POSITION DESCRIPTION
Title:
Administration Officer
Group & Centre:
The Ritchie Centre
Reporting to:
Centre Head
Date Last Updated:
03/08/2015
Current Occupant:
Vacant
1.
About Hudson Institute
Hudson Institute of Medical Research is a NHMRC accredited, not-for-profit, independent medical
research institute in Clayton, Victoria, Australia. The Institute hosts more than 400 leading research
experts and postgraduate students in its state-of-the-art research platforms and facilities and has
taken its place as a leader in improving global wellbeing through excellence in medical research and
clinical application.
As one of Melbourne’s top medical research institutes and the research hub of the Monash Health
Translation Precinct (MHTP), Hudson scientists and clinicians are at the forefront of discovery and
translational research. Our partnerships with Monash Health and Monash University have uniquely
positioned the Institute to directly translate our discoveries into patient treatments and to research
those issues identified in the clinic.
The Institute drives innovative, cutting-edge research programs to tackle key health priorities in
Cancer, Genetic Disease, Immunity, Inflammation and Infectious Diseases, Reproductive Health,
Fetal, Neonatal and Children’s Health, Endocrinology and Metabolism. Through world-class
biomedical research the Hudson Institute strives to advance healthcare through an increased
understanding of disease and its diagnosis, treatment and prevention.
The Ritchie Centre
The Ritchie Centre is affiliated with the newly formed Hudson Institute for Medical Research as well
as with Monash University Faculty of Medicine, Nursing and Health Sciences. It is the principal
research centre of the Monash University Departments of Obstetrics and Gynaecology and
Department of Paediatrics within the School of Clinical Sciences and the principal research partner of
Monash Children’s Hospital and Monash Women’s Services at Monash Health. The Centre aims to
improve the health of women and children through innovative research that informs better healthcare.
The Ritchie Centre is now acknowledged as the leading perinatal research centre in Australia and is
one of the country’s leading women’s health medicine research clusters. The Ritchie Centre offers a
unique setting where research advances can be rapidly applied for the benefit of women, seriously ill
infants and children. This has lead to rapid translation of its basic research into clinical trials and
clinical practice. The centre has clearly demonstrated the value of bringing together a critical mass of
dedicated scientists and clinicians to undertake translational research. The Centre has also initiated
an innovative annual Ritchie Colloquium and a “Public Forum” to inform and educate the general
public on women’s, infant’s and children’s health issues.
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The Centre’s mission is to improve the health of women, infants and children through innovative
research is achieved through its unique associations as the principal research Centre of the Monash
University Department of Obstetrics and Gynaecology and the Department of Paediatrics, Monash
Women’s Services, Monash Newborn and Melbourne Children’s Sleep Centre. It is also a major
research partner of the Monash Children’s Hospital.
2.
Purpose of Position
The Administration Officer will be responsible for providing executive assistance and
administrative support to The Ritchie Centre. This will include a range of activities such as
drafting correspondence, research administration, providing administrative assistance for
Ritchie Centre programs and committees and general office management.
Key result areas and responsibility
1. Provide personal assistance and administrative support

Provide administrative support for the Head of The Ritchie Centre and coordinate the
day-to-day administration of the Centre.

Pre-empt meetings and activities and prepare documentation as appropriate

Facilitate communication between the senior staff of The Ritchie Centre and stakeholders
including those of the University and Monash Health

Independently undertake and coordinate a diverse range of administrative duties

Provide administration services to assist senior staff in preparation of commitments
including the annual Ritchie Colloquium, Public Forum and Kaarene Fitzgerald Public
Lecture and Ritchie Retreat

Maintain Monash University MasterCard financial records on a monthly basis for The
Head and Deputy Heads of The Ritchie Centre;

Coordinate catering and meeting room bookings for meetings as required including
providing executive support to standing and ad hoc committees and working groups,
preparing agendas, organising venues, catering, taking minutes and ensuring follow-up
action on various matters.

Coordination, maintenance and ongoing management of weekly Ritchie Centre Research
Seminar program and monthly Career Development Initiative.

Provide timetables and book rooms for The Ritchie Centre Executive and Staff Meetings
and take and distribute minutes.

Coordinate Ritchie Centre Seminar Room bookings

Oversee and coordinate the development and regular updating of The Ritchie Centre
pages of the Hudson Institute for Medical Research website and Annual Report.

Assist with publication of student project handbooks

Provide administrative support for Ritchie Centre Deputy Directors as required.
2. Research Administration

Assist in the preparation of documentation for grant applications and research and
conference papers as required for the Ritchie Centre Deputy Directors and key
department staff;
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
Keep records of all publications emanating from The Ritchie Centre, in
ResearchMaster/ROPES database, ensuring that all submitted manuscripts adhere to the
The Huson’s policy on publication submission;

Assist with the submission of grant applications into the Research Management System
(ARC Grants) and Research Grants Management System (NHMRC Grants);

Assist The Head and Deputy Heads with travel arrangements, conference registration
and accommodation booking when travelling on The Ritchie Centre business

Assist with the coordination and management of all Honours and PhD students through
the Departments of Paediatrics and Obstetrics and Gynaecology, including obtaining IT
access and Monash Health and Hudson ID cards, organising new staff inductions,
working with children checks, office keys and desk space.
3. Project Management and Support

Provide advice and support to key department staff involved in the planning and
implementation of various projects within the The Ritchie Centre.
4. Office Management

Be the first point of contact for people internal and external to The Ritchie Centre
ensuring professional mannerism, respect for confidentiality and appropriate attention to
the needs of those seeking contact;

Establish and improve efficiencies in the day-to-day operations of the The Ritchie
Centre’s Administrative office;

Maintain a comprehensive database for internal and external contacts and understand
the importance and role of these contacts;

Develop and maintain a well organised paper and electronic filing system;

Assist and liaise with Hudson HR on personnel issues and on the recruitment new
personnel to The Ritchie Centre
5. Teaching Administration



3.
Provide administrative support to key Ritchie Centre staff with the maintenance,
preparation and ongoing delivery of all BME3082
Be responsible for all contract submissions and renewals for all casual sessional teaching
staff.
Preparation, submission and maintenance of all adjunct staff associated with the
Department
Selection Criteria
Essential
1. Previous experience working in Health Sciences
2. A degree in an appropriate discipline, or an equivalent combination of relevant
experience and education/training in a similar or related field to the position.
3. Exceptional interpersonal and communication skills in order to deal effectively with
people at all levels.
4. Sound organisational and time management skills with the ability to set priorities,
manage time and plan work in advance.
5. Demonstrated written communication skills including the ability to draft
correspondence, reports and meeting minutes.
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6. Demonstrated ability to work independently, exercising individual judgement and
initiative where required.
7. Well developed computer skills including the Microsoft Office suite products, email,
the internet, electronic diary technologies and Dictaphone.
8. A demonstrated capacity to work in a collegial manner with other staff in the
workplace.
9. A strong sense of discretion in the handling of confidential information.
Desirable
10. Knowledge of policies and procedures in a University and/or research environment
11. Knowledge of medical terminology
4.
Endorsement
Name: (Supervisor)
Signed:
Date:
Name: (Centre Head)
Signed:
Date:
Name: (HR)
Signed:
Date:
Name: (Employee)
Signed:
Date:
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