Job Description

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Office Coordinator

Advertiser: The Bionics InstituteMore jobs from this company

Job Information

Job Listing Date
22 Jan 2020
Location
Melbourne, CBD & Inner Suburbs
Work Type
Full Time
Classification
Administration & Office Support, Administrative Assistants

Office Coordinator

The Bionics Institute is a world-leading center of medical bionics device development. We bring together clinicians, engineers and researchers, focussed on developing medical bionic devices and therapies to transform people’s lives.

We are at an exciting phase with research focused on improving outcomes for people with hearing impairment, neurological conditions, movement disorders and inflammatory diseases.

Located at Mollison House on Albert Street, this position is responsible for all reception and office coordination duties and for providing administrative support for the fundraising team. Sitting at the reception desk the incumbent is the primary point of contact for visitors and deliveries and plays a pivotal role in supporting the day-to-day functions of the Institute.  This position is also responsible for administering the current fundraising database (DONMAN), and will play an integral role in transferring to a new system in 2020 and maintaining it moving forward.

The key responsibilities of this position are split between;

Reception and Office Coordination

  • Primary point of contact for deliveries and visitors;
  • Handles enquiries with expediency, accuracy and courtesy.
  • Answers the telephone.
  • Responsible for all mail to the Institute and for its distribution.
  • Manages BI enquiries inbox and assists with enquiries
  • Maintains general security and appearance of the reception area.
  • Responsible for ensuring that the reception desk and phone line is covered during BI’s business hours including organizing emergency relief during planned absences.
  • Office facilities management - including but not limited to keeping kitchens clean, maintaining supplies in kitchen such as tea, coffee and sugar, ensuring crockery and glassware is cleaned.
  • Orders office furniture and stationery as required including set up of new employees and students.
  • Coordinates and manages bookings for car parking.
  • Coordinates bookings for meeting rooms and sound booths.
  • Arranges catering as required.
  • Provides facilities maintenance support including
    • Monitors contractors - gardener, cleaner, waste bins,
    • Arranges quotes and completion of any building maintenance and refurbishments
    • Organizes repair works as and when required.
  • Inducts new staff and students who are based at Mollison House.

Fundraising Assistance

  • Banks donations
  • Maintains the current fundraising database (DONMAN) and mailchimp account (including entry of new data and data cleansing)
  • Assists the fundraising team as follows:
    • Contacting donors via phone to validate/update records
    • Processing donations as required
    • Producing fundraising reports
    • Preparing and printing documents
    • Providing support for functions and events
  • Will assist the fundraising team in the transfer of data to a new fundraising database in 2020

and

General administrative support

  • Provides secretarial and administrative support to the senior management team, including diary management and coordinating meetings as required
  • Other duties as directed

To be successful in this position you will have:

  • A relevant undergraduate degree (e.g. Bachelor of Arts or Bachelor of Business);
  • Demonstrated experience in office administration;
  • Excellent interpersonal skills with a clear, confident, friendly and courteous manner;
  • Excellent written and verbal communication skills are required;
  • Ability to interact with people from a diverse range of backgrounds including the hearing impaired;
  • Strong time management and organisational skills with high attention to detail;
  • Super user level experience with Microsoft Office programs including Excel, PowerPoint and Word;
  • Customer service focused with a can do attitude.

Ideally you will also have previous fundraising experience, but this is not essential.

You will be required to have a current police check if you are appointed. 

Applications can be emailed to

HR-Applications@bionicsinstitute.org

by 14th February 2020.


For further information please contact:
Heather Dawson, HR Manager on (03) 9667 7574 or hdawson-howard@bionicsinstitute.org


“The Bionics Institute is an equal opportunity employer and female applicants are encouraged to apply. The Institute maintains a smoke free workplace and a workplace free from sexual harassment. The Bionics Institute’s workplace embraces the Occupational Health and Safety Standards”

 

The Bionics Institute is a world-leading center of medical bionics device development. We bring together clinicians, engineers and researchers, focussed on developing medical bionic devices and therapies to transform people’s lives.

We are at an exciting phase with research focused on improving outcomes for people with hearing impairment, neurological conditions, movement disorders and inflammatory diseases.

Located at Mollison House on Albert Street, this position is responsible for all reception and office coordination duties and for providing administrative support for the fundraising team. Sitting at the reception desk the incumbent is the primary point of contact for visitors and deliveries and plays a pivotal role in supporting the day-to-day functions of the Institute.  This position is also responsible for administering the current fundraising database (DONMAN), and will play an integral role in transferring to a new system in 2020 and maintaining it moving forward.

The key responsibilities of this position are split between;

Reception and Office Coordination

  • Primary point of contact for deliveries and visitors;
  • Handles enquiries with expediency, accuracy and courtesy.
  • Answers the telephone.
  • Responsible for all mail to the Institute and for its distribution.
  • Manages BI enquiries inbox and assists with enquiries
  • Maintains general security and appearance of the reception area.
  • Responsible for ensuring that the reception desk and phone line is covered during BI’s business hours including organizing emergency relief during planned absences.
  • Office facilities management - including but not limited to keeping kitchens clean, maintaining supplies in kitchen such as tea, coffee and sugar, ensuring crockery and glassware is cleaned.
  • Orders office furniture and stationery as required including set up of new employees and students.
  • Coordinates and manages bookings for car parking.
  • Coordinates bookings for meeting rooms and sound booths.
  • Arranges catering as required.
  • Provides facilities maintenance support including
    • Monitors contractors - gardener, cleaner, waste bins,
    • Arranges quotes and completion of any building maintenance and refurbishments
    • Organizes repair works as and when required.
  • Inducts new staff and students who are based at Mollison House.

Fundraising Assistance

  • Banks donations
  • Maintains the current fundraising database (DONMAN) and mailchimp account (including entry of new data and data cleansing)
  • Assists the fundraising team as follows:
    • Contacting donors via phone to validate/update records
    • Processing donations as required
    • Producing fundraising reports
    • Preparing and printing documents
    • Providing support for functions and events
  • Will assist the fundraising team in the transfer of data to a new fundraising database in 2020

and

General administrative support

  • Provides secretarial and administrative support to the senior management team, including diary management and coordinating meetings as required
  • Other duties as directed

To be successful in this position you will have:

  • A relevant undergraduate degree (e.g. Bachelor of Arts or Bachelor of Business);
  • Demonstrated experience in office administration;
  • Excellent interpersonal skills with a clear, confident, friendly and courteous manner;
  • Excellent written and verbal communication skills are required;
  • Ability to interact with people from a diverse range of backgrounds including the hearing impaired;
  • Strong time management and organisational skills with high attention to detail;
  • Super user level experience with Microsoft Office programs including Excel, PowerPoint and Word;
  • Customer service focused with a can do attitude.

Ideally you will also have previous fundraising experience, but this is not essential.

You will be required to have a current police check if you are appointed. 

Applications can be emailed to

HR-Applications@bionicsinstitute.org

by 14th February 2020.


For further information please contact:
Heather Dawson, HR Manager on (03) 9667 7574 or hdawson-howard@bionicsinstitute.org


“The Bionics Institute is an equal opportunity employer and female applicants are encouraged to apply. The Institute maintains a smoke free workplace and a workplace free from sexual harassment. The Bionics Institute’s workplace embraces the Occupational Health and Safety Standards”

 

The application form will include these questions:
  • Which of the following statements best describes your right to work in Australia?
  • How many years' experience do you have as an office coordinator?
  • Which of the following Microsoft Office products are you experienced with?
  • Do you have experience in an administration role?
  • How much notice are you required to give your current employer?

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