Administrative Assistant

• A great opportunity to develop your skills in a professional administrative role.
• Be part of an innovative school where no two days are the same
• Stunning location, spectacular views and modern facilities
• Be part of a community-based service where you work within a team that truly makes a difference.

Reporting to the School Executive Officer, you’ll play an important part in keeping the School and Legal Clinic running smoothly. This is a unique role where no two days are the same. You’ll be the first point of contact for staff, students and members of the public—answering phones, greeting visitors at reception, assisting with enquiries, and providing a wide range of administrative support. The role is very personality-driven and best suited to someone who is calm under pressure, has strong interpersonal skills, and thrives in a busy environment.

Key Responsibilities

• Provide high-level administrative support to the School and Legal Centre staff, particularly in areas such as assessment and exam processes, course outlines, enrolments and timetable management.
• Respond to phone, email, and in-person enquiries from students, staff and the public in a professional and timely manner.
• Assist in course and program support activities and ensuring compliance with University deadlines.
• Support student enrolment processes, working closely with staff and academics to ensure a seamless and positive experience.
• Provide administrative support for meetings including preparing agendas, taking minutes, and collating supporting documentation.
• Accurately manage purchasing processes including reconciling the University purchasing card (Fraedom), raising purchase orders and receipting invoices in Technology One.
• Build strong collaborative relationships across the School, College and Divisions including Student Central, HR, and Finance.
• Treat sensitive matters with discretion and adhere to University privacy and confidentiality policies.

What You’ll Bring

• Strong communication and customer service skills—you’re approachable, professional, and can manage challenging conversations calmly.
• A resilient, upbeat personality—you know how to maintain your energy and composure in a busy, people-focused role.
• The ability to listen with empathy while maintaining clear boundaries and staying focused on your role.
• A proactive, team-oriented attitude—you’re happy to chip in and help where needed.
• Attention to detail, time management skills, and the ability to juggle competing demands.

If you’re looking for variety, connection, and a fast-paced, people-first role, this could be the perfect opportunity for you.

This continuing position is full time at a HEW 4 Higher Education Level located at City Campus.

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 creating a better future for our regions and the globe. Underpinned by this vision and our values of excellence, equity, engagement and sustainability, the University of Newcastle’s Looking Ahead Strategic Plan 2020-2025 outlines the University’s commitment to delivering an exceptional student experience and serving our communities. 

For more information click here – Our Uni. 

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: 

• The remuneration for this position is pro-rated from $74,491 - $80972 p.a. + superannuation and is commensurate with skills and experience
• 17% super and salary packaging
• Additional University Holiday days, generous personal leave and parental leave, annual leave loading and additional purchased leave scheme
• Discounts in private health insurance, gym memberships, software, travel and more
• Wellbeing programs

Your next steps 

Please visit here for a guide on how to apply for a role. 

If viewing this on a job board other than the University's please click ‘Apply’ to reach the University's website, where a copy of the Position Description can be accessed. Please download a copy before commencing your application. 

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 demonstrating your qualifications and experience with examples.

1. Completion of an associate diploma with relevant work experience, or a certificate level qualification with relevant work experience; or an equivalent combination of relevant experience and/or education/training.
2. Ability to make sound decisions within your sphere of responsibility 
3. Highly developed interpersonal skills including the ability to participate in a team environment demonstrating clear communication and mutual respect.  
4. Demonstrate accuracy, attention to detail and ability to follow procedures
5. Demonstrate ability to work with limited supervision and broad direction and also as a member of a team
6. Knowledge of MS Office Suite, Allocate Plus, Nustar, Fraedom and Technology One • Knowledge of, and experience in adhering to workplace policies and procedures in the areas of work health safety, equity, diversity and promoting a respectful workplace culture. 

To ensure that your application receives full consideration, it's important to structure and address the selection criteria outlined in the application process. This helps us better understand your experience and suitability for the role. We appreciate your attention to this matter and look forward to reviewing your application.

Please upload your Cover Letter and response to the requested Criteria as one PDF document.

Your Cover Letter and Response to the Essential Criteria should not exceed 4 pages (approximately 2,000 words).

For specific position enquiries, please contact Rachel Brien, School Executive Officer on (02) 4921 5839 or via email Rachel.Brien@newcastle.edu.au.

Having Difficulties? Please reach out to us: employment@newcastle.edu.au

Closing date: Tuesday 17th March 2026 11:59pm AEST

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.

We are excited to be Looking Ahead with you