About the role
We are seeking a proactive and organised Administration Officer to support the day-to-day operations of our Mt Waverley office, as well as the broader Pharmacy and Compounding divisions. In this dynamic, people-facing role, you’ll be the go-to person for office coordination, team support, events, travel bookings, and administration — keeping everything running smoothly behind the scenes.

This is a permanent full-time position, with office-based work from Monday to Thursday, and the flexibility to work from home on Fridays. The working hours are 9am to 5pm, ensuring a great work-life balance while being part of a growing and supportive team.

Working closely with the Business Support Officer and a variety of stakeholders across the organisation, this role is ideal for someone who enjoys variety, takes pride in creating a great workplace experience, and thrives in a collaborative, fast-moving environment.

Key Responsibilities

• Greet visitors, manage front-of-house duties, and maintain a professional and welcoming office environment
• Organise meeting rooms, internal events, catering, site activities (e.g. birthdays, farewells), and on-site functions
• Maintain communal areas, kitchen supplies, and equipment (e.g. coffee machine); support facilities requests and issue logging
• Conduct site inductions and coordinate welcome activities for new team members
• Book and manage travel for staff across multiple teams; maintain travel portal access and Uber account
• Organise internal and external training sessions, forums, strategy days, and related logistics
• Order uniforms for Pharmacy sites and manage operational systems like the PPA portal and internal inboxes
• Provide day-to-day support to Pharmacy and Compounding Managers and the Business Support Officer (BSO)
• Assist with planning and coordination of external events, including conferences, sponsorship events, and renewals
• Support the Client Relations team with admin tasks, travel, POs, project coordination, and tender submissions
• Create and code POs for various teams and assist with invoice approvals for Head Office
• Cover team members on leave and complete miscellaneous administrative tasks as required

Why choose us?
Icon Group is a global healthcare provider with operations across Australia, New Zealand, Singapore, Hong Kong, China and the UK. With over 3,500 employees, we deliver integrated cancer care through a network of cancer centres, chemotherapy compounding facilities, specialist pharmacies, and the largest private cancer clinical trials program in Australia.

We are united by a common purpose – to deliver the best care possible, as close to home as possible. Our success is driven by our team, and we are committed to helping you grow through meaningful development opportunities, genuine support, and connection with colleagues who care.

Who are we looking for?
We’re looking for a motivated, personable, and highly organised administrator with a genuine passion for supporting teams and creating great experiences.

Suitability Requirements

• Previous experience in a similar administrative or office coordination role
• Strong communication and interpersonal skills, with the ability to work well with a variety of stakeholders
• High level of organisation and attention to detail, with the ability to manage multiple tasks and meet deadlines
• Confident with technology and systems, with experience using Microsoft Office and other business tools
• A proactive, can-do attitude and a willingness to take initiative and support the team wherever needed

Desirable

• Experience working in healthcare, pharmacy, or a regulated industry
• Familiarity with procurement or travel booking systems (e.g. Concur, Egencia)
• Event coordination experience (internal or external)
• Understanding of office-based WHS procedures or exposure to facilities support

Icon Group celebrates diversity and is committed to creating an inclusive workplace for all employees. We encourage applications from all diverse backgrounds.

Here are just a few of the benefits available with Icon Group

• Access to Novated Lease Options: Pay for your car, rego, insurance, fuel, and servicing with pre-tax earnings – potentially saving you thousands!
• Rewards Portal: Discounts and cash-back on experiences, travel, dining & shopping.
• Employee Assistance Program: Access confidential external counselling and support services. Talk about work, money, family and everything in between with extensively trained professionals.
• Development Pathways: We love hearing how we can help you thrive in your career! Set individual goals with leaders across the business and we’ll help you grow with us.
• Online Courses: Free access to an abundance of online courses in both clinical and non-clinical categories.
• Paid Parental Leave and Extra Annual Leave: Supporting you both personally and professionally.

To Apply
Please attach a resume and cover letter showing us why you’d love to join us, and what makes you a great fit for the role.

Pre-Employment Health Requirement
Icon is committed to managing the risk of transmission of specified vaccine preventable diseases (VPDs). Certain roles may require the successful candidate to show evidence that they have been vaccinated against or are not susceptible to specified VPDs.