- Respected global research organisation
- Make an impact on global health outcomes
- Newtown location
The George Institute (TGI) is 700+ people around the world, all focused on improving the health of millions of people worldwide. As a medical research institute affiliated with leading universities and with projects in approximately 50 countries, we are challenging the status quo in healthcare to:
- Find better treatments for the world's biggest health problems
- Transform primary health care to support better health for more people
- Harness the power of communities, governments and markets to improve health
We have a new opportunity for a Personal Assistant to join our Research and Professional Support Services team.
The Personal Assistant is responsible for providing high level secretarial and administrative support to The George Institute Australia, Professoriate.
The Personal Assistant will work collaboratively with key stakeholders across the organisation to develop and implement administrative process improvement with systems, procedures and assist with operational strategies across The George Institute, Australia, while developing the administrative support to the Professoriate team.
The Personal Assistant may be required to provide leave coverage and support to the Executive Assistant to the Executive Director AU.
Duties and Key Responsibilities
- Strategically manage the calendar of appointments to effectively allocate the Professoriate’s time with key stakeholders
- Prepare for and provide support for meetings eg invitations, catering, ordering supplies, build presentations , audio/visual equipment, etc.
- Process purchase orders, invoices, expense reimbursements and Concur reconciliations
- Coordinate signatures for forms, letters etc requiring Professoriate and/or other signatures
- Attend meetings, preparing agenda and take minutes
- Liaison with the Institute’s travel agency to book flights, accommodation and airport transfers and prepare itineraries
- Arrange overseas travel visas, complete online applications, arrange appointments
- Day-to-day administrative duties for the Professoriate - handling incoming and outgoing mail, answering phone calls, taking messages, meet and greet clients, printing, photocopying, scanning, collating, binding and filing of reports and documents, etc Work closely with other Administration staff as required ensuring teamwork across the office
- Maintain and update the Professoriate’s curricula vitae, list of publications, and other academic contributions.
- Maintain the Professoriate team’s online profiles e.g SAPPHIRE, UNSW ROS, ORCID, GOOGLE Scholar
- Assist with the preparation of reports, grant applications and publications.
- Prepare PowerPoint presentations as required.
- Draft and prepare correspondence and reports for approval by the Professoriate
- Assist with Professoriate’s committee commitments
- Provide PA support other senior staff as required
- Oversee activities of future administration staff supporting the Professoriate, ensuring the team provides the highest quality service to across programs.
- Lead team development and training to ensure continuous quality improvement.
- Oversee quality and timely service delivery of day-to-day operations tasks
As a Team Member
- Participate in special projects to improve processes, tools, systems and organisation;
- Take responsibility for personal learning and development and for setting achievable and meaningful work objectives and managing personal targets, meeting obligations of The Institute’s Performance Management and Development Policy;
- Demonstrate commitment to The Institute’s organisational values, including performing to an exceptionally high ethical standard and focus on integrity, collaboration and teamwork in all efforts.
As a Team Manager
- Ensure your team is aware, trained and adheres to all compliance issues and practice of the work area and always adheres to local legislation and Institute policies and procedures (e.g. matters of confidentiality, privacy, Intellectual property, etc.);
- Be responsible for managing performance of team members, including ensuring all plan and agree on sound and rigorous work and personal objectives, have a clear understanding and commitment to work timeframes and ensure regular review to meet obligations of The Institute’s Performance Management and Development Policy;
- Act as a role model to ensure the team’s commitment to The Institute’s organisational values, ensuring that they perform to a high ethical standard and focus on integrity, collaboration and teamwork in all efforts.
Skills, Knowledge and Experience
- Several years experience as a Senior Administration Assistant
- Proficient in the use of the Microsoft Office suite of products, including Word, Excel, PowerPoint and Outlook
- Strong general administration skills and experience
- Ability to produce high quality work with attention to detail
- Ability to work effectively independently and in a small team environment and maintain sensitive and confidential relationships with a wide range of stakeholders
- Ability to work effectively with staff at all levels of the organisation, including senior management
- Ability to evaluate and recommend changes to existing processes and procedures for greater effect
- Excellent written communication which is methodical with excellent attention to detail
- Excellent time management and organisational skills
- Excellent interpersonal and verbal communication skills with the ability to build rapport with internal and external stakeholders quickly
- Strong understanding of how research grants are applied and implemented in Australia and internationally.
For more information, please see the Position Description here