Administrative Assistant – Randwick / Bronte

About the Institute

Located on Gadigal and Bidjigal land (Randwick NSW), Black Dog Institute is the only Medical Research Institute in Australia to investigate mental health across the full lifespan, our aim is to create a mentally healthier world for everyone. For over 20 years, we have been at the forefront of mental health research and have maintained a reputation as the face of mental health research and treatment in Australia. 

Through our unique ‘translational’ research approach, we turn our world-class research into treatments, prevention strategies, clinical services, educational programs, and e-health products. These allow us to continue our work in leading Australia’s population health response, and champion the ongoing conversation of mental health in our society.

Our work is used to distributed through the public and is used to drive evidence informed change across the mental health sector, setting the foundation for a brighter and healthier future for all.

Benefits

• Hybrid work, 3 days per fortnight in office (choose your days, consistent team collaboration days where possible)
• 35 hour work week, flexible hours agreements & 9-day fortnights
• Salary Packaging: $15,900.00 of your base salary tax free & up to $2650.00 meal & entertainment
• Family first, people first culture, we put our research into action at work to make sure we maintain mental health and wellbeing at work
• Pet friendly workplace
• Leave benefits including public holiday swap, gifted annual leave, and wellbeing leave 
• Employee discounts 

The Role

The role of the Administration Assistant is to deliver administrative expertise to the Service Engagement and Operations Department ensuring an excellent customer experience and the smooth and efficient delivery of training programs and services.

This role contributes to the continuous improvement and sustainable growth of Institute programs and services through consistent review, update and introduction of new effective and efficient processes

Duties & Responsibilities

Customer Service and Administration:

• Provide excellent customer service to clients and other external stakeholders.
• Answer and respond to emails and phone calls in a timely and professional manner.
• Monitor and update database (SalesForce).
• Update and develop process documents

Logistics, Operational and Digital Support:

• Timely organisation of logistics for on- and off-site workshop activities.
• Manage venue bookings, catering, travel, and accommodation for face-to-face events.
• Scheduling of online workshops and presentations for workplace, health professional and community programs.
• Provide facilitators with timely logistical (travel & accommodation) information and support for all events.
• Manage post-workshop attendance and accreditation records.
• Support operations for facilitator engagement events.
• Provide administrative support and troubleshooting support for BDI’s Learning Management System (LMS).
• Provide troubleshooting and support for facilitators delivering online workshops on Zoom.

Evaluation Administration and Reporting:

• Administration of workshop evaluation process through relevant platforms.
• Create, review and distribute post-workshop evaluation reports through SocialSuite.
• Provide support to Evaluation Manager as required.

Quality Assurance and Continuous Improvement:

• Lead the review and update of administrative procedures to continuously improve internal and external stakeholder experience
• Raise, log and monitor any issues or complaints in relation to service delivery in the relevant training and digital product Quality Assurance registers

Skills & Experience Required 

• Demonstrated administrative experience and/or project support in an office or retail setting
• High level computer literacy skills, including experience with MS Office applications.
• Demonstrated experience in administration of a Customer Relationship Management platform, Learning Management System or other similar digital platform.
• Experience delivering troubleshooting and support for digital or online applications (e.g. videoconferencing platforms)
• Excellent organisational and communication skills.
•  Well-developed interpersonal and oral communication skills.
• Ability to work independently and as part of a team.

EOO Statement

Black Dog Institute is committed to achieving a diverse workforce that reflects our wider community. We ensure equal opportunity for all, regardless of age, culture, appearance, sexual orientation, lived experience, gender identity, disability and/or family status.

How to Apply

To become a part of the Black Dog Institute team, follow the link to apply and submit your most up to date resume. If you are shortlisted for the role, we will call you and let you know you are successful. Please do not respond to any suspicious emails requesting you to upload your ID or personal details.

We are a 2022 Circle Back Initiative Employer and commit to respond to every applicant.