Are you a well-organised, detail-oriented administrator?
Do you have strong interpersonal skills - and the capacity to multi-task?
Are you keen to work in a collegial organisation which contributes to the well-being of the Australian community?
The Australian Orthopaedic Association is seeking an Administrative Assistant to join their Registry team in Adelaide.
The opportunity:
The Registry Administrative Assistant is primarily responsible for providing administrative and operational support to the Executive Manager Registry Services and the Registry Clinical Director, to assist with the efficient day to day functioning of the Registry.
In addition to supporting the day-to-day registry internal administrative operations, it supports Committees and is responsive to our Services Team.
The position suits a friendly and outgoing personality who is detail-oriented and thorough, with strength in organisation, communication and working to deadlines in a fast-paced environment.
In particular, this role involves:
- Communication with patients, surgeons and stakeholders
- Providing administrative support to the Executive Manager and to the Registry Clinical Director, including proactive diary coordination, meeting arrangements, and organisation of travel itineraries
- Monitoring and responding to emails and telephone enquiries directed to the Registry Administration and Executive Support inboxes, ensuring timely and professional communication
- Providing day-to-day administrative support to the Registry Services Team to assist with service delivery activities
- Preparing meeting agendas, collating papers, attending meetings as required, and taking accurate minutes and action lists
- Maintaining and updating databases following patient interactions and in response to patient information requests
- Responding to Registry Portal user access queries promptly and liaising with relevant stakeholders to resolve issues
- Undertaking general office administration duties, including ordering office supplies, managing post and invoicing, printing of data forms
- Maintaining administrative records and spreadsheets, including budget tracking, asset registers, ICT tickets, and ordering of equipment for staff
- Supporting onboarding processes for new staff members, including liaison with internal teams and external providers
- Ensuring the office is adequately stocked with required supplies and that office equipment is operational, maintained, and serviced as required
- Liaising with third-party providers to ensure all required documentation and approvals are completed prior to visits or service delivery
- Updating the Registry website, ensuring content is accurate, current, and aligned with organisational requirements
- Providing routine finance administration support, including assisting with corporate credit card reconciliations and collation of quotes in accordance with organisational procedures
- Obtaining and evaluating quotes and coordinating catering for meetings and events, ensuring services are delivered within approved budgets
- Coordinating and managing meeting room bookings, ensuring appropriate facilities, technology, and catering arrangements are in place
- Coordinating and supporting medium-scale events, including the Annual Surgeon Workshop Weekend, overseeing logistical and administrative arrangements to ensure successful delivery
- Undertaking other duties as required or agreed with the Executive Manager, consistent with the role and level of responsibility
To be successful in this role, applicants will have:
- Qualifications in a relevant field, with appropriate relevant experience
- High level computing skills over a range of software packages including Office and Windows, and experience in managing databases.
Additionally, the appointee will have the following knowledge and skills:
- High level of motivation, initiative, professionalism, commitment and capacity to work hard and independently as part of a team
- Experience supporting diary coordination, travel arrangements, and competing priorities in a fast-paced environment
- Strong organisational and time-management skills, with the ability to prioritise workloads and meet competing deadlines
- Highly developed interpersonal skills, including the ability to work cooperatively with health professionals, executives, and other stakeholders.
- Well-developed written communication skills, including the ability to prepare routine correspondence and handle confidential information appropriately
- Demonstrated experience in providing committee support, including meeting coordination, agenda preparation, and accurate minute-taking
About the Australian Orthopaedic Association (AOA):
The Australian Orthopaedic Association (AOA) is the peak professional organisation for orthopaedic surgery in Australia. AOA is a not-for-profit, public company limited by guarantee.
AOA has more than 2000 members, comprising most orthopaedic consultants and trainees (registrars) in Australian hospitals, and spanning all orthopaedic subspecialties.
The Association:
- provides high-quality specialist education, training and continuing professional development for Australian orthopaedic surgeons
- is committed to ensuring the highest possible standard of orthopaedic care
- is the leading authority in the provision of orthopaedic information to the community
- actively supports scientific research and orthopaedic humanitarian initiatives in Australia and overseas
AOA also owns and operates the Australian Orthopaedic Association National Joint Replacement Registry (AOANJRR) in Adelaide, which is permanently funded by the Commonwealth Government under contract with the AOA.
The AOANJRR sits within the AOA MSK Registry Centre. It is the largest procedure registry within Australia. It collects data and monitors the outcome of all arthroplasty procedures nationally. This includes hip, knee, shoulder, elbow, wrist, ankle and spinal disc replacement. The Clinical Director of the MSK Registry Centre manages the collection and analysis of data obtained from hospitals relating to joint replacement and MSK conditions. The Registry team is currently located within and works very closely with SAHMRI to deliver the services of the Registry.
To apply:
Submit your application through SEEK.
Your application should include:
- a cover letter outlining how you meet the essential experience, skills and qualifications for the role as outlined above
- a current CV/resume
Applications close Tuesday 28 April 2026.
