Dianne Trott
Orange,NSW
Summary
Seasoned Business Operations Coordinator and Executive Assistant with over a decade of experience in administrative excellence and project coordination within government sectors. Demonstrated success in streamlining operations, enhancing system processes, and managing complex scheduling and documentation needs with precision. Proficient in a broad suite of software including Microsoft Office, SharePoint, and project management tools, offering innovative solutions to drive efficiency and support organizational goals. Recognized for exceptional organizational skills and a proactive approach to resolving challenges and fostering team collaboration.
Overview
14
14
years of professional experience
Work History
Business Operations Coordinator
Department of Customer Service
Orange, NSW
04.2023 - Current
- Managed executive schedules and coordinated cross-departmental projects, ensuring timely completion and stakeholder satisfaction.
- Oversee and coordinate the delivery of business, administrative, and support services to ensure the business needs of the Branch/Unit are met.
- Prepare a range of documents, ensuring accurate and on-time delivery and compliance with organizational standards.
- Monitor and address complex and/or sensitive enquiries and issues, including those that are escalated, to ensure the timely and effective resolutions of issues.
- Develop, implement, review, recommend improvements, and update administrative systems, processes, and policies to ensure currency and compliance with agency standards, policies, and procedures.
- Manage and coordinate the collection and collation of information and documentation on business unit performance, and make recommendations to improve efficiency, cost management, and service delivery.
- Coach staff on policies, procedures, and business systems to ensure efficient, effective, and compliant operations.
- Establish and maintain customer relationships and collaborative networks through effective communication, negotiation, and issues management to support optimal service delivery and the on-time delivery of projects and initiatives, to recommend innovative solutions that optimize outcomes, and contribute to a best practice business support function in line with organizational and government priorities.
Senior Project Officer
DRNSW Procurement
Orange, NSW
03.2022 - 04.2023
- Developed and implemented a Contract Management System, enhancing project efficiency and stakeholder communication.
- Streamlined administrative processes, resulting in improved team productivity and reduced overhead costs.
- Co-ordination of Single signon (SSO), URL's for both Training and Production site, through Departments ICT Division;
- Creation & Management of Azure Directory for single signon (SSO);
- Develop and coordinate process templates for Stage 1 Contract Registration and Execution, and process template for Stage 2 Contract Management and Close out.
- System Administrator for PORTT CMS System, back-end development. Develop migration data for bulk CSV upload.
- Coordinate UAT for key stakeholders.
- Creation of assessments and activities in CMS for GIPA disclosures.
- Develop milestone types for project management within the system. Eg. Approval, Deliverable, Review, etc. Develop work instructions for the new digital contract management system.
Branch Support/Project Officer, Business Tools and Systems
Department of Primary Industries
12.2021 - 06.2022
- CM9 data reporting/dashboard upload to SharePoint online; Contract and Proposal registration/execution; MYHQ Staff HR reporting; e.g., leave reports, management of leave approvals, purchase orders; Pageup - New recruitment request, managing approvals and establishment.
- Led the onboarding and training of new staff, fostering a collaborative and efficient work environment.
- Extensive Diary Management (create, modify meeting requests for Director and Managers);
- Organise off-site meetings;
- Statewide travel coordination (FCM Travel);
- MS Office 365 (creation of the OneDrive for the team);
- MS SharePoint administrator for DPI Project Portal and PMO Portal.
- Corporate credit card reconciliation (Expense8);
- Financial reporting (MYHQ);
- Coordination of technology equipment, troubleshooter (Technology support);
Executive Support Officer
Department of Primary Industries
03.2018 - 12.2021
- Extensive Diary Management; (Create, modify meeting requests for Managers, Directors) (Organising of offsite meetings) MS Office Suite;
- Creation of Research Excellence Contract Templates; SharePoint Administrator for DPI Projects Portal, PMO Portal, and Business Excellence sites.
- Registration and workflow of R&D Projects; Pageup recruitment requests; Creation, EOI, Ongoing; CS Connect, creating and delimiting roles;
- MYHQ (SAP by Design); Leave reports; (Creation of shopping carts, purchase orders) Troubleshooter (both computer software/hardware), multitask and motivator;
- Gmail, Google Suite: Creation of Partnerships and Programs collaborative weekly report for Director-Deputy Director General in Google Sheets.
- FCM Travel; Domestic and International flight bookings; Accommodation bookings/scheduling; Booking Intelligence - Booking of Cars for Team Members; CM9 - Workflow; Creation of documents, electronic filing;
- Database management MS Project - Project Management; viewing contracts (projects) Expense 8 reconciliation for Director; Uploading of transaction receipts, Edit+for Squiz Matrix; Update of Partnerships and Programs, DPI Intranet Page;
A/Executive Assistant to the DDG Business Excellence
Department of Primary Industries
01.2021 - 03.2022
- Extensive Diary Management; (Create, modify meeting requests for Managers, Directors) (Organising of offsite meetings)
- MYHQ Staff HR reporting; eg leave reports ,management of leave approvals, purchase orders; Pageup - New recruitment request, Managing approvals and establishment; On boarding new staff, end of contract exit interviews; CS Connect requests- creation, vary or delimit positions;
- eCabinet Co-ordination and submission; Coordination of weekly & monthly reporting from Director and Managers using one-drive document; House File note collation and action in CM9;
- SharePoint Administrator for DPI Projects Portal, PMO Portal and Business Excellence MS Office Suite; Creation of Research Excellence Contract Templates ;
- Registration & workflow of R&D Projects MYHQ (SAP by Design); Leave reports; (Creation of shopping carts, purchase orders) Troubleshooter (both computer software/hardware), multitask and motivator;
- Gmail; Google Suite; Creation of Partnerships and Programs collaborative weekly report for Director-Deputy Director General in Google Sheets;
- FCM Travel; Domestic and International flight bookings; Accommodation bookings/scheduling; Booking Intelligence - Booking of Cars for Team Members;
- CM9 - Workflow; Creation of documents, electronic filing; Database management;
- MS Project - Project Management; viewing contracts (projects);
- Expense 8 reconciliation for Director; Uploading of transaction receipts:
Executive Assistant -Deputy Regional General Manager
TAFE NSW (Western)
03.2017 - 03.2018
- Extensive Diary Management;
- Track and manage staff movements including establishment reports;
- Domestic, International Travel and Accommodation Arrangements;
- Itinerary Scheduling China trips; Liaising and managing staff remotely including supporting a Head of compliance in a different location to myself using webinar, google hangouts and Skype for Business;
- TAFE Western Scholarship Coordinator for both BBM, General and Aboriginal Youth Scholarships;
- Financial reporting to the executive using SAP GUI reporting;
- Provide a high level of customer service to all internal and external customers and stakeholders;
- Meeting preparation, Minute taking; Collation and distribution of briefing papers;
- Proficient skills using Microsoft Office Suite;
- Strong accurate keyboarding and data entry skills; Troubleshooter, multitask and motivator; SAP GUI financial reports; eg Strategic Development Funds and International Projects;
- Development of training materials and delivery of online learning, for example the implementation of TAFE Managers iPads and user manual;
Executive Assistant - Director Customer Innovation
TAFE NSW (Western)
07.2010 - 03.2017
- Extensive diary management, including domestic travel and accommodation arrangements;
- TAFE Western Scholarship Coordinator for both BBM, General and Aboriginal Youth Scholarships;
- Financial reporting to the executive using SAP GUI;
- Provide a high level of customer service to all internal and external customers and stakeholders;
- Strong accurate keyboarding and data entry skills;
- Proficient skills using Microsoft Office Suite;
- Troubleshooter, multitask and motivator; Project Management (Quality Awards);
ELearning Support Officer
TAFE NSW (Western)
04.2012 - 12.2014
- 50% duties as eLearning Support officer, 50% Executive Assistant to the Director of Customer Innovation. Moodle Course Creator;
- Adobe Connect Administrator; Google Hangouts, Webinar, and Skype for Business; Facebook, Twitter, Instagram, and LinkedIn Administration;
- Helpdesk/Technical Support for eLearning Support;
- Development of training materials and delivery of online learning;
- Staff Training in New technologies, e.g., Connected Classroom/VC Training.
Education
Diploma - Project Management
Diploma of Project Management
Online Global Training03-2023
Introduction to Modern Project Management Theory and Practice
12.2015
Diploma of Business Administration BSB50415
12.2003
Certificate III in Events SIT30516
11.2009
Certificate IV in Human Resources
12.2004
Skills
Process Improvement
Stakeholder Engagement
Team Collaboration
Administrative Excellence
Innovation in Administration
Microsoft Office Suite
- MS Teams
- MS SharePoint Administrator
- MS Project
- Publisher
- Excel
- Word
- Outlook
Adobe Creative Suite
- Moodle
- Adobe Connect
Google Suite
Government Software Packages
- FCM Travel Solutions
- Expense 8
- CM9 (TRIM)
- MyCareer
- CS Connect
- MYHQ
- SAP Financial Platform
- Booking Intelligence
References
- Megan Armstrong, Director Project Management Office, Business Excellence, Department Of Primary Industries, 105 Prince Street, Orange, NSW, 2800, 0448 158 840, megan.armstrong@dpie.nsw.gov.au
- Renee Gibson, Manager, Business Improvement, Department of Primary Industries, 105 Prince Street, Orange, NSW, 2800, 0436 439 337, renee.gibson@regional.nsw.gov.au
Awardsaccolades
- 2016 TAFE Western International Strategy Project (Certificate of Appreciation)
- 2012 TAFE Western Institute Directors Award
- 2008 Certificate of Achievement
- 2005 Certificate of Appreciation
Timeline
Business Operations Coordinator
Department of Customer Service
04.2023 - Current
Senior Project Officer
DRNSW Procurement
03.2022 - 04.2023
Branch Support/Project Officer, Business Tools and Systems
Department of Primary Industries
12.2021 - 06.2022
A/Executive Assistant to the DDG Business Excellence
Department of Primary Industries
01.2021 - 03.2022
Executive Support Officer
Department of Primary Industries
03.2018 - 12.2021
Executive Assistant -Deputy Regional General Manager
TAFE NSW (Western)
03.2017 - 03.2018
ELearning Support Officer
TAFE NSW (Western)
04.2012 - 12.2014
Executive Assistant - Director Customer Innovation
TAFE NSW (Western)
07.2010 - 03.2017
Diploma - Project Management
Diploma of Project Management
Introduction to Modern Project Management Theory and Practice
Diploma of Business Administration BSB50415
Certificate III in Events SIT30516
Certificate IV in Human Resources
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