Administration Services Officer

Collaborate with enthusiastic colleagues in a supportive and fulfilling work environment.
- Generous salary packaging options

**Be the First Point of Contact. Support a Mission That Matters**. At The Hospital Research Foundation Group (THRFG), we’re committed to improving health and wellbeing through impactful research and community support. As the Administration Services Officer, you’ll be a vital part of our front-line Reception team - welcoming visitors, supporting internal departments, and ensuring seamless daily operations across THRFG.

In this dynamic and people-facing role, you’ll deliver exceptional customer service while providing high-quality reception and administrative support. You’ll be the face of the organisation for both external stakeholders and internal teams, managing enquiries with professionalism and warmth. You’ll also play a key role in supporting administrative projects and assisting the broader Administration Services Team with a wide range of office coordination tasks.

If you're an organised, proactive team player with a passion for customer service and administrative excellence, we’d love to hear from you

**About THRFG**

THRFG is an impactful and dynamic profit for purpose organisation, with national and international impact. Our purpose is simple - together, fight for better health and wellbeing for our community through life-changing medical research and improved healthcare.

We’re looking for individuals who possess:

- Proven experience as a professional front-facing representative, with strong knowledge of office procedures, administrative systems, and customer service best practices.
- High-level interpersonal and communication skills, with the ability to engage effectively with internal and external stakeholders across all levels.
- Strong organisational and time management skills, with the ability to prioritise tasks, manage complex queries, and meet deadlines in a fast-paced environment.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), with experience using phone systems, databases, CRMs, and tools like Adobe and Dynamics.
- Demonstrated ability to work both independently and collaboratively within a team, contributing to positive team culture and operational efficiency.
- Knowledge of privacy and confidentiality protocols, with the ability to handle sensitive information professionally.
- Minimum 2 years’ experience in a Reception or Administration role; experience in nonprofit or healthcare settings is desirable but not essential.

**About the Role**

Reporting to the Executive Support Manager, the Administration Services Officer will:

- Manage meeting rooms, reception and volunteer areas, photocopier and storage rooms - ensuring areas are tidy, bookings are coordinated, IT and catering needs are met, and supplies are regularly restocked.
- Coordinate daily office operations including mail handling and distribution, ordering stationery and groceries, managing archiving and off-site storage, and maintaining the cleanliness and function of common areas.
- Support staff onboarding by coordinating inductions, setting up building access, organising uniforms, name badges and staff photos, and assisting with Induction Days and Site Tours.
- Process and reconcile donations and lottery ticket sales, maintain and update donor information in Dynamics CRM, generate manual receipts, and work with the Business Systems Lead to resolve data inconsistencies.
- Assist with AV setup for meetings and address technical issues; oversee maintenance requests for photocopiers, electrical, plumbing, gardening, and keep relevant registers and procedures up to date.
- Provide general administrative and event support including thank-you and welcome pack mailouts, funeral donation processing, fleet car bookings, staff travel coordination and contributing to a positive and professional team culture.

**What we offer at THRFG**
- ** More than just a job**:Join a team deeply connected to our cause and the positive impact we create in the community.
- ** Mission-Driven Impact**: Make a tangible difference in the lives of others while utilising your high-level interpersonal and administration skills.
- ** Growth Potential**: Be part of a rapidly expanding team, with opportunities to develop your expertise and take on greater responsibility.
- ** Flexibility**: Enjoy the benefits of a hybrid work environment, allowing for a healthy work-life balance.
- ** Salary Packaging**: Maximise your take-home pay with generous salary packaging options.
- ** Join a Dynamic Team**: Collaborate with enthusiastic colleagues in a supportive and fulfilling work environment.

If this opportunity excites you, check out the detailed Position Description for more information.

If you’d like to learn more, for a confidential chat please contact Marina Lonic on (08) 7002 0898.