This role will provide comprehensive reception and administrative support to the Brisbane office and all HCA offices requiring support.  Tasks include answering phones, greeting and attending to visitors, managing daily postage and couriers, overseeing daily kitchen & office cleanliness, meeting room and teleconference bookings, providing administrative support as required and generally taking responsibility for all office administrative matters. All other ad hoc duties as required. The role is a leave cover for 3 months with a view of extending further and becoming permanent.
  

Key responsibilities:

Finance

• Monthly reminders to be sent to Managers for Corporate Visa expense claims
• Monthly petty cash reconciliations, payroll processing or expense reimbursements as required.

Client

• Manage internal client requirements with a high quality standard of customer service.
• Provide an exceptional level of customer service from reception in greeting external clients and other visitors to the office.
• Maintain a high standard of conduct and work performance to promote Healthcare Australia’s reputation with key internal and external stakeholders.  

Process

• Effective reception processes are kept in place.
• Answering and monitoring phones, transferring calls and handling enquiries appropriately.
• Compliance with organisational policies, procedure and processes, legislative standards and requirements.
• Processing of all incoming and outgoing mail, express post and courier daily.
• Maintaining suitable stock of stationary, kitchen and office supplies.
• Maintaining paper and toner supplies for the office.
• Setting up and clearing all meeting rooms after meetings, providing special attention to boardroom.
• Liaising with building management regarding building issues that need attention.
• Photocopying, scanning and filing.
• Archiving files as required and maintaining online data base of external archives.
• Booking travel arrangements for staff as required.
• Managing Teleconference/Videoconference and meeting room bookings for all corporate staff
• Induction paperwork for all new starters.
• Familiarise and work in accordance with WHS and QMS systems, policies and procedures
• Actively identify, develop and implement business process improvements and efficiencies within your area.
• Perform ad hoc duties and projects assigned by your manager

People

• Maintain positive working relationships with internal and external stakeholders.

This role would suit someone who is open to learning and is looking for a great professional development opportunity.

To be successful in this role you will:

TECHNICAL SKILLS AND KNOWLEDGE
  
Skills:

• MS office skills
• Proven ability to work within the required deadlines with sound time management skills and attention to detail
• Ability to be flexible with working hours
• Demonstrated capacity to maintain confidentiality
• Ability to maintain a professional presentation
• Demonstrated effective communication and team work skills
• Demonstrated commitment to quality performance
• Demonstrated commitment to self-improvement and development
• Knowledge of Occupational Health and Safety Practices

Experience:

• Experience in a proactive role coordinating office administration & managing a front desk
• Knowledge of routine office functions

In addition to the above, the successful candidate will be self-driven, vibrant, passionate and maintain a high level of personal motivation.

You will be available to work during the hours of 8am-4pm Monday to Friday and be based in our office in Woolloongabba.

Open to Australian Citizens/permanent residents only. Only successful applicants will be contacted.