Casual Administrative Officer / Receptionist at University of Melbourne

, , -

Full Time

Start Date

Immediate

Expiry Date

16 Jul, 26

Salary

0.0

Posted On

17 Apr, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Reception, Administrative support, Customer service, Appointment scheduling, Communication, Interpersonal skills, Data entry, Problem-solving, Time management, Office equipment maintenance, Procurement, Triage, Record keeping, Attention to detail

Industry

Education Administration Programs

Description

Role type: Casual Department/ School: Student and Scholarly Services Salary: UoM 4.1 The University of Melbourne We take pride in our people, who all contribute to our mission to benefit society through the transformative impact of education and research. Discover more via our website. Your next career opportunity The Administrative Officer / Receptionist is responsible for the provision of high quality, professional and efficient reception and general administrative services to clients, CAPS staff, and the University community. This includes being the first contact for clients into the service and maintaining the counselling appointment system. The position also provides general administrative support for the delivery of a range of psychological services programs including group counselling, workshops, and mental health training. Your responsibilities will include: Ensure a warm and prompt welcome to clients (in-person or over the phone) and respond appropriately to their needs by making an appointment, providing information and assistance, or referring them outside of CAPS. Maintain the CAPS appointment booking and scheduling system by keeping it accurate and up to date in terms of booking/cancelling/rescheduling appointments and recording data. Maintain the reception and waiting areas including restocking supplies. Ensure office equipment is maintained in good working condition and assist with maintenance, and procurement of supplies. Actively contribute to a safe, respectful, healthy, and inclusive workplace environment and team culture that fosters innovation, teamwork, high achievement, continuous improvement, and job satisfaction. Communicate operational and scheduling updates to affected staff, ensuring timely awareness of any changes that many impact workflows or service delivery. You may be a great fit if: Take pride in being the first point of contact and creating a welcoming, professional first impression. Have excellent interpersonal and communication skills, both in person and over the phone. Have strong judgement and can confidently assess and communicate the urgency of requests. Are highly organised and skilled at prioritising tasks in a busy environment. Enjoy problem-solving and can think on your feet when handling a variety of enquiries. Bring a polished, friendly telephone manner and a commitment to great customer service. Thrive in a role where no two days are the same and can manage multiple administrative requests with ease. You may also: Support the coordination of psychological services programs including group counselling, workshops, and mental health training, and other programs as required. This includes keeping track of registrations and attendance, preparing resources and materials, and venue booking and scheduling. Actively contributes to service improvement initiatives by identifying themes, potential areas of improvement, and supporting the implementation of changes to enhance service delivery. Monitor, respond to, and triage incoming emails, ensuring timely and appropriate action or escalation where required. Send daily SMS appointment reminders to clients to support attendance. Perform other tasks as requested by the supervisor. Your new team – Counselling and Psychology (CAPS) Counselling and Psychological Services Counselling and Psychological Services (CAPS) is part of Wellbeing Services in SASS. CAPS provides enrolled students and staff with a range of pathways to free, confidential, short-term psychological support, delivered by mental health practitioners experienced in the University environment. These include short-term individual counselling, group programs, workshops, training, online resources, and consultancy. The University is committed to an on-campus experience, and CAPS primarily offers in-person services, with the option of telehealth appointments. CAPS is led by a Head of Service, with three Senior Psychologists/Clinical Leads and an Administrative Lead overseeing the day-to-day operation of CAPS, and comprises around 30 team members including Counsellors, Locum and Psychology Registrar Counsellors, Intern Counsellors and Reception/Administration staff. Be Yourself The University of Melbourne is an Equal Opportunity Employer and a child-safe organisation. We believe the diversity of our community enriches us all, and we are committed to creating an inclusive and fair workplace where everyone is valued, respected, and empowered to succeed. We welcome applicants from all backgrounds, identities, and experiences. Discover more about Diversity and Inclusion at UniMelb. We're committed to a barrier-free recruitment process and ongoing workplace support, providing reasonable adjustments throughout. We warmly encourage applications from people with disabilities. For assistance, please contact Kim Groizard on +61 3 9035 3218 or at hr-careers@unimelb.edu.au (subject: 'Recruitment Adjustments'). Contact details for other enquiries are located at the bottom of this page. Find more information for applicants requiring reasonable adjustments. Aboriginal and Torres Strait Islander Applicants We aspire to be the University of choice for Indigenous Australians. Our Indigenous strategy, Murmuk Djerring outlines our investment and support for Aboriginal and Torres Strait Islander staff and students. Indigenous applicants are encouraged to connect with our Indigenous Employment & Development team at oied-hr@unimelb.edu.au for further information and support. Please note: This role requires current valid work rights for Australia. Visa sponsorship is not available. A Working with Children Check (WWCC) is required for all positions. If successful, we'll guide you through the WWCC application process during onboarding and reimburse the cost. Join Us and unlock your career potential! If this role is right for you, please apply with the following documents: Resume Cover Letter outlining your interest and experience Applications close: 26 April. 11:55 PM; Melbourne time zone. Position Description: JR-012562 Casual Administrative Officer - Receptionist PD.pdf JR-012562 Casual Administrative Officer - Receptionist PD.docx Explore leadership opportunities to shape the future and growth of the University of Melbourne - Executive Opportunities Welcome to the University of Melbourne – where our vision for positive societal change creates impact. Join our community of world-class thinkers, where innovation thrives, and your ideas shape the future. Why choose us? You'll work among the best, pushing the boundaries of knowledge with passion. Whether you're driving groundbreaking research, inspiring the next generation through teaching, or providing essential professional services, we empower you to excel. At the University of Melbourne, your potential is our priority. Elevate your career, make a real difference, and be part of a diverse community that values your unique contribution. Your journey to professional and personal growth starts here. Discover more at - https://about.unimelb.edu.au/ At the heart of our mission is a commitment to enriching society through education and research. Through our strategy "Advancing Melbourne," we're not just shaping our own future; we're shaping the future of the state, the nation, and our global community. Together, we propel Australia forward, positioning it as an ambitious, forward-thinking leader on the world stage. Our staff play a key role in elevating Australia's reputation and influence globally. Your contributions are the driving force behind our ambition to be a leading force for positive change. Join us, and let's advance Melbourne – and the world – together. Discover more The University has committed to a strategic vision which aims to create a thriving, fair and diverse university community, working together respectfully to make a difference to each other and in the world. Join us on our journey to build a future where everyone in our community can feel a strong sense of belonging, and diverse perspectives fuel success. Discover more Want to know more about us, our processes, or future opportunities? We would love to connect with you! Get in touch with our friendly Talent Acquisition team at hr-careers@unimelb.edu.au

Responsibilities

The Administrative Officer provides professional reception and administrative support, including managing appointment systems and client inquiries. They also assist in coordinating psychological service programs and maintaining office operations to ensure a welcoming environment.