College Services Assistant

Be challenged and imagine with us

As a College Services Assistant, you will play an important role in supporting the smooth operation of one of Australia's leading health and wellbeing education and research environments. Working within the Pro Vice-Chancellor Unit, you will contribute to a wide range of administrative and operational activities that directly support staff, students, and the broader College community.

No two days will be the same as you coordinate office operations, manage resources, support procurement activities, and collaborate with colleagues across multiple teams. This role offers the opportunity to build strong stakeholder relationships, develop your administrative expertise, and make a meaningful contribution to a collaborative and dynamic workplace culture

In this role you will:

• Provide administrative and operational support to the College's Pro Vice-Chancellor Unit.
• Coordinate office support activities, including stationery ordering and office resource management.
• Assist with activity-based working arrangements, including locker management and new staff onboarding support.
• Maintain records using the University's records management systems.
• Manage fleet vehicle bookings and support parking administration activities.
• Process purchasing and procurement activities using University systems and procedures.
• Provide accurate and timely advice to stakeholders regarding purchasing and administrative processes.
• Support broader Operations Team activities, including engagement initiatives, technical services, events, and contract management.
• Assist with executive support activities such as meeting coordination, travel arrangements, and ad hoc administrative requests.
• Build and maintain positive working relationships with internal and external stakeholders.

This is a Part Time  (0.5 FTE / 35 hours a fortnight), Fixed Term role for 6 months, is at a HEW 4 and located at Callaghan Campus (Awabakal and Worimi land). 

How will you inspire us?

You will have:

• A relevant Associate Diploma qualification with related work experience, a certificate-level qualification with post-certificate experience, or an equivalent combination of education, training, and experience.
• Well-developed interpersonal and communication skills, with the ability to work effectively in a team environment.
• Strong organisational and time management skills, with the ability to manage competing priorities and deliver high-quality work within deadlines.
• A professional approach to customer service and stakeholder engagement.
• Experience working within established policies, procedures, and compliance frameworks.
• An understanding of, and commitment to, work health and safety, equity, diversity, and respectful workplace practices.

About our University

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and create a better future for our regions and the globe. Underpinned by this vision are our values of excellence, equity, engagement and sustainability.

About the Unit

The College of Health, Medicine and Wellbeing is comprised of four Schools: School of Medicine and Public Health, School of Nursing and Midwifery, School of Biomedical Sciences and Pharmacy and School of Health Sciences. We are a College that has a strong, clinical-oriented research profile, excellent teaching and innovative learning approaches, and a focus on professional experience.

What we offer

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:

• Remuneration of Higher Education Worker Level 4 + 17% superannuation, commensurate with skills and experience. 
• 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.

For more information on benefits and conditions, please follow this link.

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 each of the essential criteria listed below (these may differ slightly from the Position Description).

1.  Demonstrated administrative experience in a busy office environment, with the ability to manage multiple tasks, maintain accurate records, and deliver high-quality work within competing deadlines.
2. Highly developed interpersonal and customer service skills, with the ability to build positive working relationships and communicate effectively with a diverse range of stakeholders. 
3. Proven organisational and time management skills, including the ability to prioritise work, exercise sound judgment, and work both independently and collaboratively within a team environment. interpreting information to support decision-making and project outcomes.

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

We value diversity and strive to ensure that our recruitment processes are equitable, inclusive, and barrier-free. If you require an alternative pathway to view the Position Description or to submit an application, please reach out to employment@newcastle.edu.au.

We also seek to provide a fair chance to all applicants by providing reasonable adjustments where required during the assessment and interview phases of the recruitment process.

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.

Contact Us

For specific position enquiries, please contact Alexandra (Ali) Day, Manager Operations, on (02) 4921 8949 or alexandra.day@newcastle.edu.au.

Having technical difficulties? Please reach out to us: employment@newcastle.edu.au Please note, we do not accept email applications.

Closing date: Thursday 20 August 2026 at 11.59pm AEST

We are excited to be Looking Ahead with you

We provide opportunities for all people regardless of their background and experience, and this philosophy is reflected across all that we do.

The University of Newcastle is an equal opportunity employer committed to equity, diversity, and social inclusion. Women and Aboriginal and Torres Strait Islander candidates are particularly encouraged to apply.  

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