Administration Assistant

Your role at St John of God Health Care

You will manage and maintain the reception and facility requirements for Group Services at St John of God Health Care Collins Street Office and provide office management support to the GCEO Support Lead and Office Manager.

The Position

• Meet greet and provide a professional and warm welcome to clients and visitors. Announcing of visitors to the appropriate caregiver.

• Manage front desk and reception switchboard answering all incoming calls dealing with enquiries and redirecting calls accordingly.

• Ensure contractors service providers and visitors follow Group

• Occupation Health and Safety management systems including sign-in-and-out issuing of visitor/contractor badges prior to entry.

• Ensure contractors and service providers are in adherence with SJGHC

• Work Permit Procedure and determine if the work / project requires a Work Permit completed prior to the commencement of their work to ensure a safe workplace.

• Ensure all contractor insurance and work certificates are up to date and documented.

• Manage meeting room bookings and assist with major boardroom meetings as required.

• Assist with the booking and connecting of videoconferencing bookings as required.

• Manage car parking requirements for members of Board Trustees and Executive visiting the office when required.

• Organise key office events.

• Arrange Morning Teas Board meetings and ad hoc catering.

• Manage Cab charge allocations and corporate Uber accounts.

• Coordinate the setting up meeting rooms for external SJGHC meetings including provision of tea coffee water etc.

• Ensure meeting rooms are left tidy and clean to a high standard of readiness at the end of meetings for next usage.

• Oversee invoice coding for office costs and arrange coding for Group.

• Reconciliation of property invoices including verifying and balancing of monthly accounts and adhering to OPEX budgets.

• Monitor and replenish supplies in kitchens/meeting rooms and clean coffee machines.

• Assist with Oracle Fusion credit card reconciliation for Group Services Caregivers as directed by GCEO Support Lead and Office Manager

You will have a minimum of four (4) years in a comparable role providing site coordination or office management and supporting a busy team demonstrating to prioritise and manage multiple tasks with competing deadlines. You will possess highly developed and effective interpersonal skills enabling you to build strong working relationships and communicate confidently with a wide range of stakeholders.

To succeed in this role you will demonstrate success in managing corporate accounts (e.g. Corporate Credit Cards Travel accounts) and have experience in reconciling monthly expenditure and monitoring against budgets.

You will demonstrate the ability to work with a variable workload with minimal supervision showing initiative and being self-directed. In addition you will possess well-developed problem-solving skills with an ability to contribute to ongoing improvements. Previous experience in health and medical administration will be advantageous.

All applicants are asked to submit a covering letter (of no more than two (2) pages) demonstrating how you meet the above position requirements.

Above all people will be at the core of everything you do committing to and supporting our Mission and Values.

We can offer you

• Salary: $66608 to $71901 per annum (pro rata for part-time) plus 12% superannuation

• Permanent part-time role working 22.8 hours per week (Monday to Thursday)

• Based in our Melbourne CBD Office (role based on-site)

• Salary packaging up to $18550 on a range of benefits such as mortgage rent meal entertainment holiday accommodation or other everyday living expenses as well as options to salary package benefits above the FBT cap on items such as:

  • Novated leasing

  • work related expenses

  • self-education and

  • additional superannuation

• A healthy work-life balance through flexible work options additional purchased leave and well-being programs

• Employee discount on St John of God Hospital & Medical Services and Private Health Insurance

• Employee support through our dedicated free Employee Assistance Program (EAP)

For enquiries please contact Amanda Ford-Critten Executive Assistant GCEO Executive Office on (08).

If suitable candidates are identified shortlisting and interviews may begin before the advertisement closes and the advertisement may close earlier then detailed.

St John of God Health Care embraces diversity and strongly encourages applications from Aboriginal and Torres Strait Islander peoples and people with disabilities. We are committed to providing a safe environment for all children and vulnerable people in our care and proactively take measures to protect children/vulnerable people from abuse.