Clinical Trials Administrator - Nexomics

Date: 30 Jun 2025

Site: VCCC (Parkville)

Location:

MELBOURNE, VIC, AU, 3000

Company: Peter MacCallum Cancer Centre

Unit: Pathology Clinical Trials

Division: Business Ventures

Department: Pathology Operations

Enterprise Agreement: Health and Allied Services, Managers and Administr

Pathology Clinical Trials

At Peter Mac we aim to continuously improve cancer care, research and education across all cancers and for all people affected by cancer: changing lives, breaking new ground. Everything we do is underpinned by our core values, Excellence, Compassion and Innovation. Welcoming people from a wide variety of different backgrounds and experiences is critical to fostering innovation, cultivating compassion, attracting and retaining top talent and providing the best possible cancer care for our patients.

YOUR ROLE IN OUR FUTURE

Ongoing Part Time Role

Parkville Location
Part time 48 Hours Per Fortnight
$66,768 - $73,811 (pro-rata for part time) + salary packaging + super + 5 weeks annual leave (pro-rata for part time)
About the team

nexomics is a dedicated clinical trial division within the Peter MaCallum Pathology Department. We deliver clinical trial testing for internal stakeholders such as PCCTU and Research teams, under NATA ISO15189 and ISO17025 accreditation. In addition, nexomics provides central lab services and clinical trial testings for commercial sponsors, CROs and biopharma companies globally.

About the role

This is an administrator role which is responsible for the administrative aspects of clinical trials, studies and research projects at every stage of the process.

Primarily this role will assist the nexomics clinical trials team in study start up, execution and closeout of clinical trials.

A regular day will see you:

Clinical trial sample registration
Management of clinical trial documents and nexomics mailbox
Collection pack preparation and distribution of reports to sponsors
Liaise with internal and external stakeholders

About you

We are seeking a candidate who thrives in a fast-paced, dynamic environment, communicates effectively with both colleagues and external clients, and demonstrates the ability to manage and prioritise multiple tasks with confidence and efficiency.

You’ll bring with you:

Minimum 2 years of experience using patients administration systems or laboratory information systems (LIS)
Minimum 1 year of experience in pathology clinical trial and research related administrative tasks
Basic skills in Microsoft Office Suite and IT systems in healthcare setting
Strong customer service skills and able to communicate professionally
Demonstrate strong organisational skills, attention to details and a team player

Our benefits

On offer is a range of rewarding benefits, including:

Up to $11,660 in salary packaging to increase your take home pay
Discounted health insurance and eye care
A comprehensive health and wellbeing program
Public transport options at our doorstep and end of journey facilities for cyclists
Onsite eateries and coffee shops and inviting rooftop garden spaces
Pathways for professional development and new career opportunities
Five weeks annual leave (pro-rata for part time) and 17.5% leave loading
Inclusion and belonging

Victorian Department of Health has endorsed the initiative to restructure existing public pathology by bringing together laboratories into pathology networks operating under a lead health service.
Pathology services from the Royal Melbourne Hospital, Peter MacCallum Cancer Centre, the Royal Women’s Hospital and the Royal Children’s Hospital will transition to a single pathology service. This creates an exciting opportunity to strengthen the scope, scale and reach of pathology services across the Parkville precinct to benefit all Victorians.
This role will transition to the new lead health service for pathology services once determined.

Peter Mac celebrates, values and supports a diverse and inclusive environment which reflects our vibrant community. We encourage applications from anyone identifying as Aboriginal and/or Torres Strait Islander. We also welcome anyone who identifies as LGBTQIA+, linguistically, culturally and/or gender diverse, people with disability, and people of any age to apply for our roles.

Join us!

If you feel this role is right for you we warmly invite you to apply, and encourage your early application.

Applicants to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment.

For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position summary. Alternatively, please contact us using the information below for a confidential discussion.

Hiring Manager: Mariam Mohd Fadzil
Contact Number: 03 8559 8405
Email:mariam.mohdfadzil@petermac.org

Applications Close:11:59PM Monday 14 July 2025
______________________________________________________________________________________________________

Position Summary

This is an administrator role which is responsible for the administrative aspects of clinical trials, studies and research projects at every stage of the process. Primarily this role will assist the Pathology clinical trials team (known as Nexomics) in study start up, execution and closeout of clinical trials. It is an administrative coordination role with tasks such as but not limited to: sample registration, management of essential documents, filing of study related documents, sponsor requested data transfers, collection pack preparation, distribution of reports and assisting in the preparation of study documentation, forms and procedures. In addition to the administrative tasks, they will assist in quote preparation and contract management for nexomics.

Enterprise Agreement

Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025

Classification or Salary Range

HS2

Immunisation Risk Category

Immunisation Category A

Key Relationships

Internal	Clinical Trials Manager Clinical Trials Coordinator – all day-to-day operational issues Business Development Team Lead scientists Scientific and administrative staff within Nexomics Quality delegates Pathology staff
External	Administrative, scientific and medical staff from external clinical trial sites Liaison with Pharma companies is relation to Clinical Trials.

Education

Skills

Essential Requirements

Experience in pathology clinical trial and research related to administrative and coordination tasks
Strong customer service skills, able to communicate effectively and respectfully with clients and staff
Demonstrated organisational skills, ability to manage multiple tasks and attention to detail.
Professional approach to clinical service confidentiality.
Demonstrated skills in the use of Microsoft Office Suite and IT systems, preferably in a healthcare setting
Experience working in a dynamic environment and prioritising tasks

Desirable Requirements

Experience in project / database management, and accounting / financial management / invoicing
Experience developing and implementing standard operating procedures
Previous health service administration experience, especially pathology
Previous experience handling and registering pathology specimens
Experience using patient administration systems or laboratory information systems
Understanding of medical terminology

Certifications, Licenses & Registrations

Key Accountabilities

Key Accountabilities	Demonstrated by / Key Performance Indicators
1. Provide accurate and efficient administrative support and coordination for clinical trial / research activities in compliance with ICH	Electronically process study specific registrations according to standard operating procedures In liaison with scientific staff, facilitate shipments in accordance with standard operating procedures Manage and file clinical trial participant records in accordance with good clinical practice guidelines Accurate data entry to support efficient clinical trial service workflows including preparation of supporting documentation in liaison with the clinical trials team Prompt and ordered filing of clinical trial documentation and samples in accordance with standard operating procedures Request and manage testing requests from internal and external clients Coordination and preparation of collection packs
2. Provide support in quotations and contract management	Prepare quotations for projects, clinical studies and research by liaising with the business development team, operations team and scientific staff Ensure agreements are distributed and signed by all the relevant parties Manage and coordinate the contracts register
3. Provide effective and clear communication both verbally and written	Communicates and cooperates to ensure work is completed within appropriate time frames Liaises with team members, external sponsors and CROs effectively by clear and concise communications Actively participates in the exchange of ideas, thoughts and knowledge for the purpose of process improvements Appropriately adjusts communication according to the audience
4. Involvement in improving team performance	Participate in audits of team performance according to standards required by the organisation / project Assess situations or information clearly, and accurately communicate information and make recommendations to line management Identify opportunities for process improvement and assist with implementation of appropriate solutions with support from the line manager
5. Support the work of the clinical trials team	Work cooperatively as part of the clinical trials team and assist in other areas as necessary Ensure adequate administrative support with rostering, meeting agendas and minutes, and room bookings Complete orders for department consumables, as required Other tasks as directed by your team leader or manager

Key Accountabilities (Contd..)

______________________________________________________________________________________________________

For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position profile. Alternatively, please contact us for a confidential discussion.

Peter Mac is a child safe organisation and has a commitment to child safety and wellbeing.

WHY WORK FOR PETER MAC

Peter Mac offer a range of benefits which support our people both personally and professionally.
Our staff benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.