Receptionist / Administration Assistant

Job No: GEORGE69
Location: Newtown

  • Full time opportunity  
  • Respected global research organisation 
  • Make an impact on global health outcomes

Application close date: 30 January 2019

The George’ is 600+ people globally focused on improving the health of millions of people. A medical research institute affiliated with leading universities and with projects in approximately 50 countries, we are challenging the status quo in healthcare to find the best ways to prevent and treat chronic disease and injury, and to influence policy and practice worldwide.

We are seeking a proactive Receptionist/Administration Assistant to join out growing organisation. This role will have overall accountability for providing general reception and office administration support to George Institute staff. 

Duties and Key Responsibilities

Reception

  • Responsible for handling all incoming calls, taking incoming messages and dealing with some telephone inquiries 
  • Receiving visitors to the organisation, making sure they sign in and directing them accordingly  
  • Booking and maintaining meeting/training rooms 
  • Booking taxis for visitors and staff 
  • Booking and attending to courier deliveries and pick-up 
  • Liaise with KGV Receptionist to ensure effective and consistent flow of communication across Sydney sites 
  • Responsible for maintaining a neat, organized and presentable reception area 
  • Responsible for the cover of the KGV reception for leave purposes as necessary

Administration

  • Managing all aspects of mail including: collecting, sorting and stamping incoming mail; franking and posting outgoing mail 
  • Collecting and distributing faxes from fax machines 
  • Maintain and coordinate archiving process, storage and documentation, including liaison with off-site document storage facility  
  • Attending to building maintenance issues, specifically coordinating response to repairs 
  • Day-to-day maintenance of office equipment (phones, photocopiers, printers, toners etc.) 
  • Ordering and maintaining stationery stock, as well as sourcing competitive prices 
  • Ensure that stationery area and kitchen area (in liaison with Kitchen Attendant) are clean and tidy 
  • Maintain kitchen supplies and arrange maintenance and repairs of kitchen appliances 
  • Coordination of monthly social events 
  • Maintain and monitor all other relevant logbooks and documentation: access card, couriers, express post, policies and procedures etc. 
  • Managing access/ID cards eg activating/deactivating for after hours access, etc. 
  • Coordinating, requirements for functions, including sourcing and booking venues, invitations, catering, audio visual equipment, video conferencing, presentations 
  • Liaise with the Kitchen Attendant and his/her supervisor as require 
  • Maintain and update databases & Admin SharePoint page 
  • Word processing and data entry activities  
  • Update staff birthday list and advise relevant staff members as well as organising cakes, gift vouchers and cards for farewells and other special occasions as required 
  • Some finance duties, including raising of purchase orders and making some credit card purchases 
  • Assist the Office Administration Manager with adhoc administrative and office management tasks as and when required 
  • Assist in the organisation of relevant TGI’s event, including catering arrangements and other pertinent responsibilities
     

Skills, Knowledge and Experience

  • Certificate in office administration and/or sound experience managing a busy reception area 
  • Experience and/or ability to work in a highly professional environment 
  • Experience in a customer service environment 
  • Proficient in the use of the Microsoft Office suite of products, including Word, Excel, PowerPoint and Outlook
  • Ability to learn new software applications quickly 
  • Ability to communicate well to and work well with all levels of employees and management 
  • Good time management and organisation skills 
  • Strong written and verbal communication skills 
  • Strong focus on attention to detail and quality of work

 

We offer a flexible and inclusive work culture with excellent staff benefits including, salary packaging arrangements and sound learning opportunities.

We are reviewing applications as soon as we receive them, so apply now!

The George Institute is an equal employment opportunity employer committed to equity, diversity and social inclusion. Applications are encouraged from people with a disability; women; Aboriginal and Torres Strait Islander people; people who identify as LGBTIQ; mature-aged adults and those from culturally and linguistically diverse backgrounds.

Privacy Acknowledgment

The George Institute for Global Health, together with its subsidiaries and associated companies worldwide (“The George Institute”, “we” and “our”) is committed to handling personal information (including health and other sensitive information) in accordance with applicable privacy laws, including the Australian Privacy Principles (“APPs”) set out in the Australian Privacy Act 1988 (Cth).

When you apply for a job at the Institute you will be asked to set up an account and apply for any of the jobs posted in the system. You may be asked to submit personal information including, but not limited to: a) your name; b) your address; c) your email address; d) your telephone number; e) and other personal and sensitive information.

Any personal information you submit to our recruitment system will be used to process your application and is retained in the database to match your skills against any future job opportunities. We may contact you about your current job application/s and any future job opportunities that match your criteria.

The George Institute works with people from diverse cultural and social backgrounds with varied life experiences, physical abilities and interests and we seek to employ people who reflect the great diversity of people. We may ask personal questions regarding your identity, which will be used to inform our Diversity, Inclusion and Belonging strategies with regards to recruitment. You may elect to not disclose this information.

I consent to The George Institute of Global Health to collect, use and disclose my personal information for the purpose of assessing and facilitating my application for employment.

Please see following link for more information on how the George Institute may collect and use your data: https://www.georgeinstitute.org/privacy-policy


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Why work at the George?

We are committed to attracting, developing, rewarding and retaining the best people in their fields to conduct and support our innovative and highest quality research programs.