Sandra Stephenson

· High level administrative support for GM & DON Mental Health Program – two very busy executives, including emails, diary management and office communications

· Extensive meeting co-ordination, including food ordering

· Extensive minute taking and preparation of action logs and agendas for meetings, follow up of action items from meetings

· Face of Mental Health Executive Office – ensure all are welcomed and dealt with in a professional manner

· Prepare reports, presentations and documents

· Professional guidance to Mental Health PA team & Ward Clerk team

· Organise and hold PA team meetings and Ward Clerk meetings

· Organise cover for admin positions and other recruitment

· Organise functions

· Travel Arrangements

· UKG Payroll for Mental Health Ops Team (on behalf of GM) – including resolving all queries

· Ensure all runs smoothly in Mental Health Program Office and in Mental Health building – submit BEIMS when required for all issues and follow up, stationery ordering, OHS quarterly checks, Fire Warden

· Small Project Management – Car Parking, Access Management, co-ordinate training for new products

• Part-time & then full time from Nov 2017
• Diary and email management for CEO
• Training, conference and speaking bookings, travel arrangements
• Deliver quality customer service to internal (Board and staff) and external stakeholders (DHHS, contractors, suppliers)
• Co-ordinate meetings including venue bookings, food ordering, and agenda preparation (particularly Board attended functions such as AGM and Annual Service Awards)
• Minute taking at Board and Board Sub-Committee Meetings and prepare and monitor follow up action reports from Board and Board Sub-Committee Meetings
• Action Board member requests and provide support
• Prepare reports, presentations and documents

• Provide high level administrative support including managing diary of an extremely busy executive, emails and office communications
• Travel arrangements
• Deliver quality customer service to internal and external stakeholders (DHHS, contractors, suppliers)
• Co-ordinate meetings including venue bookings, food ordering, agenda preparation and minute taking when required
• Part-time

• Provide excellent PA support to GM to ensure all daily activities occur efficiently and effectively including extensive diary management, meeting scheduling, email management, email responses, dealing with urgent matters
• Minute taking for meetings/prepare papers/distribute minutes and follow up actionable items
• Travel Arrangements – flights, accommodation, transfers
• Action allocated items in RACV Correspondence Management System (CMS) – complaints, queries or any other general correspondence
• Organise Risk Register Input and assist with Audit Preparation
• Liaison with/for direct reports in all areas but particularly follow up of Action Items from meetings to ensure all are actioned promptly and nothing is past due
• Prepare correspondence and reports for GM
• HR Liaison for CPS Department
• ICT Liaison for CPS Department
• Provide admin support to Department where required
• Organise meetings, functions, conferences, events including staff days, planning days, budget meetings
• Expense management
• Prepare and produce presentations in Powerpoint
• Projects as required. One example is when I planned and implemented a new soft copy filing system for all Departments within Corporate Property Services at RACV. This enabled all staff to access documents more quickly and easily. Another is that I implemented e-learning training for Corporate Property specific areas such as “Permit to Work”. Both had a time saving result at the end.

• Worked on introducing new Show Your Card & Save Programs for regional Victorian locations of Inverloch & Cobram

• Co-ordinated maintenance of HR Risk Register
• Co-ordinated work experience placements for HR within RACV Departments. Screened applicants for interest level, fit for department, skill level etc. Feedback on placements was positive.
• Successfully organised AAA HR Conference in Melbourne (HR professionals from all around Australia brought together for conference - organised accommodation/meals/flights for all attendees).
• Publisher for the source (staff internal communications)
• Delivered allocated projects to a high standard, on time and within budget. Designed an on-line exit interviewing program for RACV which involved the set up of a system that could be used by all staff in any location (including remote) and with limited computer access. Result was an on-line system, with a paper based version available for use when required. Another example was establishing a childcare arrangement for RACV staff that provided high quality, affordable child care for staff. Feasibility research was conducted for 3 options. option of an off site provider was implemented and promotion was conducted both internally for staff and externally for those at home on maternity/paternity leave.
• Organised RACV RTO Graduation for RACV staff. Event was managed from start to finish including organising venue, invites, acceptances, theme of night, agenda, table settings, placecards, speeches, gifts and special guests (250 people).
• Identified new potential projects and researched and prepared business cases to progress new projects
• Developed project plans

• Provided PA support to GM to ensure efficiency in all daily activities especially diary and email management, meeting co-ordination and follow up of action items from meetings
• Liaison with/for direct reports
• Effectively co-ordinated budget process for HR for 2 years
• Prepared correspondence for GM
• Travel Arrangements
• Prepared monthly Management and Board Papers
• Project managed and researched as required
• Prepared all GM and many HR presentations using Powerpoint

• Temporary position via Wells Gray Recruitment
• Right hand for COO - Managed extremely busy diary and extensive travel arrangements, prepared correspondence and managed all expenses

• Temporary position via Riddells Agency
• Ensured MD office and all daily activities ran smoothly - managed extremely busy diary, completed extensive travel arrangements (international & domestic), organised functions and managed all expenses for MD
• Minuted exec management, planning & other meetings and was staff liaison for MD

• Ensured CEO’s office and all daily activities ran smoothly and efficiently including diary management, email management, expense management
• Assisted in organisation of Head Office move from one location to another
• Staff, client, board, ministerial, government and other external organisation liaison
• Researched and supplied information when required (particularly for Government tenders and submissions)
• Prepared all Board papers, attended board meetings to take minutes and followed up on all board requirements
• Organised all functions including AGM’s, seminars, staff training. AGM organisation included producing Ballot Papers and submission of same to relevant authorities.
• Maintained and developed policies and procedures and co-ordinated annual report and bi-monthly newsletters

• Organised extensive travel (domestic & international)
• Liaison with board members, staff, agents, industry contacts, personnel in other divisions
• Arranged meetings & functions
• Prepared monthly board reports, submissions, tenders etc.
• Temporary Position via Harvey Recruitment

• All PA duties for two senior executives (one Singapore based) including diary, emails, meeting organisation
• Managed Chairman’s Melbourne home and assisted with management of two assets – office building and shopping centre in Melbourne
• Assisted with research into future development options including due diligence reports

• Temporary Position via Sue Weeks Personnel
• Provided all support to the Executive Director and was the central contact point for his team (based in several locations)

• Provided support to the Director and Deputy Director.
• Managed office – included accounting duties – receipt of payments, banking, accounts payable, invoicing and database management and organised all building maintenance

• Managed all administration for the company including accounts payable, debt collection, accounts receivable, bank reconciliations, group, sales & PPS taxes, cash books, payroll and costings,factory and staff management (six), staff recruitment, training, motivation and leadership, and also an office move
• Strategic planning
• Sales – telephone, showroom, home shows

• During this period of 9 ½ years I was employed by Outlook Credit Union in a number of different positions as I was promoted through the company starting as Teller then Receptionist, EA to MD and whilst studying took on Admin and Marketing Manager role.
• Two notable achievements were assisting in organising the World Congress of Credit Unions Australian Convention and organising the Credit Union AGMs including meeting all statutory obligations such as timing, submission of documents - ballot papers, to relevant authorities etc. and then had attendances of 1,000 people at the dinner and ball afterwards.