• 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:

• Answer incoming calls, greet visitors, and respond to walk-ins and reception emails professionally and promptly, in line with organisational and FIA Code of Conduct standards; process donations and home lottery sales as required.
• 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.

Apply now - don’t delay, we’ll be checking applications as they come in and moving fast!