Organisation Context

The Bionics Institute is an internationally recognised, independent medical research institute, that solves medical challenges with technology. A multidisciplinary team of world leading scientists, engineers and clinicians, we lead the world in the research and development of innovative medical devices and therapies that improve human health.

Together we transform the lives of people across a range of conditions, including hearing impairment, vision loss, Crohn’s disease, Parkinson’s disease, epilepsy, stroke and diabetes.

Position Summary

The incumbent is responsible for providing a wide range of executive assistance and general administrative support to the Research Director. The role includes high level executive assistance, event management preparation and interaction with high level third parties. It is an extremely busy and important role with a lot of variety and requires someone who thrives on multi-tasking, has a can-do attitude and will take ownership and responsibility for their role.

Working within the Research team, the incumbent will liaise with internal teams to support various areas with a high degree of autonomy and discretion. The incumbent is the primary point of contact for the University of Melbourne on administrative matters involving students and honorary staff appointments.

This position reports to the Research Director. 

Key Responsibilities

1.       Managing administrative activity for the Research Director:
  • Provides secretarial and administrative support to the Research Director.
  • Works closely with the Research Director’s direct reports, including administrative support as required.
  • Assists the Research Director with development of presentations and other materials as required including of both a technical and general nature.
  • Diary management, coordinating meetings and functions as required.
  • Handles enquiries with expediency, accuracy and courtesy.
  • Tracks scientific research outputs.
  • Creates purchase orders for Research Director purchases.
  • Enters invoices for Research Director into the Workplace Database.
  • Reconciles credit cards for the Research Director.
  • File Management (regular archiving and maintenance of records).
2.       General:
  • Liaise with internal teams in support areas such as capabilities, finance, communications, etc. when required to deliver on governance, administration, and reporting responsibilities.
  • Tracks research outputs for Bionics Institute.
  • Manage or contribute to ad hoc administrative issues as necessary.
  • Arranges catering for a variety of events, functions and meetings.
  • Other duties as directed.

Level of Supervision, Independence

The incumbent is expected to carry out a range of tasks that require a high level of administrative and planning skills. Whilst general direction is provided by their supervisor, the incumbent is expected to work with autonomy, be proactive and exhibit initiative and flexibility. The position has no direct reports.

Problem Solving, Judgement

The incumbent is expected to have the ability to research and recommend effective solutions to problems as and when required.

Interpersonal and Organisational Skills

The incumbent will require well developed interpersonal skills with the ability to work well in a team. The incumbent requires strong time management skills with excellent attention to detail.

Key Attributes

  • Proven administrative experience working in the Australian scientific research environment.
  • Demonstrated organisational, analytical, and problem-solving skills with an impressive track record of meeting deadlines and responding productively to changing requirements.
  • Excellent interpersonal and communication skills. This will include high level written and oral communication skills, high quality report writing, the ability to present visual and audio material effectively and to interpret information for communication with a variety of audiences.
  • Demonstrated ability to build strong relationships with a wide range of stakeholders and the ability to influence and work to achieve deadlines through others.
  • A strong track record of taking initiative, delivering on requirements and with an eye for detail.
  • Proficiency with Microsoft Office programs.

Desirable Attributes

  • 5 to 10 years administration experience
  • Science Research background (Honours)
  • A police check is required.
  • The Bionics Institute requires that staff are vaccinated against COVID-19.

This is a 2-year fixed-term contract to with the possibility to renew (contingent on funding).

If you believe you meet the requirements for this position, please submit your application via SEEK or ’Apply’ via LinkedIn. Please include a CV and a brief cover letter addressing the selection criteria. 

Download full position description 

Applications Close:  Wednesday 9th February 2022 11:59pm.

For further information about the research project, please contact the Research Director, Prof James Fallon, by email: [email protected].

The Bionics Institute is an equal opportunity employer and female applicants are encouraged to apply. The Institute is committed to maintaining 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.