Education Assistant Calvary Mater

The Role

As the Education Support Assistant you will provide high quality administrative assistance to the Clinical Dean, academic staff and medical students at the Calvary Mater Hospital.

Support academic operations through a range of administrative tasks such as:

• Prepare and manage placement timetables
• Set up rooms for teaching activities
• Monitor student attendance
• Support users with corporate systems
• General office management duties

This HEW 4 position is full time and permanent and will be located at the Calvary Mater Hospital (Awabakal land).

About You

• Proven experience managing workflows in an environment with competing demands
• Proficiency in using systems such as Microsoft Office, CRM platforms, and contract databases, with the ability to quickly learn new technologies
• Excellent communication and organisational skills, with the ability to engage effectively across culturally diverse teams and meet deadlines consistently
• Experience with handling information, records, processes in line with corporate policies and procedures
• Ability to work flexible hours and across campuses to support medical education activities

About the School

The School of Medicine and Public Health (SMPH) is the largest of four Schools within the College of Health, Medicine and Wellbeing. The School's educational strengths are the Bachelor of Medical Science/Doctor of Medicine – Joint Medical Program (BMedSci/MD-JMP) and postgraduate programs in clinical specialities and public health. The 5-year medical program (Joint Medical Program [JMP]), is a unique partnership between the University of Newcastle, the University of New England and the Hunter New England and Central Coast Local Health Districts.

What we offer

The remuneration for this position is Higher Education Worker Level 4 + 17% superannuation and is commensurate with skills and experience.

In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively.

These include:

• 17% super and salary packaging.
• Additional University Holiday days, generous personal, life, and parental leave, annual leave loading, and additional purchased leave scheme.
• Discounts on private health insurance, gym memberships, software, travel and more.
• A range of support and wellbeing programs.

Your next steps

Important information before you apply:

• If viewing this on a job board other than the University's please click ‘Apply’ (or equivalent) to reach the University's website, where a copy of the Position Description can be accessed. Please download a copy from the Related Documents section before commencing your application. 
• Applications for this position will only be accepted from those with Australian residency or a valid work permit.

Your application must include:

• Your resume.
• A cover letter outlining your motivation to apply for this opportunity.
• A statement addressing the Essential Criteria listed below (these may differ slightly from the Position Description, please only respond to the below in your application).

1. Strong organisational skills including the ability to organise workflows to meet competing demands and adaptability to a range of workplace expectations and responsibilities.
2. Clear and professional written and verbal communication skills, including sensitivity and ability to deal effectively with people from diverse backgrounds.
3. High level of competency in using Microsoft Office applications, including word processing, Excel spreadsheets, databases, SharePoint and email, with the ability to quickly learn new systems and technologies.
4. Ability to maintain accuracy in handling information, records, and processes, ensuring compliance with institutional policies and procedures.
5. Demonstrated ability to work as a team member and independently with minimum supervision.

Please upload your Cover Letter and response to the requested Criteria as one PDF document. This document should not exceed 3 pages.

For specific position enquiries, please contact Judy Melville, School Executive Officer on (02) 4921 7774 or via email at Judy.Melville@newcastle.edu.au

Our assessment process

Typically candidates that progress beyond the shortlist stage can expect to undertake the following (minimum) assessment activities as part of the recruitment process:

• Interview (an ‘in person’ interview will be conducted as part of the process)
• Referee checks
• Pre-employment checks as appropriate to the role

Our University is committed to creating a safe, respectful, and inclusive environment for every member of our community. This commitment is central to our values and our efforts to build a diverse workforce where everyone can thrive.

As part of this, and in alignment with the National Higher Education Code to Prevent and Respond to Gender-Based Violence 2025, from 1 January 2026, the University will also consider gender-based violence risk factors as part of our recruitment processes.

The completion and return of the University’s Gender-based Violence Declaration Form will form part of the pre-employment checks for this position and any offer of employment will be conditional upon review by the University.

Our adherence to the Code is about more than compliance—it’s about living our values. Together, we can ensure our University remains a place where respect, safety, and inclusion are non-negotiable.

Reasonable Adjustments 

If you require any adjustments to the recruitment process to support your application, please let us know. This information will help us understand how best to support you and ensure an equitable and inclusive recruitment process. 

Please be assured that anything you share will be treated respectfully and appropriately. Our goal is to provide the best environment for every candidate to demonstrate their suitable skills and experience.

Please reach out to employment@newcastle.edu.au if you are experiencing any difficulties or would like to discuss reasonable adjustments. 

Applications for this position will only be accepted from those with Australian residency or a valid work permit. We are unable to offer visa sponsorship for this role.  

Closing date: Wednesday, 11th February 2026 at 11.59pm AEDT

We are excited to be Looking Ahead with you

The University of Newcastle acknowledges the traditional custodians of the lands within our footprint areas: Awabakal, Darkinjung, Birpai, Worimi, Wonnarua, and Eora Nations. We also pay respect to the wisdom of our Elders past and present.