Administration Assistant
University of Melbourne
Job Overview
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Job Description
About the Role
As an Administration Assistant at Grimwade Conservation Services, part of the University of Melbourne, you will play a crucial role in supporting specialist conservation treatments and projects. This position involves managing administrative operations, liaising with clients, and ensuring adherence to safety standards, all while actively contributing to the vital preservation of cultural heritage.
This is a Part-time (0.6FTE) fixed-term role until March 2027 within the Robert Cripps Institute for Cultural Conservation, hosted by the Faculty of Arts.
Key Responsibilities
- Manage Administrative Operations: Oversee daily tasks including mail distribution, telephone enquiries, and procurement of office supplies to ensure smooth departmental functioning.
- Ensure Accurate Invoicing: Collaborate effectively with the Finance team for the issuance, reconciliation, and cross-checking of client invoices, addressing any discrepancies promptly.
- Maintain Safety and Compliance: Conduct regular OHS lab inspections, manage the Chemical Manifest, facilitate contract and staff inductions, and ensure all equipment maintenance and safety procedures are strictly followed.
- Support Conservation Projects: Provide essential logistical support for meetings and events, and assist with basic conservation tasks under direct supervision.
About You
You are a highly detail-oriented graduate with a strong interest in conservation and the arts. You possess excellent communication skills and a proven ability to manage diverse administrative tasks effectively.
Ideal candidates may also have:
- Prior administrative experience, particularly involving invoicing and procurement processes.
- Exceptional attention to detail and strong data management capabilities.
- Demonstrated collaborative approach and strong interpersonal communication skills.
- An appreciation for cultural sensitivity and cross-cultural issues pertinent to conservation.
- Familiarity with health and safety procedures, especially those related to chemical handling.
What We Offer
The University of Melbourne is committed to investing in its people, offering a comprehensive benefits package designed to support your success and well-being. Benefits include:
- Supportive flexible work arrangements promoting work-life balance.
- Progressive and considerate leave provisions.
- Salary packaging options and access to discounted services, including Bupa health insurance.
- Health and well-being services, featuring a leading Employee Assistance Program.
- Professional development opportunities to unlock your career potential.
Your New Team: The Robert Cripps Institute for Cultural Conservation
Established in 2025, the Robert Cripps Institute for Cultural Conservation is a University-wide institute dedicated to addressing global challenges in cultural heritage, such as climate change, conflict, and economic impacts. Enabled by a significant $15 million donation, the Institute aims to transform cultural health through world-class research, education, and community programs, setting the highest standards in partner-engaged cultural conservation.
Diversity and Inclusion
The University of Melbourne is an Equal Opportunity Employer and a child-safe organisation. We celebrate diversity and are committed to creating an inclusive workplace where everyone is valued and empowered. We actively encourage applications from all backgrounds, including Aboriginal and Torres Strait Islander applicants and people with disabilities, offering reasonable adjustments throughout the recruitment process.
How to Apply
If this Administration Assistant role aligns with your aspirations, please submit the following documents:
- Your Resume.
- A Cover Letter outlining your interest and relevant experience.
- Responses addressing the Selection Criteria found in the Position Description.
Please note: This role requires current valid work rights for Australia, and visa sponsorship is not available. A Working with Children Check (WWCC) is also required for all positions.
Key skills/competency
- Administrative Operations
- Invoicing and Financial Reconciliation
- OHS Compliance and Inspections
- Data Management
- Procurement
- Client Liaison
- Project Support
- Cultural Heritage Awareness
- Communication Skills
- Attention to Detail
How to Get Hired at University of Melbourne
- Research University of Melbourne's culture: Study their mission, values, recent news, and employee testimonials on LinkedIn and Glassdoor.
- Customize your Administration Assistant resume: Highlight administrative support, invoicing, OHS compliance, and cultural heritage experience, aligning with the job description.
- Craft a compelling cover letter: Emphasize your interest in cultural conservation and detail how your skills benefit Grimwade Conservation Services.
- Prepare for competency-based interviews: Practice responses showcasing your organizational skills, attention to detail, communication, and problem-solving abilities.
- Showcase your passion for heritage: Articulate your genuine interest in conservation and the arts during your University of Melbourne application.
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