Administration Officer

Carlton, Melbourne VIC

Part time (0.6 or 0.8 FTE / 3 or 4 days), 12 months fixed term contract

• Contribute to a small, collaborative, and engaged team
• Use and develop your knowledge and skills
• Enjoy work-life balance and a great culture
• Join an organisation that is making a difference

Join a think tank that is making a difference.

Grattan Institute is a highly regarded public policy think tank, based in Melbourne. It was founded in 2008 to provide independent, rigorous, and practical solutions to some of Australia's most pressing problems.

We are looking for a versatile Administration Officer to join our Central Services team. This is a part-time fixed term parental leave cover role based at our office in Carlton. 

What will you be doing with us? 

This role will work across the various functions of the Central Services team, with its core functions being general and publications administration. Typical duties for the role are listed below. The exact mix of duties will depend on the successful candidate’s knowledge, skills and experience. 

Typical duties:

• Support Grattan’s leadership, in particular the CEO, in coordinating meetings and speaking engagements, and arranging travel and accommodation, including during busy periods such as report releases and Federal Budget;
• Monitor incoming correspondence and calls, including media enquiries;
• Maintain the key metrics registers of CEO and Program activities, and prepare monthly and quarterly metrics reporting;
• Support office operations and communications, procuring and maintaining office equipment and supplies, liaising with University IT and other suppliers as required;
• Assist processes for staff onboarding, induction, and offboarding as required; and
• Complete other administrative tasks to support other members of the Central Services team and wider Grattan team.

Our Ideal candidate:

• Organised, with attention to detail and a drive for high-quality work.
• Experience supporting executives or senior leaders;
• Effective communicator with strong writing skills and good people skills, including over the telephone;
• Highly competent computer skills/ confidence using tech & troubleshooting;
• Demonstrated ability to effectively prioritise workloads in a fast-paced environment;
• Works collaboratively with staff across all levels of an organisation;
• Confidence to work with a level of autonomy on a variety of tasks, and sees opportunities to take initiative;
• Ready and willing to learn how to use new types of software programs;

Not essential, but advantageous:

• Experience as an executive assistant to a senior executive or head of organisation, or as a project officer for a public facing consultation or engagement process.

If you are an energetic self-starter who enjoys working as part of a small team and is looking to contribute to a meaningful organisation, we want to hear from you. 

What will we offer you?

You will be joining a great group of people who are intellectually curious, love their work, and are passionate about what they do. We foster a work culture where people are valued and appreciated. We enjoy each other's company and come together weekly for soup lunch. We also share birthdays, table tennis tournaments, and local coffee trips. We offer a competitive salary and other employee benefits including flexibility, salary packaging, a book club, bike storage, fresh fruit, and a well-stocked kitchen.

This role is set as 60% or 80% of a full-time load, or the equivalent of three or four full working days per week.  As an internal support role, the role is expected to be worked predominantly in the office, with limited opportunity for remote work. Mondays are non-negotiable (all staff are onsite). Other days can be discussed at the interview stage.

The salary range (inclusive of super) is a pro-rated amount of a full-time salary package of between $80,000 - $87,000.

next steps

To submit your application, please click ‘Apply Now’ by the closing date.

Please read the details of this job advertisement carefully, as most FAQs have been outlined in the description. Further details can be found on Grattan’s careers page – click here.

If you have a query that isn’t addressed in this advertisement or on the careers page, you can email the HR Team at careers@grattaninstitute.edu.au using the subject line: Administration Officer enquiry via EthicalJobs. 

Allow at least 2 days for a response.