Receptionist and Administration Assistant

  • Based in Melbourne
  • Part-time ( 34 hours per week), 1-Year contract
  • Generous Salary Packaging options

About the Baker Institute
Baker Heart and Diabetes Institute is an independent, internationally renowned medical research facility.  Our work extends from the laboratory to wide-scale community studies with a focus on diagnosis, prevention and treatment of diabetes and cardiovascular disease.

About the Role
This is a position for an enthusiastic and motivated Receptionist with a strong background in customer service and administration.

The Adminstration and Reception Team provides the basic functions and services that ensure the Institute and its staff are well prepared to achieve their mission.  This includes front of house services, catering, stationery, archiving, mail services, etc.

In this role you will be expected to:

  • Provide a welcoming and professional first impression for callers and guests.
  • Answer all calls that come through reception and transfer calls to the appropriate staff member. 
  • Ensure the Institutes faxes are delivered to staff in a timely and efficient manner.
  • Manage the meeting room booking process on behalf of staff and in conjunction with other reserved room calendar editors.
  • Provide seamless management of incoming and outgoing urgent articles through the use of couriers.
  • Provide information (reception manual) on the operation of reception in case of absences for relief/temporary staff.
  • Disseminate advertising for in-house and external meetings and seminars.
  • Provide administrative assistance on an ad-hoc basis to assist operational divisions when workload dictates.
  • Sort incoming mail quickly and appropriately and recording incoming mail for the Finance department.
  • Manage office supply and courier supplier relations including account reconciliation and preparation of payment forms (local, interstate and international couriers; postal accounts; Alfred car parking, stationery and business cards etc.)
  • Provide back-up assistance, including extending hours of work, in the event of an absence of a team member.
  • Petty cash disbursement and reconciliation

Skills and Experience
You will have:

  • Completion of and/or undertaking vocational education in a relevant area.
  • Completion of year 12 with work experience.
  • 1+ years in an administrative, secretarial or receptionist role; or combination of relevant experience and or education/training.
  • Perform tasks/assignments which require knowledge and understanding of the work area processes and how they interact with other related areas and processes.
  • Demonstrate excellent telephone manner and communication skills as well as good organisational and customer service skills. 
  • Excellent planning and organisational skills, including the ability to manage a range of tasks with conflicting priorities.
  • Competence with the Microsoft suite of programs.
  • Demonstrated ability to meet deadlines without compromising close attention to detail and accuracy.
  • Proven ability to work as a member of a team as well as autonomously without close supervision.
  • The ability to take ownership, and follow through on matters as well as the ability to function as part of a cohesive team.

Working at the Baker Institute offers flexibility, professional development, and the opportunity to contribute to a research centre of world renown. Benefits include generous salary packaging, an employee assistance program, and an active social club as well as modern offices and laboratories adjacent to the Alfred Hospital and walking distance to St Kilda Road, Chapel Street, and Fawkner Park.

Remuneration will be commensurate with the successful candidates qualifications and experience. 

How to Apply
Applications should include a current resume with details of 3 professional referees quoting reference (LB01).  To be eligible to apply for this position you must have an appropriate Australian or New Zealand work visa.

We will close this job ad as soon as we have enough applicants so please apply without delay.

The Baker Institute is an Equal Opportunity Employer and we encourage interest from Aboriginal and Torres Strait Islanders for roles within the Institute. We value diversity, inclusivity, gender equity and we promote family friendly practices. We are a proud recipient of an inaugural Athena SWAN Bronze Award from Science in Australia Gender Equity (SAGE). 

03/05/2021 $0 CBD & Inner Suburbs 1 Administration & Office Support
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