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
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
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
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.
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