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 y…