"Administration Assistant"

Job Description:

• School of Biomedical Sciences
• Full-time (100%), permanent position.
• Base salary will be in the range $76,025 - $80,606 + 17% Superannuation (HEW Level 4)
• Based at our St Lucia Campus

About This Opportunity

We are seeking a capable and detail-oriented Administration Assistant to support the University of Queensland’s Body Donor Program. This role is ideal for someone who is organised, proactive, and able to manage competing priorities in a sensitive, fast-paced environment.

The successful candidate will demonstrate emotional resilience, sound judgement, and a calm, professional manner. As the position involves working with confidential information and providing support to a team handling sensitive matters, discretion, empathy, and emotional intelligence are essential.

If you bring strong administrative skills, compassion, and professionalism, we encourage you to apply.

This position has requirements to operate between the hours 7:00am – 6:00pm Monday to Friday (excluding public holidays) as well as rare weekend hours on an ad hoc basis. Most days however will require general operation hours occurring between 8:00am – 4:00pm, Monday to Friday.

Whilst primarily an administrative/ non-technical assistant role, applicants are advised that tasks within this job role will require exposure to deceased persons and anatomical specimens.

Key responsibilities will include:

• Under the Coordinator, Body Donor Program provide general administrative support for the Program and work in close collaboration with the Manager, Gross Anatomy Facility and Team Leader, Gross Anatomy Facility.
• Provide forward facing, external engagement with prospective donors, donor families, funeral directors, and healthcare professionals in a timely, caring and empathetic manner including collection of accurate information for assessment of donor suitability.
• Assist in the accurate collation, filing, transfer, data entry and regular update of confidential donor records from the paper-based body donor registrations to the BDP database under general direction.
• Assist the Coordinator BDP in the appropriate action and prioritizing of incoming correspondence and communications, related to the UQ Body Donor Program, often of a highly confidential and time critical nature, including drafting of routine letters, daily mail collection and mail outs.
• Complying with relevant legislation and University policies ( The Transplantation and Anatomy Act 1979, the Cremations Act 2003 Coroners Act 2003 and SBMS Code of Conduct for Use of Donated Human Tissues).
• Formation of close working relationships with Gross Anatomy Facility team members, School of Biomedical Sciences and School of Anatomy management teams and anatomy academic staff.
• Process death registrations on behalf of the Senior Available Next of Kin, with the Registrar of Births Deaths and Marriages
• Assistance in processing cremation protocols, including delivery of ashes to Senior Available Next of Kin/ Ashes nominees within the programs 150km catchment area
• Assist with special administrative projects from time to time including support for the biennial Thanksgiving Ceremony.
• Any other duties as reasonably directed by your supervisor

About UQ

As part of the UQ community, you will have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you will have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• Up to 26 weeks paid parental leave/paid primary care leave
• 17% superannuation contributions + 17.5% annual leave loading
• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family
• Career development opportunities –access to exclusive internal-only vacancies and our Study for Staff program
• On campus childcare options
• Affordable parking (from just $6.15 a day)
• Salary packaging options

About You

• Hold (or willing to obtain within 3 month probation period) Commissioner of Declarations (Cdec) or Justice of the Peace (JP) qualification, eligibility must be confirmed before applying. (Confirm you are eligible HERE prior to completing your application)
• Proficient and confident experience in using the Microsoft Office suite of programs, email and internet
• Demonstrated ability to manage shifting priorities with minimal notice, work unsupervised, and follow procedures.
• Demonstrated strong attention to detail, communication, confidentiality, and problem-solving in high-pressure environments.
• Ability to engage with others empathetically and sensitively, with strong self-awareness of emotional triggers, with a commitment to using coping strategies to support a safe workplace.
• Open C Class Driver’s Licence.
• Experience in tertiary, medical, mortuary, funeral, or healthcare environments advantageous.

The successful candidate may be required to complete a number of pre-employment checks, including: right to work in Australia, criminal check, mandatory immunisations.

You must maintain unrestricted work rights in Australia for the duration of this appointment to apply. Employer sponsored work rights are not available for this appointment.

Questions?

For more information about this opportunity, please contact Wes Fisk at w.fisk@uq.edu.au

For application inquiries, please reach out to the Talent Acquisition team at talent@uq.edu.au, stating the job reference number (below) in the subject line.

Want to Apply?

We welcome applications from all individuals and are committed to an inclusive and accessible recruitment process. To be considered, please ensure you upload:

• Resume detailing your work history and relevant experience
• A cover letter summarising how your background aligns with the criteria listed in the 'About You' section
• Proof of Justice of the Peace/ Commissioner of Declaration (if currently qualified)
• Name and contact details of at least 2 references

Our strength as an institution lies in our diverse colleagues. We're dedicated to equity, diversity, and inclusion, fostering an environment that mirrors our wider community. We're committed to attracting, retaining, and promoting diverse talent. If you require an alternative method to submit your application due to accessibility needs or personal circumstances, please contact talent@uq.edu.au.

Other Information

UQ is committed to a fair, equitable and inclusive selection process, which recognises that some applicants may face additional barriers and challenges which have impacted and/or continue to impact their career trajectory. Candidates who don’t meet all criteria are encouraged to apply and demonstrate their potential. The selection panel considers both potential and performance relative to opportunities when assessing suitability for the role.

Applications close Wednesday 19th November 2025 at 11.00pm AEST (R-56200).