Executive Assistant in Medical Services

Hunter New England Local Health District

Reference number

REQ670775

Occupation

Administration and Clerical

Work type

Full-Time

Location

Newcastle, Hunter & Region

Salary Information

$79171.07 - $80966.53

Closing date

01 July 2026 at 11:59pm

Employment Type: Permanent Full Time

Position Classification: Admin Officer Level 5

Remuneration: $79,171.07 - $80,966.53 per annum + super

Hours Per Week: 38

Location: Belmont Hospital

Requisition ID: REQ670775

Applications Close: Wednesday, 1st July 2026

Make an impact where it matters most.

Are you a highly organised and proactive professional looking to take the next step in your career? Join Belmont Hospital as an Executive Assistant in Medical Services & play a pivotal role in supporting senior medical leaders deliver exceptional patient care.

This is your opportunity to step into a fast-paced, rewarding environment where your coordination, communication and problem-solving skills will directly support the smooth operation of medical services.

About the role

As the Executive Assistant in Medical Services, you will provide high-level executive and administrative support to the Director of Medical Services (DMS), Clinical Directors (Heads of Departments), the Director of Education & Training, and Staff Specialists.

You’ll be the central point of coordination for senior medical staff, ensuring priorities are managed effectively while maintaining strong relationships across a wide range of stakeholders.

Key responsibilities include:

Assisting the Director of Medical Services (DMS) in effective provision of leadership and oversight across various areas, including clinical services, clinical governance, data analytics, digital innovation, medical workforce management, and patient safety.
Managing diaries, meetings, and travel arrangements for the DMS and other Clinical Directors
Coordinating senior medical staff rosters, leave, education & training attendance, and payroll-related enquiries
Supporting recruitment and onboarding of junior and senior medical staff, including international doctors (coordinating AHPRA/Medical Board and visa sponsorship applications, as required)
Acting as a key liaison point, and offering support to senior medical staff and relevant stakeholders (e.g. Universities, Specialty Colleges, and others)
Providing high-level secretariat support for hospital committees and meetings
Preparing reports, correspondence, agendas and minutes
Managing competing priorities with professionalism, discretion and efficiency

Where you'll be working

Belmont Hospital offers a welcoming and collaborative environment where teamwork and respect are at the core of everything we do. Located in a bright and modern workspace, you’ll be part of a supportive medical administration team that values connection, professionalism and shared success.

You’ll work closely with senior clinicians and executives, gaining exposure to a dynamic healthcare environment while building meaningful working relationships.

Once settled in the role, we offer flexible employment arrangements which may include working remotely one day per week.

About you

You are a confident and capable administrator who thrives in a busy environment and enjoys supporting senior leaders.

You will bring:

Proven experience providing high-level executive or administrative support
Exceptional organisational skills with the ability to manage competing priorities
Strong communication skills and the ability to engage with stakeholders at all levels
Initiative, discretion and a commitment to maintaining confidentiality
Experience with rostering, workforce coordination or medical administration (or willingness to learn)
Advanced computer skills and the ability to produce professional documentation

Additional information

An eligibility list will be created for future permanent full or part time and temporary full or part time vacancies.
To be eligible for permanent employment in this position you must be an Australian Citizen, or a permanent resident of Australia, or a New Zealand citizen with a current New Zealand Passport. Employment of a temporary visa holder may only occur if no suitable local candidate is identified for the position; in this instance, you may only be offered employment in line with the conditions and expiry date of your visa.
We are unable to accommodate visa sponsorship for applicants requiring a visa for this position.

Need more information?

about applying for this position

For role related queries or questions contact the Belmont Director of Medical Services via ***email_hidden***

Information for Applicants

Applicants will be assessed against the essential requirements and selection criteria contained within the position description (link below). For assistance addressing selection criteria visit: https://bit.ly/3vL5fq2

Stepping Up Website is a resource designed to help indigenous job applicants apply for positions in NSW Health. For more information, please visit: https://bit.ly/HNEHealthSteppingUp

This is a Category A position . Recommended applicants will be reviewed for compliance with NSW Health policy directive PD2024_015: Occupational Assessment, Screening and Vaccination against Specified Infectious Diseases for Category A positions prior to offer. All new employees must agree to comply with the requirements outlined in the policy.

At Hunter New England Local Health District, we are an inclusive employer dedicated to fostering a diverse, inclusive, and welcoming workplace. Our commitment to a workforce that reflects the community we care for is essential for delivering the highest quality healthcare to our community. We encourage people with diverse lived experiences to apply. If you require any accommodations or adjustments to the recruitment process please let us know when you apply or at any stage of the process. We will work with you to meet your needs and create the best possible experience. Please contact [email protected] for confidential support.