Organisation: Executive Assistant to Chief Executive (Governance)
Job Title: Executive Assistant to Chief Executive (Governance)
Word Limit: 350 – 500 words per criterion
Location: Queanbeyan, NSW
Demonstrated experience in providing high level managerial support senior executive, including management of papers, agendas, minutes and action related matters
A competent and resourceful administration professional, I have extensive experience providing high-level managerial support to assist busy executive teams in a corporate environment. I have a thorough working knowledge of administrative functions, office practices and customer service principles, best demonstrated through 27 years of employment with the Southern New South Wales Local Health District (SNSWLHD). During my tenure, I worked in numerous capacities providing confidential administrative services in support of human resources, nursing and midwifery, mental health, drug and alcohol, surgical bookings, medical records, reception, admissions and discharge and emergency departments, amongst others.
As Executive Assistant (EA) to the Director, Nursing and Midwifery and the Deputy Director, Mental Health, Drug and Alcohol (MHDA) Unit, I acted as the first point of contact, performing a wide range of administration management duties. This included managing multiple diaries, booking travel, performing accounts reconciliations, completing filing activities and providing general secretariat support to the Directors and senior managers. With good listening and interpretation skills, I have demonstrated my ability to maintain professional service delivery standards at all times, providing responsive and collaborative support to a diverse range of key stakeholders. This includes coordinating executive meetings, not only as an EA, but as a Manager with Meals on Wheels Queanbeyan (MoWQ) and Practice Manager with headspace Queanbeyan.
In this administrative capacity, I developed agenda items, completed minute taking, organised action lists, prepared documentation, distributed minutes and uploaded documents onto Staffnet. By ensuring the effective and timely management of papers, agendas, minutes and other action related matters I am able to anticipate the needs of my supervisors and be ready to provide information and advice within the scope of my role at a moment’s notice. To achieve this, I prioritise and action my own workload at all times, using Microsoft Outlook to schedule meetings and keep track of daily, weekly and monthly routines. Ensuring the accurate and timely completion of tasks allocated to myself and my supervisors, I maintain a daily diary to ensure that tasks are actioned in an efficient manner. Throughout my career, I have demonstrated my ability to identify and respond to areas in need of attention in order to support, manage, prioritise and maximise the time spent delivering value to the business and its customers.
In my role with MoWQ, this included the planning, governance and provision of services, managing regulatory compliance and reporting to the Board in regards to risk management plans and yearly audits. Central to my success to date is the desire to promote services that meet the needs of customers and staff, while increasing efficiency. For example, in my role with headspace Queanbeyan, I assisted with the set-up of the office, including the development and implementation of administration, database, correspondence and file management policies and procedures to ensure the smooth day-to-day operation of the organisation. Recognised throughout my career for delivering quality administration services, I am confident in my ability to make a valuable contribution to the Office of the Chief Executive and the SNSWLHD Board.
Advanced proficiency in business writing including briefings and correspondence
Supported by my extensive experience in a corporate environment and completion of a Report Writing Course with the SNSWLHD, I have demonstrated advanced proficiency in business writing, including briefings and correspondence. This is best demonstrated in my role as EA with the SNSWLHD where I exercised initiative and discretion to manage both electronic and paper‑based correspondence on behalf of the Directors. In this capacity, I was required to compose and edit memorandums, ministerial responses, briefings and parliamentary questions with respect to relevant political, cultural and socio-economic factors. This high-level communication required extensive research, collation of information and stringent editing to maintain the integrity of the organisation and minimise the impact of any inaccuracies.
Contributing to the achievement of SNSWLHD objectives in numerous capacities, I am confident in my ability to prepare accurate, concise and professional documentation that accurately reflects current procedural and policy guidelines as well as meeting a consistent standard of content presentation. This includes, but is not limited to, the delivery of information in the form of official departmental correspondence, policies, minutes, agendas, company documents, standard operating procedures and reports. When liaising with clients via email or letter, I rely on my strong written communication skills to convey all information succinctly, ensuring that I personalise the document, avoid technical jargon and maintain a polite and professional tone that delivers appropriate information and is easy for the reader to understand.
This allows me to effectively interpret and communicate legislation, policies, procedures and technical knowledge to achieve positive outcomes for a business. My strong commitment to quality assurance, accuracy and consistency in all my correspondence has allowed me to act in a variety of senior administrative and customer service roles. For example, in my role as Manager with MoWQ, I was responsible for preparing complex correspondence in order to achieve our goal of a new kitchen for the centre. This included drafting funding grants, gaining approval from the Council to renovate the building, liaising with internal and community agencies and senior citizens, completing development applications and acquiring contractor quotes. This was a highly involved project requiring extensive reporting at all stages of the development.
Additionally, while in this role with MoWQ, I contributed to the Whole of Government consultation process for the New Aged Care website, incorporating the Department of Social Services (DSS) new home care standards. This required me to research, write and implement new policies and procedures to align with extensive changes relating to the management of aged care. Effective communication is the most important issue in any organisation and I endeavour to be clear and concise at all times to mitigate the risk of confusion or misunderstanding; common factors that may lead to conflict. With the presence, experience and gravitas to communicate with key stakeholders at all levels, my professionalism and cooperation will be a great asset in the role of Executive Assistant to Chief Executive.
Proficient in the use of electronic document management systems, for example, systems such as TRIM
Through my 27 years working in the healthcare industry in roles encompassing confidential secretarial and executive support with the SNSWLHD, I have developed advanced technical and computer literacy skills in order to effectively carry out my responsibilities. This includes the ability to manage and maintain electronic document management systems that incorporate personnel and patient information, medical records and practical resources and ensure that all information is safe, secure and easily accessible. A good example of this was demonstrated in my role as Practice Manager with MoWQ Queanbeyan, where I was responsible for overseeing adherence to correct document management procedures in regards to client information which was maintained on an electronic database.
My skills in this area allowed me to maintain the security and integrity of the department as well ensuring that information audits could be carried out effectively. Ensuring compliance regarding the collection, use, storage, and access of information, I also have a working knowledge of relevant Acts and regulations, standards and other mandatory requirements. With extensive experience in the use of corporate document management systems, including WebReq financial system, ProAct payroll database and HP TRIM records management, my sound practical knowledge of these systems means that I am able to retrieve records, manage workflow and respond to enquiries in a timely manner to deliver positive outcomes for the business. This includes demonstrated ability to quickly and efficiently generate meaningful reports via these systems and link the information to other software programs such as Microsoft Excel, Word and Outlook from a secure, centralised data point.
In my previous roles, I have often been considered the go‑to person for staff requiring additional training in the technical or practical aspects of their roles. This knowledge has allowed me to share my expertise with colleagues to ensure the effective use of equipment, time and company resources. For example, in my role as Practice Manager with headspace Queanbeyan, I was responsible for managing all document management systems and liaising with relevant support services on issues that required prompt resolution for the centre. This included researching and implementing the process for Medicare Online Billing and payment systems and ensuring the Electronic File system and Best Practice Software were designed, installed and operational in accordance with best practice and legislation.
Additionally, due to my extensive knowledge of systems and programs and how they relate to organisational activities, I was able to make considered and cost-effective recommendations to improve the efficiency of the centre. Further displaying my superior computer literacy skills, my experience as an Australian business owner allowed me to develop an in-depth understanding of financial and payroll information systems such as MYOB in order to maintain bookkeeping records and prepare BAS quarterly statements. With the ability to maintain focus and achieve results through the application of technology, my high level of computer literacy and proficiency will allow me to effectively carry out the duties of Executive Assistant.
Proven proficiency in using PC based software including advanced level of proficiency using Microsoft Office Suite (word processing, spreadsheets, PowerPoint and graphics) and network operations
My substantial knowledge of contemporary software packages, databases and information systems has been acutely developed throughout my career, allowing me to utilise a broad range of computer operating systems and applications to effectively carry out my responsibilities. Committed to achieving quality outcomes, I pride myself on providing a high level of accuracy and attention to detail in tasks. This includes, but is not limited to word processing of reports, company documents, executive summaries, stakeholder correspondence and monitoring existing documents to ensure they remain up to date. Maintaining responsibility for the output of work deliverables, I take ownership of both my achievements and the rare occasion of human error.
In multiple administrative roles, I have demonstrated my proficiency in the full Microsoft Office Suite of programs including Word, PowerPoint, Excel and Access. Using my accurate typing skills and ability to design quality, user-friendly documents, I have effectively utilised Office program design tools and software to present professional information in a variety of formats in accordance with style guide requirements. Additionally, I have extensive experience creating and delivering training sessions and presentations that incorporate in PowerPoint to stakeholders at all levels of the organisation to support internal and external communication. Maintaining a comprehensive understanding of the capabilities and features of relevant software, I am able to respond to ensure reliable and effective service delivery standards.
My PC‑based technical skills were further demonstrated in my role as EA to the Director, Nursing and Midwifery and the Deputy Director, Mental Health, Drug and Alcohol (MHDA) for SNSWLHD, where I was tasked with leading the introduction of an online recruitment database across the five district areas to replace a paper-based system. Responsible for coordinating the transition and training of staff within a six-month period, I worked closely with the information technology team to become an expert on the new E‑Recruitment system, whilst balancing my busy EA responsibilities. Historically, the nursing sector utilised a predominantly paper-based filing and records management system and I faced strong resistance from several employees in relation to the change. Upon listening to staff concerns, I identified that the reason behind the resistance was due to a lack of confidence.
As the technical subject matter expert, I was able to positively influence staff on the proven benefits of embracing the change through knowledge sharing and training. This included assisting individual staff members with one‑on-one training and providing ongoing support and documentation as required. Due to my approachable manner, engaging method of delivery and ability to provide relevant information, the system was operational within the set timeframe with minimal disruption to daily routines. Throughout my career, I have often been considered the go‑to person for staff requiring additional training in the technical or practical aspects of their roles. This knowledge has allowed me to share my expertise with colleagues to ensure the effective use of software, network operations and company resources.
High level communication skills, including sound negotiation, interpersonal and liaison skills as well as a demonstrated ability to problem solve and use judgement and discretion
Collaborating with a diverse range of key stakeholders throughout my career, I am pleased to say I have achieved a great deal of success building and maintaining productive working relationships. This is demonstrated by over 27 years of career success in customer service roles that have demanded exceptional negotiation, interpersonal and liaison skills to perform a wide range of activities, including conflict resolution, customer enquiries, program delivery, project management and quality assurance. Accustomed to liaising at a senior level, I am comfortable consulting and negotiating with a diverse range of colleagues, supervisors, external bodies and community organisations on a variety of topics relevant to my position. To achieve this, I use effective questioning and active listening techniques to deliver services and solutions in accordance with organisational guidelines.
Due to my ability to balance assertiveness and empathy when responding to issues or requests, I am able to work in partnership with customers and staff to achieve mutually beneficial outcomes and recommend an effective course of action. For example, in my role as Administrative Officer with SNSWLHD, I provided information and advice to employees to resolve grievances in relation to sensitive issues such as bullying, employment entitlements and workplace conditions. I was often commended for my ability to communicate in a compassionate manner while continuing to focus on organisational policies and procedures. Applying these same skills when dealing with customer complaints or conflict, I am able to defuse individual situations, uphold the integrity of the business unit and consistently maintain high levels of customer service and satisfaction.
For example, when I first commenced in the role of Manager with MoWQ, the culture was largely fragmented, leading to an inconsistent approach in the quality of the service. To overcome this issue, I listened to the concerns of the volunteers and staff and introduced greater transparency around decision-making and accountability of performance. Regularly voicing my appreciation for their work, this recognition played a key role in creating a collaborative environment and attracting and retaining volunteers. It was in this role that I also gained experience in coordinating volunteers, fundraising events and charity days to drive positive outcomes for the organisation and forge meaningful relationships to ensure the MoWQ programs and services met regional and rural community needs.
To achieve this, I facilitated forums within the Aboriginal community to provide information and promote the benefits of our services. Additionally, I performed client assessments at each individual’s home and used my judgement and discretion to resolve any potential OHS issues for both the client and the volunteers. Embracing and recognising diversity is an important skill for all members of an organisation and I act with social sensitivity and cultural awareness to promote a respectful workplace where every person is entitled to the same opportunities regardless of age, gender, culture, ethnicity or other discriminating factors. I would bring these same skills to any future role and continue to manage all interactions with key stakeholders and the wider community with the utmost respect and courtesy.
Demonstrated capacity to work independently, exercise initiative and judgement and proven ability to work in a team environment
Throughout my working life, I have built a reputation as a collaborative team player with a proven track record for consistently going beyond the required levels of day to day business activity. With a high degree of self-motivation, I have demonstrated my ability to lead by example and take full accountability and ownership for achieving positive work outcomes within a diverse team environment. I respect my role within the wider government community and understand that the quality of my work directly affects the tasks and service levels of the organisation. Through this commitment to team performance, I often assist others and am prepared to work overtime or complete additional tasks to ensure all work is completed.
Making the necessary effort to contribute to regular team meetings and forums, I encourage and provide feedback within my team to create an environment that is conducive to sharing ideas and responsibility, seeking input and recognising contributions made by each individual. While I thoroughly enjoy working within a team, I also relish the additional challenges that come with working autonomously on different projects. For example, in my role as EA with the SNSWLHD, I worked closely with senior MHDA managers on the design, implementation and coordination of key projects in accordance with deadlines and budget. This included full responsibility of a Domestic Violence project in which I was required to distribute information to all sites within the Area Health Service.
My exposure to high-level projects has lent me the opportunity to contribute at a strategic level and the ability to pick up new concepts quickly and efficiently with minimal supervision and direction. Through this experience, I understand the supreme importance of remaining up-to-date with employer objectives and am able to constructively challenge business issues and justify my own position to verify my ideas and beliefs. The nature of the health industry and rapid advancements in technology mean that changes in the workplace are inevitable and through effective planning and organisation I am able to maintain focus on individual and team objectives.
As a valuable and productive team member, I believe my role is to act as a positive change advocate to support company initiatives and participate in development opportunities to improve my own performance and the performance of the team. This allows me to share my knowledge and expertise with my team members through feedback, coaching and mentoring. Guided by my extensive knowledge of the healthcare industry, I have demonstrated my ability to exercise initiative and judgement in roles where I have been required to manage highly sensitive information and situations. This includes maintaining strict confidentiality and discretion at all times, particularly in regards to management and staff related issues. I am confident that the above strengths, supported by my personal drive and integrity, will again allow me to make a valuable contribution to the SNSWLHD.
Evidence and maintenance of a current Class C driver’s licence and the ability and willingness to travel for work purposes. This may involve driving long distances with occasional overnight stays
Holding a current Class C driver’s licence, I possess an excellent driving record with no infringements and am willing to provide a Driver History Report if required. My driving history includes extensive metropolitan and country experience on bitumen, sealed and dirt roads in New South Wales and Australian Capital Territory. My willingness and ability to travel for work purposes can be demonstrated during my employment with MoWQ where I was required to visit clients in their homes on a regular basis. At all times, I adhere to road and safety laws and make a concerted effort to prepare my route prior to driving to any unfamiliar location. This ensures that I am on time for any appointments and am able to plan my day accordingly. Through this experience, I am comfortable driving long distances and I look forward to the opportunity to undertake my duties and represent the organisation in activities requiring occasional overnight stays.
