Macquarie University

Macquarie University

Clinical Trials Administration Assistant




Exciting opportunity to apply your administrative and executive assistant skills to support our Clinical Trial Unit Executive team and the fast paced Clinical Trial team facilitating ground-breaking research


  • Salary Package: From $74,062 to $79,823 p.a. ( HEW Level 4) plus 17% employer's superannuation and annual leave loading

  • Appointment Type: Full-time, fixed-term position for 2 years

  • 35-hour working week with opportunities for flexible working arrangements

  • Macquarie University (Wallumattagal Campus, North Ryde) location

  • The Role

    We are seeking an experienced Administrative Assistant or Executive Assistant to provide the Clinical Trials Unit (CTU) Executive team with clerical and administrative services along with back up reception services for the Macquarie University Clinical Trials Unit and medical oncology clinics. Reporting to the CTU Head, you will:

  • Provide support for the CTU executive including diary management, email management, logistics, room bookings, travel and material/presentation preparation

  • Provide general administrative support to CTU staff and transactional support across the full scope of CTU operations. This includes but it not limited to facilities management, support for office and IT equipment, responding to website enquiries, updating trial documents, preparation of weekly clinic lists, preparation of weekly trial patient reports, scanning and documenting medical records, data entry

  • Provide support to Clinicians to manage their inpatient and day-stay hospital work including coordinating patient travel and accommodation to attend trial visits

  • Prepare and process invoices, refunds, claims and payments according to CTU billing and accounts procedures

  • Liaise with other clinics, hospitals and allied health professionals to acquire comprehensive patient information and provide exceptional patient coordination

  • About You

    You will be an enthusiastic, customer focused individual with strong organisational and excellent communication skills. You will possess time management skills and the ability to manage competing priorities. You will be proficient in in Outlook, Word, Excel and web-based clinical systems. Your previous administration experience in the health and medical industry is considered highly desirable and your ability to proactively identify day-to- day administrative problems and process solutions will set you up to succeed in this role.

    If you are a proactive individual with a service and quality focus and can work collaboratively with others to achieve the team's goals, you will thrive in this role and we welcome your application.

    About Us

    The Clinical Trials Unit (CTU) is part of the Faculty of Medicine, Health and Human Sciences (FMHHS) at Macquarie University. FMHHS also has the Macquarie Medical School, the Macquarie University Private Hospital, and runs patient clinics, labs, imaging and a pharmacy all on campus in close proximity to support clinical trials, and support providing patients with access to state of the art treatments. The CTU undertakes sponsored and investigator initiated Phase I to IV trials across multiple therapeutic areas with multiple Principal Investigators. Our current team of over 60 staff (managing over 160 trials) are a close knit inclusive team with a supportive culture that values team work and innovation.

    Macquarie is a university engaged with the real and often complex problems and opportunities that define our lives. Since our foundation 54 years ago, we have aspired to be a different type of university. Over the years, we've grown to become the centre of a vibrant local and global community. Connect with us today.

    To Apply

    To be considered for this position, applicants must address the selection criteria in a separate document and upload the along with a copy of your resume.

  • Excellent verbal and written communication skills

  • A strong customer service ethic that translates to excellent service delivery

  • Strong organisational skills, including prioritising and managing workloads

  • Ability to work independently

  • Demonstrated ability to take initiative and a commitment to continuous improvement

  • Previous administration experience in the health and medical industry

  • Proficient in Outlook, Word, Excel and web-based clinical systems.

  • Note : This position requires that you are fully vaccinated and have a clean criminal record, and working with children check.

    Specific Role Enquiries: Nicola Chapman at [email protected].

    Applications Close: Wednesday May 22nd 2024 at 11.59 PM (AEST)

    If you're already part of the Macquarie Group (MQ University, U@MQ, MQ Health, MGSM), you'll need to apply through your employee Workday account. To apply for this job: Login to Workday and go to the Careers App > Find Jobs.

    Applications Close:

    22/05/2024 11:59 PM

    Diversity and Inclusion

    Innovation and ingenuity thrive at Macquarie University when diversity, equity and inclusion take centre stage. At the University, we embrace a culture where diversity of background, experience and perspective are fundamental to our success.

    We do not discriminate on gender identity, age, culture, disability, sexuality, Indigeneity, family and caring responsibilities or religion. See our journey towards leadership in Equity, Diversity and Inclusion in Higher Education.

    Flexible Work

    At Macquarie, we believe by providing flexibility in when, where and how work is done, we can support our staff to manage their personal commitments, while optimising their work performance and contributions to the University. See how we lead in flexible work to enable an outcome focused and inclusive workplace. To learn more about our culture and hiring process, explore our Candidate Resource Hub.

    Job details


    Clinical Trials Administration Assistant


    Macquarie University




    May 07, 2024

    Application deadline

    May 22, 2024

    Job type




    About the employer

    Established in 1964, Macquarie University is a public university located in the suburbs of Macquarie Park in Sydney, Australia. The establishment of the university marked a bold step towards transforming the otherwise traditional education system that was prevalent in Australia. The institution offers several facilities and services to students and is ranked among the leading universities globally.
    The university has a total student enrolment of 40,209 students of which 27,795 students belong to full-time programs and 12,414 belong to part-time programs. The university saw a total of 8,641 international admissions and 31,568 domestic student enrollments for the last academic year (2019-20).

    A vibrant hub for students, researchers, and teachers, all work towards pursuing a common goal of a brighter future. Macquarie University has been ranked among the top 1% of universities in the world by QS World University Rankings, 2020. Considered one of the top universities in Australia, the university has been on the ninth position for Australia for employability (QS Graduate Employability Rankings, 2020), producing graduates that are among the most sought after professionals in the world.

    Spanning across 126 acres of land, the university provides an extensive range of courses for students to choose from. The Faculty of Business, The Faculty of Education, The Faculty of Engineering, The Faculty of Law, The Faculty of Science, The Faculty of Medicine and Health, The Faculty of Arts and Social Sciences, The Faculty of Information Technologies, The Faculty of Languages and Linguistics, The Faculty of Media, Communications and Performing Arts, The Faculty of Psychology and Cognitive Science and The Faculty of Security, Intelligence and Criminology offer various courses and research degrees for both undergraduate as well as graduate studies.

    The university has several accommodation options for its students to choose from. Students can select their hall of residence according to their preferences and would not face any inconvenience during their stay in the city. Amenities at Macquarie University campus include a Bookshop, Counselling Services, Cafes, Medical Clinic, Pharmacy, and a Private Hospital along with other facilities. The university is situated at a prime location and has the availability of most resources, students would require around its premises.

    The University also offers excellent sports facilities to students which are considered to be one of the greatest in the country. The Sports and Aquatic Centre located at the university has swimming pools, health clubs, basketball and squash courts, and even a martial arts area for students to indulge in.

    To promote global higher education, Macquarie University awards scholarships to the tune of $6 million. Scholarships are awarded on the basis of academic merit, diversity, leadership capabilities, financial hardship, and/or key achievements such as sports and voluntary experience. The university has one of the most substantial scholarship programs in Australia, providing several opportunities each year to international students to undertake studies at the university.

    Ranked among the safest cities in the world, Sydney is an ideal study destination for students from all across the world. The university takes the safety of its students very seriously and has security personnel posted within the campus walls.

    Some of the notable alumni of Macquarie University are Chris Lilley - Australian comedian, Rob Oakeshott - Member of the Australian House of Representatives, Tania Mihailuk - Member of the New South Wales Legislative Assembly, Adam Hills - Australian comedian, Murray Cook - Australian musician, Greg Page - Australian singer, Lauren Jackson - Australian basketball player and Anthony Field - Australian musician among many others.

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