Chantal Woodhams
Newport,QLD
Summary
As a Senior Administration Officer at the University of Tasmania, I excel in onboarding new staff and students, managing staff relocations, and providing general support to employees. With expertise in contract management and support services, I oversee a diverse group of 130+ adjunct positions, handling nominations, renewals, and offering comprehensive support. Additionally, I am responsible for managing the internal employment register at Menzies, facilitating the onboarding process for visiting scholars, and drafting position descriptions when necessary. In addition to these responsibilities, I am entrusted with approving all credit card transactions and financial reimbursements for the Menzies Budget Centre, ensuring accurate financial reports and analysis are provided to Chief Investigators as required. With a keen eye for detail, I skillfully manage accounts payables and receivables for Menzies, ensuring expenses are budgeted for and compliant with relevant grants. Moreover, I efficiently arrange cost recoveries for goods and services within the University while also managing the internal archive register. My dedication extends to assisting staff, students, and external parties with domestic and international travel arrangements by conducting risk assessments, making bookings, and providing visa letters. Furthermore, I am responsible for managing the travel scheme, reconciling development accounts, conducting WHS audits and ergonomic assessments. As a designated first aid officer, I prioritize safety protocols to ensure a secure working environment. Additionally, I offer executive support by backfilling staff on leave and generating reports for board meetings and reviews. My commitment to excellence is further demonstrated through my high-level support to staff and students by handling bulk emails, resolving IT issues, logging maintenance requests, and providing training on new systems. As a Lean Champion, I actively contribute to multiple projects aimed at implementing lean methodology and continuous improvement by developing and reviewing policies, guidelines, and standard operating procedures to enhance efficiency in service provision. Moreover, I play an integral role in shaping business systems and procedures for both Menzies and the wider University while providing project management support to researchers during their grants and projects. Lastly, my dedication extends to mentoring professional staff within the administration team.
Overview
18
18
years of professional experience
Work History
Senior Administration Officer
Menzies – University of Tasmania
01.2018 - Current
- Streamline operational processes by identifying bottlenecks and implementing targeted solutions.
- Develop and maintain relationships with stakeholders and suppliers.
- Oversee facility maintenance, ensuring optimal functionality of equipment and infrastructure at all times.
- Championed safety protocols to maintain a secure working environment, reducing workplace accidents.
- Develop comprehensive SOPs, ensuring consistency in team performance and adherence to guidelines.
- Oversee financial operations, maintaining accurate records and ensuring compliance within research grants.
- Oversee Institute travel -international and domestic for staff, students and external clients - ensuring risk assessments have been completed and travel meets internal policies.
- Develop comprehensive performance metrics to track and report on Lean initiative outcomes, ensuring alignment with strategic objectives.
- Develop, implement and continuously review policies, guidelines and standard operating procedures to increase the overall efficiency and effectiveness of service provision. Contribute to enhancing business systems, policies and procedures for both Menzies and the wider University.
- Project Management – Provide project management support to researchers during the duration of their research grants.
- Provide financial reports and analysis to Chief Investigators
- Mentor professional staff within the administration team
- WHS – Arrange Ergonomic assessments, conduct WHS audits within designated location – record and manage in relevant programs, designated first aid officer.
- Provide executive support – backfill when staff are on leave, provide relevant reports as needed for board meetings, external reviews etc
- Oversee HR processes - onboarding of staff, visiting scholars and Honorariums.
- Oversee finances for the Institute, accounts payable, receivables, credit card approvals and reconciliations.
- Oversee purchasing requirements within Institute.
Director/Owner and Personal Trainer
Hard Yakka Fitness
03.2018 - 10.2024
- Promoted overall health by creatively incorporating elements of mental wellbeing into each session including stress reduction techniques and mindfulness practices.
- Enhanced client fitness levels by designing and implementing customised workout programs tailored to individual needs and goals.
- Developed strong rapport with clients, fostering a supportive and motivating environment for personal growth and achievement.
- Educated clients on proper nutrition and wellness strategies, empowering them to make lasting changes in their daily lives.
- Trained clients during strength training, cardio vascular exercise, and stretching.
- Assisted with marketing and promoting of classes and services.
- Provided emergency first aid and CPR as needed.
- Managed operations, finances and marketing for the business.
- Developed compelling marketing materials, resulting in increased lead generation.
Membership Consultant
Fernwood Fitness
07.2017 - 01.2018
- Developed strong relationships with members, offering ongoing support and encouragement to achieve their fitness goals.
- Provided exceptional customer service during all interactions with both current and prospective members, reinforcing brand reputation for excellence.
- Assisted in coordinating special events and promotions to enhance member engagement and drive new membership sales.
- Tracked membership data accurately, providing managers with valuable insights for strategic decision-making processes.
- Mentored new team members by sharing knowledge and experiences, contributing to a positive work environment conducive to growth and success.
- Consistently achieved or exceeded monthly sales targets by effectively communicating value propositions tailored to individual prospects'' needs during consultations.
- Conducted tours of facility to showcase features and answer questions.
- Prepared pricing agreements and contracts to close sales.
- Achieved sales targets consistently by implementing innovative sales strategies and tactics.
Administration Officer
University of Tasmania
07.2008 - 07.2017
- Provided operational, budgeting and administration support in order to establish procedures and supervise communication functions.
- Established clear communication channels between faculty members, administration, and support staff for seamless collaboration.
- Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.
- Provided Executive Support for Centre Leaders including: Diary Management, measuring KPI's against centre strategic plans, preparation of formal documents, travel, meeting agendas and minutes.
- Oversaw HR procedures, onboarding, contract extensions, timesheet approvals, relocations.
- Maintained accurate records of all vehicles'' registration, insurance policies, maintenance logs, and other relevant documentation for easy access during audits or inspections.
- Oversee finances for the Institute, accounts payable, receivables, credit card approvals and reconciliations.
- Develop, implement and continuously review policies, guidelines and standard operating procedures to increase the overall efficiency and effectiveness of service provision. Contribute to enhancing business systems, policies and procedures for both TIA and the wider University.
- Oversaw financial operations, maintaining accurate records and ensuring compliance within research grants.
- Oversaw Institute travel - international and domestic for staff, students and external clients - ensuring risk assessments have been completed and travel meets internal policies.
- Project Management – Provide project management support to researchers during the duration of their research grants.
- Provide financial reports and analysis to Chief Investigators
- Mentor professional staff within the administration team
- Supervised a team of administrative professionals, providing guidance, support, and constructive feedback to ensure high-quality service delivery.
- Collaborated with leaders from other departments to achieve consistent processes and maximize efficiency of resources.
- Developed strong working relationships with colleagues, contributing to a positive work environment.
Administration Clerk
Bennetts Petroleum
06.2007 - 07.2008
- Answered multi-line phone system and enthusiastically greeted callers.
- Maintained daily report documents, memos and invoices.
- Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
- Managed executive calendars, scheduling appointments and meetings to optimise time management.
- Provided exceptional customer service by promptly addressing inquiries and resolving issues professionally.
- Oversaw inventory of office supplies, ensuring availability and cost-efficiency.
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Answered phone promptly and directed incoming calls to correct offices.
- Handled cash transactions and maintained sales and payments records accurately.
- Streamlined front desk operations for increased efficiency by effectively managing phone calls, emails, and walk-in clients.
- Maintained visitor log for entering and leaving facility for security purposes.
- Managed banking daily
Education
Advanced Diploma -
Tourism Management
Certificate II & III -
Retail
Certificate III -
Hospitality
Certificate III and IV -
Fitness
Certificate III -
Training and Assessment
First aid certificate -
including CPR
Project Management -
Project Management Course
University Of Tasmania10-2024
Lean Champion -
Lean Thinking Course
University Of Tasmania01-2024
Skills
- Organsational leadership
- Policies and procedures implementation
- Process improvements
- School administration
- Human resources
- Customer service
- Problem-solving
- Time management
- Attention to detail
- Operations management
- Multitasking
Software and computer ability
- Microsoft Suite
- Technology1 Software
- MYOB
- Intranet and Web
- Openfleet Vehicle Management System
- Locomote / Tramada Travel System
- Serko Travel System
- Pro Master credit card software and database
- Expense Me Credit Card Software
- MINCS client and financial database
- POS software
- MySafety
- Purchase Now – Purchasing Program
Licences / Checks
- Clean Police Check
- First Aid Certificate including CPR
- Drivers Licence and reliable transport
Timeline
Director/Owner and Personal Trainer
Hard Yakka Fitness
03.2018 - 10.2024
Senior Administration Officer
Menzies – University of Tasmania
01.2018 - Current
Membership Consultant
Fernwood Fitness
07.2017 - 01.2018
Administration Officer
University of Tasmania
07.2008 - 07.2017
Administration Clerk
Bennetts Petroleum
06.2007 - 07.2008
Certificate II & III -
Retail
Certificate III -
Hospitality
Certificate III and IV -
Fitness
Certificate III -
Training and Assessment
First aid certificate -
including CPR
Advanced Diploma -
Tourism Management
Project Management -
Project Management Course
Lean Champion -
Lean Thinking Course
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