Donna Foord

Summary: To provide comprehensive and confidential administrative support to four unit Directors and support a team of approximately 95 medical professionals.

• Act as a primary point of contact for the units for all incoming and outgoing communication. This includes
  examining, prioritising and managing the flow of communication including the preparation of letters, memos, minutes and briefs as required.
• Responding to large volume of enquiries & tasks within a goal 24-48 hours across email, phone and Teams.
• Undertake secretarial functions for the Directors such as coordinating appointments, screening incoming calls
  and visitors, scheduling & minuting meetings, interviews, preparing documents, organising attendance at conferences and workshops by making the necessary arrangements (travel and accommodation), and any other administrative/secretarial support as required.
• Establish, review and maintain an effective office record and filing system, including maintenance of
  databases.
• Ensure the smooth functioning of the unit on a day to day basis, including at times working autonomously in
  the absence of the Directors in establishing work priorities and meeting deadlines.
• Work collaboratively with administrative team of Medical Services and to provide effective and efficient
  services to multiple disciplines across the hospital.
• Onboarding of incoming medical officers each term and ad hoc as requested using Access Manager.
• Delivering GEI/FREI instruction and monitoring and coordinating compliance of MSH training modules.
• Fulfil the accountabilities and responsibilities of this role in accordance with Metro South’s purpose and
  objectives, as outlined below.
• Act as a primary point of contact for the units for all incoming and outgoing communication. This includes
  examining, prioritising and managing the flow of communication including the preparation of letters, memos and briefs as required.
• Undertake secretarial functions for the Directors such as coordinating appointments, screening incoming calls
  and visitors, scheduling meetings, secretariat duties, typing, organising events including FRACP Clinical Exams and RACP accreditation.
• Establish, review and maintain an effective office record and filing system, including maintenance of
  databases.
• Ensure the smooth functioning of the unit on a day to day basis, including at times working autonomously in
  the absence of the Directors in establishing work priorities and meeting deadlines.
• Work collaboratively with administrative team of Medical Services and to provide effective and efficient
  services to Medical Staff and Directors.
  Provide administrative functions as directed by line manager.
• Contribute to the strategies of the department, through the identification of new initiatives that enhance the performance of administrative services.
• Ensure patients and other staff are treated fairly and with mutual respect and understanding in accordance with iCARE values.
  

• Administration - All administrative duties associated with the HR functions including employment contracts, job descriptions, and all correspondence and communication with employees via email, social media, posters, policies and procedures
• Hands-on Assistance - Assist the club in peak service periods which generally included; helping Reception to meet, greet and direct customers, answering phones, and process memberships
• Recruitment & Training: Recruitment, onboarding, training and mentoring of new staff and all related administration and procedural governance
• Orientation of all incoming staff including first response training and workplace safety awareness
• WHS - Working with maintenance & staff to manage WHS including; identifying safety improvements, hazard management, contractor management, scheduling maintenance & record keeping
• Compliance – preparing and coordinating compliance & training calendars including, audits, scheduling of emergency testing, compliance training, and other professional development
• Relationship Management – Support the team by providing confidential and efficient support, being solutions focussed, following-up on communication and being genuine and transparent with my actions
• Service – drive and represent the Clubs S.M.I.L.E service standards and CORE values in all my actions
• Managing Data – Managing all employee related data using HRIS to ensure records were current, compliant and confidential
• The main platforms I have used are; Professional Hospitality & FoundU (training & onboarding platform); Time Target (reporting, timesheets, rostering and data management) and Pulse (payroll)
• Events – Planned, and coordinated various staff meetings plus four annual team social events across the year
• Included set-up, service and break-down of event
• Rostering – preparing weekly rosters to budget across, courtesy bus, restaurant, reception, café, bar and kitchen

• During my time here I supported the PA to the Director with various administrative duties including preparing complex documents from dictations, preparing agendas and minutes, scheduling travel & meetings (domestic and international), compiling travel itineraries, and providing general office support for sales representatives
• Basic human resource related tasks including; recruitment, preparing employment contracts and preparing & introducing corporate policies

• Working business partner in an 80 seater café in Sunnybank, Brisbane
• We used our industry experience to renovate and rebrand this failing café and built a successful business which we sold 2 years later
• Having spent years working in the service industry for others, I had always wanted to own my own café and this was the realisation of that goal

• All duties associated with most recent tenure but in start-up role
• The culture was negative and the club was in financial difficulty
• I was tasked with developing the HR framework & systems to support a new direction
• Highlights: Winner of Clubs Qld award for, ‘Best Club Brisbane Region 04/05’
• Coordinated and facilitated focus groups of staff from various departments and worked over 4 months to develop customer service standards with ongoing implementation over 2 years
• Set up HR support systems, policies & procedures
• Part of Executive Team responsible for the financial turnaround of club profitability over the past 2 years to current situation where club is performing in top 5% (previously in lowest 5%)

• My first Human Resource role
• I worked autonomously across all human resource related functions
• Highlights: Developed program with local schools called ‘Hospitality Reality’ whereby students paid a fee to stay at the hotel and participate in hands on training over a 2 day period
• Contributed to revenue and raised industry awareness & skills
• Guided management & staff through many cultural changes including sale of SPHC to Six Continents Resorts (regional to global), sale of property, new General Manager, rebrand to Holiday Inn and integration of new corporate culture
• October 2000 won company award for Six Continents Hotels in Asia Pacific for ‘Developing People’
• December 2001 – ‘Leader of the Year’ award
• Responsible for attaining ‘Quality Improved’ status for the organisation
• This involved developing forms and systems and was successfully completed within a deadline of 6 weeks