Program Administrator

RCPA is the leading organisation representing pathologists and senior scientists across Australasia to deliver public education, research and initiatives that improve diagnosis, treatment and patient outcomes.

This full-time position is a two-year fixed-term contract.

The successful candidate will undertake the following responsibilities, including but not limited to:

Registrations

Providing high-level, accurate and timely administrative support and advice to Trainees (Single, Joint and Faculty) and Supervisors to facilitate the best practice delivery of programs from initial and annual registrations through to Fellowship.

Working closely with Chief Examiners by providing them with accurate data to compile training determinations for faculty trainees.

Providing accurate information and advice to Trainees and Supervisors in a timely manner and in line with College policies, procedures, regulations and guidelines.

Responding to general trainee enquiries via email and by phone and escalating to the Program Manager (Training and Education Administration) as required.

Ensuring submission of complete Supervisor Reports in a timely manner.

Working closely with the Program Manager (Training and Education Administration) to ensure that requests in connection with retrospective accreditation and examination exemptions are managed effectively.

Attending to enquiries related to registration, onboarding and requirements from external stakeholders.

Projects

Relevant to the allocated Discipline, coordinating the timely marking of Projects, recording of and communication of Project outcomes to Trainees.

Examinations

Providing administrative support to the Program Manager to ensure the successful delivery of examinations whether the mode of delivery is in person or online.

Organising examination papers, and other resources before and after examinations, ensuring that they are securely stored in accordance with College Regulations and Policies.

Processing BPS & examination applications including the checking of candidates’ eligibility criteria & exemptions.

Processing NPAAC examination applications and ensuring eligibility requirements are met throughout the year.

Working closely with the Program Manager (Training and Education Administration) to ensure requests for Special Consideration are managed effectively.

Compiling detailed candidate lists from the College database by discipline, level, location, for example.

Preparing examination materials, ensuring security is maintained at all times.

Remaining on-site at all times for the duration of examinations held within the College and local jurisdictions to ensure the smooth running and organisation of such, as required.

Assisting with the creation of online examinations, proctoring and exam support phone enquiries.

Coordinating the collation of examination results and communicating the outcome to Trainees.

Liaising with Chief Examiners and the Program Manager (Training and Education Administration) regarding any requests for sensitive or confidential information related to the release of examination results.

Post examination cycle organising and distributing 'Trainee in Difficulty' letters to trainees and relevant parties involved.

Fellowships

Administratively supporting the Fellowship process (which includes a thorough check of Trainees' records to ensure all training requirements are met, preparation of documentation for the Chief Examiners and Board of Directors' (BOD’s) approval, production of Fellowship letters and Certificates).

Associated tasks related to the Fellowship ceremony.

Database Management

Ensuring that all relevant Trainee and Supervisor records are accurately maintained in the College’s CRM database & Online Training Portal in addition to hard copy files throughout the Trainees’ life-cycle.

Other

Providing day-to-day administrative support to the Registrar, Program Manager (Training and Education Administration), and Head of Education and Assessment.

Assisting at College events such as the College annual scientific meeting (Pathology Update) & examination venues.

Identifying and supporting opportunities for process improvements and actively contributing to the development of Workflows.

Other duties as directed by the Administration Manager.

Essential Criteria

Tertiary qualifications and/or equivalent experience and training.

Excellent verbal and written communication skills, with experience in handling a wide range of enquiries at all levels and providing excellent customer service.

Highly developed relationship management skills.

Advanced knowledge of Microsoft software packages, database management and CRM experience is desirable.

Precision and attention to detail

Excellent organisational, problem solving and interpersonal skills with the ability to work autonomously, and in a team.

Experience in health and/or education would be beneficial.

Travel Requirements

Occasional domestic travel may be required.

Applications from Aboriginal and Torres Strait Islander candidates are encouraged.