Administration Assistant, Facilities

About The RACP

The Royal Australasian College of Physicians (RACP) connects, represents, and trains physicians and trainee physicians across Australia and Aotearoa New Zealand. The RACP provides services to support the delivery of training, continuing professional development, and health policy and advocacy to medical health professionals.

Our Values

• Accountable
• Collaborate
• Indigenise and Decolonise
• Lead the way
• Respect

Why Join Us?

As part of our team, you will be offered a competitive remuneration salary and access to some amazing benefits including, additional paid leave between Christmas and New Year, paid parental leave, free annual flu vaccinations, professional development opportunities, access to our Employee Assistance Program, special corporate discounts and more! To view all our benefits, visit www.racp.edu.au/about/careers-at-racp.

Job Description

In this role you will provide full administrative support to the Facilities function on a day-to-day basis to ensure activities and initiatives progress in an effective and efficient manner. The role supports Facilities objectives through quality administration and support, reliable information sharing and management, exceptional customer service and relationship development.

The position is based in office from the Reception/Concierge desk, at 1 O’Connell Street, Sydney, 8:30am to 5pm, Monday to Friday.

The Facilities function incorporates both reception/concierge and building services and is responsible for a variety of support services such as mail and couriers, archiving, welcoming and directing guests, stationery, office consumables, parking management, security, building maintenance (both planned preventative and reactive) and planned capital refurbishments works for leased and owned office.

Key Duties Include

• Provide front of house reception/concierge functions such as meet and greet visitors, manage intercom, dispatch, receive and distribute mail and couriered items (as required), inventory management, and staff stationery orders.
• Manage or assist with accurate and comprehensive document and information management including record keeping, policy updates and version control, invoice coding, business reporting, procedure documents, project filing, and data entry.
• Support teams using the space management booking system, back-end system configuration, and troubleshooting.
• Support the Procurement team, covering leave and administration tasks as required.
• Contribute to a cohesive and collaborative team environment by sharing information, supporting and assisting colleagues in a proactive way to meet goals and deadlines.
• Assist with project delivery and administration. Assist with any other ad-hoc administration activities as required.
• Support the Events team with event delivery, VIP activity, room set up etc as required.

Desired Skills And Experience

• Solid experience in providing a full range of administrative support to a team.
• Intermediate proficiency in using a range of software applications including MS Office – Outlook, Word, Excel, Visio – and databases.
• Well-developed written and verbal communications skills with a focus providing strong customer service.
• Excellent organisational and time management skills with the ability to establish priorities and manage workloads.
• Exposure to projects and/or familiarity with providing project support to one or more colleagues within a deadline-oriented environment. Well-developed prioritising and deadline management capabilities to meet the changing needs of the team.
• Strong professional customer service focus with an ability to build effective working relationship at all levels of the organisation.
• Ability to multi-task activities while maintaining a high attention to detail.
• Proven ability to work in a collaborative team environment and independently.
• Strong interpersonal skills with inherent sensitivity to confidential information.
• Ability to perform duties responsibly under limited supervision to ensure the achievement of team goals.

IT Capabilities

• Microsoft Office Suite
• SharePoint
• Video/teleconferencing platforms

Key skills/competency

• Administrative Support
• Facilities Management
• Customer Service
• Reception Duties
• Office Management
• Microsoft Office
• Document Management
• Project Support
• Communication Skills
• Time Management