About us Join us Work with us Office Coordinator / Receptionist About us The Bionics Institute is an internationally recognised, independent medical research institute that solves medical challenges with technology. We lead the world in the research and development of innovative medical devices and therapies to improve human health. Our multidisciplinary team comprises world-class scientists, engineers and researchers, and our laboratories are located in St Vincent’s Hospital Melbourne, close to our clinical collaborators. Together we transform the lives of people with a range of conditions, including hearing impairment, Crohnʼs disease, Parkinson’s disease, epilepsy, stroke, arthritis and diabetes. About you We are looking for a skilled Office Coordinator / Receptionist to undertake a variety of day-to-day office and administrative tasks. You will be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities. An excellent Office Coordinator / Receptionist is, above all, an organised and competent professional with phenomenal communication skills. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed. The goal is to ensure that office operations are efficient and add maximum value to Bionics Institute. About the role Located at Mollison House, on Albert Street, the incumbent is responsible for reception and facilities / office management whilst providing administrative support for the Chief Operations Officer [COO]. The incumbent will also be responsible for the facilities and office management of Bionics Institute 2nd site at Ardee House, located at 166 Victoria Parade, East Melbourne. This position reports to the Company Secretary. Key Responsibilities Facilities Management – Mollison House & Ardee House: Coordinate’s facilities maintenance and arranges quotes and completion of any building maintenance; refurbishing; repair works as and when required. Liaison for maintenance and facilities service providers, ensures quotes and any subsequent variations are approved in a timely manner. Reconciliation of invoicing for all services. Updates the maintenance register on a regular basis. Manages office accommodation requirements, including organising stationery & new office furniture as required. Coordinates and manages bookings for car parking for Mollison and Ardee House. Coordinates bookings for meeting rooms. OHS representative for Mollison and Ardee House, including incident reporting and OHS meetings attendance. Office Administration: Manages travel for Institute staff, booking transport and accommodation as required and tracking travel budget. Coordinates the monthly BI-all staff meetings, including preparation of meeting presentations. Coordinating events, functions, and meetings, arranging facilities and catering as required. Order’s business cards. Handles enquiries with expediency, accuracy and courtesy. Maintenance of Petty Cash for Mollison and Ardee House. Undertake ad-hoc projects and duties as directed. Reception: Provides the 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. Responsible for maintaining and distributing the phone list. Maintains general security and appearance of the reception area. Maintain reception area. Responsible for ensuring that the reception desk and phone line is covered during BI’s business hours including organising emergency relief during planned absences. Day to day office management including, but not limited to, keeping kitchens clean and maintaining supplies in kitchen. Essential Selection Criteria: Completion of a relevant qualification or significant relevant professional experience. Strong time management and organisational skills and excellent attention to detail. Excellent written and verbal communication skills. Highly developed interpersonal skills with the ability to build strong relationships. Proactive with a collaborative, positive approach. Proficiency with Microsoft Office programs including Excel and advanced skills in PowerPoint. Customer service focused with a can-do attitude. Ability to interact with people from a diverse range of backgrounds including the hearing impaired. Desired Selection Criteria: Previous experience working in the university or medical / health sector, or not-for-profit organisation. Certificate IV in Business Administration or a similar discipline. Current First Aid Certificate. Tenure: Fixed term contract to 31 December 2023 (possibility to renew) Requirements: A police check is required. The Bionics Institute requires that staff are vaccinated against COVID-19. Submitting your application If you believe you meet the requirements for this position, please submit your application by clicking ‘Apply for Job' via SEEK. Please include a CV and a brief cover letter addressing the selection criteria. For a full position description please refer to our website:https://www.bionicsinstitute.org/vacant-positions Successful applicants will need to have received the mandated COVID-19 vaccinations and be willing to complete pre-employment screening including a Police Check. Applications Close: Friday 3rd June 2022, 11:59pm. For further information about the Officer Coordinator / Receptionist position, please contact the HR Officer, Ms Cindy Verrells, by email: [email protected] Bionics Institute is an equal opportunity employer and female applicants are encouraged to apply. The Institute is committed to maintain a smoke-free workplace and a workplace that is free from sexual harassment. The Bionics Institute’s workplace embraces the Occupational Health and Safety Standards.