Systems Administrator HubSpot

Position Description — HubSpot Administrator

Role title: System Administrator (HubSpot)

Location: Any

Employment type

Full-time, permanent

Business unit

Digital Innovation & Engineering / Business Technology

Role purpose

The HubSpot Administrator will own the day-to-day administration, optimisation and ongoing rollout of MedHealth’s HubSpot platform. The role will take over operational activities currently supported by Mitch Duff and provide dedicated platform administration, configuration, governance and onboarding support as MedHealth continues to expand HubSpot across brands and business units.

The immediate focus will be to stabilise and support the current HubSpot implementation, help onboard new businesses onto the platform, and ensure MedHealth builds a scalable, well-governed CRM capability across the group. Internal HubSpot materials show the program is progressing through a multi-business rollout, with M&A, Cogent, Government Relations, Lex Medicus and WorkFocus in scope for onboarding. [HubSpot Mo...June 2026 | PowerPoint]

About The Role

This is a hands-on CRM administration role suited to someone who enjoys operating at the intersection of technology, business process, data quality and user adoption.

The successful candidate will work closely with commercial, marketing, operations, data, technology and implementation partners to configure HubSpot, support business unit onboarding, improve workflows and reporting, maintain data standards, and help establish repeatable processes for future brand rollouts.

MedHealth’s internal HubSpot materials identify the need for documented process, clear data standards, UAT, migration preparation, training, configuration support and scalable onboarding practices as the rollout moves beyond the initial pilot businesses. [HubSpot Mo...April 2026 | PowerPoint], [HubSpot Mo...June 2026 | PowerPoint]

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B567EEE84-84B3-4DF6-967E-E6F12A84A1C8%7D&file=HubSpot%20Monthly%20Status%20-%20June%202026.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B567EEE84-84B3-4DF6-967E-E6F12A84A1C8%7D&file=HubSpot%20Monthly%20Status%20-%20June%202026.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B620A422E-6467-445E-8CD0-85F6A16D651C%7D&file=HubSpot%20Monthly%20Status%20-%20April%202026.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B620A422E-6467-445E-8CD0-85F6A16D651C%7D&file=HubSpot%20Monthly%20Status%20-%20April%202026.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B567EEE84-84B3-4DF6-967E-E6F12A84A1C8%7D&file=HubSpot%20Monthly%20Status%20-%20June%202026.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

Key responsibilities

• HubSpot platform administration
• Administer and maintain the HubSpot platform across Sales Hub and, where applicable, Marketing Hub.
• Manage users, teams, roles, permissions, properties, pipelines, lists, views, forms, workflows and automation.
• Maintain platform settings and configuration in line with MedHealth’s governance, security and data standards.
• Act as the first point of contact for HubSpot administration queries, access requests and configuration changes.
• Monitor platform health, usage, adoption and data quality.
• Business unit and brand onboarding
• Support the onboarding of new MedHealth brands and businesses onto HubSpot.
• Coordinate discovery, configuration, data preparation, testing, training and go-live activities.
• Translate business requirements into practical HubSpot configuration.
• Help define repeatable onboarding playbooks so future brands can be implemented faster and with less dependency on individual knowledge.
• Work with stakeholders to ensure each business unit has clearly defined pipelines, lifecycle stages, contact ownership, reporting and user processes.
• Data quality, migration and governance
• Support data mapping, data migration preparation and validation activities.
• Maintain data standards for contacts, companies, deals, activities and associations.
• Identify and resolve duplicate, incomplete or inconsistent CRM records.
• Work with data and technology teams on integration requirements, including alignment with MedHealth data architecture and reporting needs.
• Support governance activities relating to privacy, consent, segmentation and appropriate CRM usage.
  
  
  

Internal materials reference data mapping, data migration, associations, contact creation rules, data readiness and the need for MedHealth to review and approve setup documentation. [HubSpot Mo...June 2026 | PowerPoint]

• Workflow, automation and process improvement
• Build, maintain and improve HubSpot workflows, lead routing, task automation, notifications and lifecycle processes.
• Identify opportunities to reduce manual work and improve consistency across brands.
• Support campaign, sales and operational processes where HubSpot is used to manage leads, referrals, pipelines or customer engagement.
• Document configuration decisions and process changes.
• Reporting and insights
• Configure dashboards, reports and views to support commercial, marketing and operational teams.
• Help business units track pipeline, conversion, activity, adoption and data quality.
• Support executive reporting by improving visibility of HubSpot usage and outcomes.
• Work with stakeholders to define consistent reporting standards across the group.
  
  
  

Internal HubSpot business rationale material highlights pipeline visibility, forecast accuracy, account retention data, segmentation and reporting as key reasons for scaling HubSpot across MedHealth. [HubSpot_ST...Health (2) | PowerPoint], [HubSpot_ST...Health (7) | PowerPoint]

• User support, training and adoption
• Provide hands-on support to HubSpot users across MedHealth.
• Develop simple user guides, process documentation and training material.
• Support UAT, training sessions and post-go-live hypercare.
• Gather user feedback and identify opportunities to improve adoption and usability.
• Champion consistent CRM usage and good data hygiene.
  
  
  

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B567EEE84-84B3-4DF6-967E-E6F12A84A1C8%7D&file=HubSpot%20Monthly%20Status%20-%20June%202026.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B43FB6D26-677D-4B7A-8A87-5E911D78C479%7D&file=HubSpot_STP_MedHealth%20%282%29.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B53DEF44D-F7B9-490A-8360-70B0FE7B44BC%7D&file=HubSpot_STP_MedHealth%20%287%29.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B53DEF44D-F7B9-490A-8360-70B0FE7B44BC%7D&file=HubSpot_STP_MedHealth%20%287%29.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

• Vendor and stakeholder coordination
• Work with implementation partners, vendors and internal project teams to resolve issues and progress configuration activities.
• Coordinate with business stakeholders across commercial, marketing, operations, technology and data teams.
• Maintain clear documentation of decisions, risks, actions and dependencies.
• Support transition of knowledge from current project resources into business-as- usual operations.
  
  
  

Key relationships

• Digital Innovation & Engineering leadership
• Business Technology team
• Commercial and marketing leaders
• Business unit representatives across MedHealth brands
• Data and integration teams
• External HubSpot implementation partners
• Current HubSpot project stakeholders, including Mitch Duff and John McCormack [HubSpot Mo...June 2026 | PowerPoint], [HubSpot Mo...April 2026 | PowerPoint]
  
  
  

Essential

Skills and experience

• Demonstrated experience as a HubSpot Administrator, CRM Administrator, CRM Operations Specialist or similar.
• Strong hands-on knowledge of HubSpot configuration, workflows, properties, pipelines, users, permissions and reporting.
• Experience supporting CRM rollouts, business unit onboarding or platform adoption.
  
  
  

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B567EEE84-84B3-4DF6-967E-E6F12A84A1C8%7D&file=HubSpot%20Monthly%20Status%20-%20June%202026.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B620A422E-6467-445E-8CD0-85F6A16D651C%7D&file=HubSpot%20Monthly%20Status%20-%20April%202026.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

• Strong understanding of CRM data quality, segmentation, lifecycle stages and contact/company management.
• Ability to translate business requirements into practical CRM configuration.
• Strong documentation skills, including process guides, admin notes and user instructions.
• Confident working with business stakeholders and non-technical users.
• Strong problem-solving skills and attention to detail.
• Ability to manage competing priorities in a multi-brand or multi-business environment.
  
  
  

Desirable

• HubSpot Administrator or HubSpot CRM certification.
• Experience with HubSpot Sales Hub and Marketing Hub.
• Experience in healthcare, insurance, employment services, occupational rehabilitation, disability services or other regulated sectors.
• Experience with CRM integrations, data migration or reporting platforms.
• Familiarity with privacy, consent management and data governance practices.
• Experience working in a group or shared-services environment.
  
  
  

Personal attributes

• Practical, organised and outcome-focused.
• Strong service mindset and willingness to support users.
• Comfortable working through ambiguity and building structure.
• Strong attention to detail, particularly around data and configuration.
• Collaborative and able to work across business and technology teams.
• Able to balance speed of delivery with governance and maintainability.
• Clear communicator who can explain systems and processes in simple language.
  
  
  

Success measures

In the first 6–12 months, success would look like:

• Clean transition of core HubSpot administration responsibilities from Mitch Duff.
• Stable day-to-day operation of the HubSpot platform.
• Documented configuration, data standards and onboarding processes.
• Successful onboarding support for current and next-wave MedHealth businesses.
• Improved data quality, reporting consistency and user adoption.
• Reduced dependency on individual project resources or external partners.
• Clear backlog and prioritisation process for HubSpot enhancements.
• Strong stakeholder confidence in HubSpot as a scalable MedHealth platform.
  
  
  

Recommended salary range — Melbourne

Recommendation

For this role, I would recommend positioning the salary at:

Base salary: $110,000–$130,000 + superannuation

For a stronger candidate who can own CRM governance, business unit onboarding, workflow design, reporting and stakeholder engagement with limited supervision, I would be comfortable stretching to:

$135,000–$145,000 + superannuation

Rationale

This is more than a basic CRM administration role. The MedHealth requirement includes taking over activity from Mitch Duff, supporting ongoing onboarding of new brands/businesses, maintaining configuration, improving documentation, driving adoption and helping scale HubSpot as a group platform. Internal HubSpot materials show the rollout has data migration, configuration, UAT, training, governance, reporting and post- pilot scaling needs. [HubSpot Mo...June 2026 | PowerPoint], [HubSpot Mo...April 2026 | PowerPoint]

Market signals support a range above a junior CRM administrator but below a senior CRM product/platform manager. SEEK currently shows Melbourne HubSpot-related roles such

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B567EEE84-84B3-4DF6-967E-E6F12A84A1C8%7D&file=HubSpot%20Monthly%20Status%20-%20June%202026.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B620A422E-6467-445E-8CD0-85F6A16D651C%7D&file=HubSpot%20Monthly%20Status%20-%20April%202026.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

https://medhealthgroup.sharepoint.com/sites/HubSpot-CRM/_layouts/15/Doc.aspx?sourcedoc=%7B620A422E-6467-445E-8CD0-85F6A16D651C%7D&file=HubSpot%20Monthly%20Status%20-%20April%202026.pptx&action=edit&mobileredirect=true&DefaultItemOpen=1

as a “Forward Deployed HubSpot Consultant” advertised at $120,000–$140,000 per year, a Lifecycle Marketing Specialist using HubSpot at $110,000–$120,000 + super, and a listed HubSpot Administrator role focused on owning and optimising HubSpot, automation and CRM performance. [au.seek.com]

Comparable CRM administration benchmarks are also useful because HubSpot Administrator salary data is thinner than Salesforce data. Glassdoor reports an average Salesforce Administrator salary in Melbourne of $96,500 per year, while PayScale reports a Melbourne Salesforce Administrator average of AU$83,463, with a range of AU$68,000– AU$103,000. SalaryExpert reports a broader Australian Salesforce administrator average base salary of $115,104, with entry level around $80,811 and senior level around $131,464. [glassdoor.com], [payscale.com] [salaryexpert.com]

Given MedHealth needs someone who can combine hands-on administration with rollout, governance, data quality, stakeholder support and platform scale-up, the most appropriate hiring band is therefore $110k–$130k base, with flexibility to $145k for a senior HubSpot/CRM operations candidate.

Suggested job advertisement summary

HubSpot Administrator — Melbourne

MedHealth is seeking a hands-on HubSpot Administrator to support the ongoing rollout and optimisation of HubSpot across our group of brands and businesses.

This role will take ownership of day-to-day HubSpot administration, support the onboarding of new business units, improve CRM data quality, configure workflows and reporting, and help establish scalable processes for future HubSpot adoption across MedHealth.

You will work closely with business, marketing, commercial, data and technology teams to ensure HubSpot is well governed, easy to use and delivering practical value for our teams.

This is an ideal role for someone who enjoys making CRM platforms work well in the real world — combining strong system administration skills with business process thinking, user support and continuous improvement.

Salary guide: $110,000–$130,000 + superannuation, with flexibility for a highly experienced candidate

https://au.seek.com/hubspot-jobs

https://www.glassdoor.com/Salaries/melbourne-australia-salesforce-administrator-salary-SRCH_IL.0,19_IM965_KO20,44.htm

https://www.payscale.com/research/AU/Job=Salesforce_Administrator/Salary/78145f42/Melbourne

https://www.salaryexpert.com/salary/job/administrator-salesforce/australia

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