Organisation: Department of Defense
Job Title: Officer APS 2 Purchasing Officer
Word Limit: 400 words per criterion
Location: Karratha WA
Demonstrated ability to manage financial and non-financial resources including the procurement of goods and services
In my current and previous positions within the Department of Defence, it has been an integral part of my role that I effectively manage resources, both financial and non-financial. As an experienced administrator across a number of industries, resource management has always been vital to my success. This can be evidenced by
The demonstrated ability to ensure resources are managed in a sustainable manner. On commencement in my position at Leeuwin Barracks as Transport Co-ordinator, I discovered that the 28 vehicles that were under my management had not been serviced, in most cases, for over a year. To address this situation I set up a scheduled service roster for all vehicles and once a month allocated a day for services due that month to be carried out. To reduce the impact on personnel who depended on these vehicles, I sourced a well-priced local mobile mechanic who was willing to work on base. Additionally, to ensure that the services took place as scheduled, I communicated via email to those with home garaged vehicles, the day and minimum time period the vehicles would be required and also arranged replacement vehicles as necessary. This improved resource management resulted in fewer breakdowns and less cost to the base financially and to personnel in wasted time and effort.
- A proven capability of procuring cost effective goods and services in a remote location. Due to the remoteness of Karratha and the limited services available, it can sometimes be difficult to source local providers of specialist services. When I started as medical receptionist at Taylor Barracks, I began the process of liaising and negotiating with local health providers so that Members could access services locally that they had previously travelled to Perth for. This included two local physiotherapists and an optometrist, along with other services. The result has been a significant saving in time and expense, not to mention the benefit to Members of receiving prompt medical attention.
My tenacity and skill in procurement of goods and services, even those that are hard to obtain in remote locations is evident. I am able to research and analyse various options for supply and then present that information to the relevant stakeholders, enabling them to make an informed and efficient decision.
Well-developed computer skills to record, analyse and accurately manage data through software applications and the ability to quickly acquire knowledge of new software applications
Throughout my career, I have had significant exposure to multiple software applications and data management systems. I have a good knowledge of the Defence Restricted Network (DRN) having used it extensively over the past few years and other Defence applications. My ability in this area is shown by
- A demonstrated capacity to rapidly acquire the necessary knowledge of software systems and use them to manage data accurately. On commencement in the role of medical receptionist in Karratha, I discovered that no medical records of the local Members had been electronically filed. All files were hard copy only. The base had acquired the JeDHI system just prior to my engagement. I was given only two days of training on the system in Perth. On my return to Karratha, I began the process of accurately setting up new records for all personnel in JeDHI and transferring data. Now the medical centre is fully computerised, allowing the Senior Medical Officer to instantly access and assess medical records and to analyse data on referrals, medicals, dental visits and using other parameters.
- The proven ability of using my software skills to create processes that are more efficient. As transport co-ordinator at Leeuwin Barracks, I could see that there was a need for a more efficient booking system for vehicles to avoid double bookings and frustration on the part of personnel. On the DRN, I setup a system that allowed users to request bookings through the calendar and to see what was already booked and unavailable. I designed this system so that each time a booking request was made I received a notification, enabling me to be instantly aware of new and ongoing requirements and to respond appropriately. The result was a much more efficient and transparent system which assisted everyone.
In addition to my two most recent roles, my previous work in recruitment, with Centrelink and in human resources has always involved a large volume of data management and required a high degree of accuracy and analysis. Maintaining accurate records and using software applications to analyse and mine data is something at which I excel.
Demonstrate an understanding of stocktaking environment and processes.
I clearly understand the importance and necessity for accurate, regular stocktaking and the processes involved in doing so. This can be seen through
- A record of accurate stocktaking as an asset holder. As transport coordinator for the Department of Defence, I was the asset holder for up to 28 vehicles as well as their contents, first aid kits, tools and other items. After receiving the printout of the asset register, I diligently carried out a thorough stock take and ensured that all assets were accounted for. In some cases, there were assets on my register that were no longer valid and I was required to go back through paperwork to locate the asset and when necessary, prove that the records needed to be corrected to reflect the new asset location. When dealing with vehicles, this stocktake process can be challenging, as obviously they are mobile in nature. On one occasion, I had to track down an ambulance to where it was regularly stationed and inventory all of its contents as well as check the ambulance itself had the correct identifiers. The result was always achieving a successful and complete stocktake.
- My experience with audits has equipped me with the necessary understanding of the stocktaking environment. Although not a physical stocktake, I have held many positions where regular auditing of paperwork and data records was undertaken, in effect, a data stocktake. This was particularly the case in my positions at Centrelink and with Defence Recruiting. My ability to maintain accurate and up-to-date records through the effective use of spreadsheets and other reporting tools has always enabled me to be successful in these processes and remain compliant with relevant policies and guidelines.
In my experience, due to the sometimes repetitive nature of stocktaking and of maintaining accurate records many people find it difficult to carry out due diligence in this area. However, being someone who is highly organized and dedicated to excellence in administration, I have always been thorough, efficient and accurate in every situation.
Effective communication skills, both oral and written, to liaise effectively with Defence and civilian personnel, including service providers and stakeholders.
Having excellent interpersonal skills is essential in being able to liaise and negotiate with all stakeholders to achieve satisfactory outcomes. This is something I do exceptionally well and I consider two of my key attributes to be effective communication and the ability to develop professional working relationships. This is evidenced through
The demonstrated ability to liaise and communicate effectively with external service providers. Being able to communicate with local health providers has been essential to the success of my current position. These providers had not had much communication for some time and the expectations and requirements on both sides of the equation were unclear, resulting in a great deal of confusion. It was necessary to develop, define and implement new processes and procedures. Consequently, we now have clearly defined procedures and our external providers understand what is expected of them and in return, what they can expect from us. This has resulted in better and more professional working relationships.
- Proven negotiation skills that enable me to reach solutions while taking into account the priorities of Defence personnel and external stakeholders. It has been necessary to renegotiate Service Level Agreements (SLA’s) with some providers and to establish new agreements with providers commencing the provision of services to the Department of Defence for the first time. This has required extensive liaison with all interested parties to ensure everyone’s needs were being met including those of, Medibank Health Solutions, the local Warrant Medical Officer, the Commanding Officer and the external providers themselves, all while maintaining a high standard of duty of care and confidentiality. Establishing proper governance that meets the required guidelines and standards for all interested parties has resulted in clearer and more reliable working arrangements.
The above examples in combination with my previous experience in human resources, demonstrates I have well-developed communication and negotiation skills and that I am capable of liaising at all levels with relevant stakeholders.
Demonstrated organizational skills and the ability to manage competing priorities and respond and adjust to changing work demands.
Working just three hours a day, most days, means I have to be exceptional at prioritising tasks in order to respond in a timely way to demands made on my time. Being a skilled organiser enables me to juggle the competing demands of the workplace. This can be observed through
- The smooth organization of appointments and travel arrangements for Military Members in my current role. Ensuring that all pieces of the puzzle are in place for Members to attend specialist appointments, especially those involving travel, is vital to making sure everything runs well. These appointments require multiple schedules and issues be taken into account including, the Member’s schedule, the availability and booking of specialist appointments or sometimes multiple appointments, the availability and timing of travel arrangements, the availability of accommodation and the timing of receipt of approvals and appropriate paperwork from Medibank Health Solutions. To ensure these requirements are all met, I have developed a specific systematic system that ensures nothing is forgotten or left undone. This saves everyone time and unnecessary expense from wasted travel.
- The successful coordination and organisation of Remote Locality Aptitude Testing (RLAT) for potential Army Reserve Members in the Pilbara district during my time with Defence Recruitment. Due to the distances involved in travelling through northern Western Australia, it has been difficult, traditionally, to organise these events. When I was given the assignment to coordinate these recruitment events I was able to develop and establish a new system, which enabled more of the process to be completed within a shorter timeframe and required less travel on the part of the candidates. This involved a finely tuned operation coordinating testing, interviews, police clearances, other relevant paperwork and the schedules of all personnel involved along with the potential enlistees themselves. In the two years I managed the project there were more Army Reserve Members enlisted in the Pilbara region than had done so in the previous five-year period.
My focus has always been on mission critical service delivery and I have the proven ability to rapidly respond to changing priorities and demands within the workplace. My organisation skills are excellent and I thrive in an organisationally challenging role.
