilling to ensure knowledge sharing and consistency across the team.
• Provide additional support during peak periods, staff absence and leave.

Keys to your success:

The role will ideally suit an enthusiastic and process-oriented individual. Specifically, you will have: 

• Sound experience in an administrative position gained in a professional environment including exposure to:
  • Provision of high-level administration support.
  • Complex, regulatory environment.
  • Coordination of events / meetings.
• Strong customer service orientation.
• Ability to handle difficult or complex customer inquiries with empathy and professionalism, ensuring a positive experience for all.
• Excellent planning, organisational and time management skills; the ability to effectively prioritise tasks, handle conflicting priorities and work under pressure
• Excellent verbal and written communication skills, with the ability to clearly explain and provide accurate information and instructions to a diverse range of stakeholders.
• Excellent interpersonal skills including the confidence to liaise effectively with a range of stakeholders.
• Excellent initiative and strong learning orientation, the ability to work flexibly in response to changing demands and effectively without close supervision.
• High attention to detail in handling customer inquiries, ensuring accuracy, processing requests, and following up of issues.
• Proactive approach to workload demands.
• Proven ability to work effectively as part of a team, supporting colleagues and collaborating to achieve common goals by sharing knowledge, resources and willingness to accept and provide feedback.
• IT Skills: CRM systems, Advanced Outlook, intermediate MS Word, Excel, basic to intermediate MS PowerPoint and aptitude to quickly acquire competence in college specific systems.

What we can offer you:

• A competitive remuneration package including full FBT exempt salary packaging and hybrid working. 
• Opportunity to grow in the position with genuine career pathways. 
• Excellent staff benefits – additional leave over the Christmas period, health and wellbeing offerings, market leading parental leave, staff recognition program, salary packaging options, member advantage program with access to discounted lifestyle benefits and leisure activities. 

This position is occasionally required to work additional hours in peak periods. Blackout periods may apply for leave during peak periods.

ANZCA is an equal opportunity employer and our commitment to creating and supporting an inclusive culture is reflected in our diverse mix of talented people passionate about delivering their best. We embrace and value the diverse society we live within and consider all qualified applicants without regard to race, colour, national origin, religion, disability, gender, gender identity or expression, sexual orientation or age. We strongly encourage Aboriginal, Torres Strait Islander and Māori applicants to apply for any of our current opportunities. 

Next steps:

Our application process will require you to submit your current resume. Please include a cover letter with your application that addresses the key requirements of the role. This will help us understand how your experience and skills align with the position. Apply now and take the next step towards a rewarding and long-term career within a progressive environment. We will progress suitable candidates through the hiring process as soon as we can. 

If your application progresses, we'll contact you by phone to discuss it further. If selected to move forward, you'll be invited to attend an interview at the college, followed by a few background checks. Applications will remain open until 19 November 2025, or until a suitable candidate is appointed.

We are committed to making reasonable adjustments to provide a positive, barrier-free recruitment process and supportive workplace, so please let us know what you need. 

For more information about ANZCA or for a copy of the position description, please email Cindy