Summary
Overview
Work History
Education
Skills
Websites
References
Training And Licenses
References
Timeline
Generic

Swati Gupta

Perth,Australia

Summary

Extensive experience in community, government, not-for-profit, and corporate sectors in Western Australia. Proven success in collaborating with multi-level teams and diverse stakeholders to achieve Key Performance Indicators (KPIs) and project deadlines. Strong organizational, time management, and problem-solving skills, complemented by expertise in procurement, contracts management, and strategic sourcing. Proficient in data management and analysis using MS Office, with a commitment to enhancing stakeholder engagement and customer satisfaction.

Overview

14
14
years of professional experience

Work History

Project Officer

Department of Health
Perth, WA
04.2024 - Current
  • Carry out program and project duties assigned by the Chief Nursing and Midwifery (CNM) Office
  • Manage the Postgraduate Qualification Allowance (QA) program for registered nurses and midwives in WA Health
  • Responsibilities include assessing new and appealed applications, addressing inquiries, and escalating issues as needed
  • Provide executive support for the quarterly Independent Review Panel (IRP) meeting, which is responsible for reviewing QA appeals and applications
  • Key stakeholders include Chief Nurse and Midwifery Officer (CNMO) or Proxy, representatives from the Australian Nursing Federation (ANF), and a representative from System-Wide Industrial Relations
  • Responsibilities involve secretariat duties such as scheduling meetings, creating agenda & meeting documentation for all the stakeholders, recording minutes, and take follow-up actions required to inform and complete meeting outcomes
  • This is followed by updating relevant databases and stringent recordkeeping
  • Leading and delivering projects
  • Key projects successfully accomplished include: Nursing and Midwifery Qualification Allowance audit project which involved a comprehensive review of the postgraduate qualifications allowance list, process, and procedures to ensure the accuracy and validity as per the clause 22 of the WA Health System – Australian Nursing Federation – Registered Nurses, Midwives, Enrolled (Mental Health) and Enrolled (Mothercraft) Nurses – Industrial Agreement 2022 (Agreement)
  • As part of the project: Project goal was clearly outlined, key stakeholders were identified, and project deliverables, milestones, and schedules were established
  • Key metrics and standards were also defined and set
  • A thorough analysis was conducted on the qualification allowance list dataset, which comprised over 1000 qualifications
  • This analysis revealed various data quality issues, including invalid, outdated, inaccurate, duplicate, and other anomalies
  • All qualifications were re-evaluated and assigned the appropriate qualification allowance level
  • As a result, some qualifications have been determined to attract a different qualification allowance level to that originally granted
  • All amendments are clearly indicated on the current list, with justification for movements provided
  • Meetings were scheduled with the stakeholders to ensure continued engagement and early identification of risks and issues
  • Findings were consistently documented and reported at regular intervals in a clear and coherent manner
  • Final audited list of qualifications was meticulously compiled and presented to and were subsequently endorsed by the CNM Office, the Secretary of the Australian Nursing Federation (ANF) and System-wide Industrial Relations
  • QA website, application forms, flowcharts, processes, and business rules were carefully reviewed and updated
  • All stakeholders informed about the changes through a variety of communication pathways, such as briefing notes, internal newsletter, and website updates, which were adapted to meet the needs of the intended audience
  • All project documentation was recorded as per local policy
  • Received excellent outcome and feedback from all stakeholders, successfully addressing the gaps and greatly enhancing the entire process, resulting in a highly efficient, streamlined, and clear process
  • Review of Western Australia Nursing and Midwifery scholarships project to evaluate current scholarship offerings with other locations including all Australian states and territories, New Zealand, and major private organizations in WA (SJOGHC and Ramsay Health)
  • Project included: Project initiation meeting with key stakeholders to clearly define project objectives, deliverables, milestones, and timelines
  • In depth analysis of current WA scholarship offerings and benchmarking against other jurisdictions by researching, mapping, and analyzing using against eight KPIs
  • Regular meetings with key stakeholders to inform about project’s progress including milestones, completed tasks, and challenges
  • Submission of final project report to provide key findings and recommendations
  • Assisting the Nursing and Midwifery Scholarship program in achieving program objectives and timelines, including the screening process for scholarship applicants, the processing of scholarship payments, and the coordination with applicants to collect information or respond to enquiries
  • Provide administrative support for the annual Western Australia Nursing and Midwifery Excellence Awards (WANMEA)
  • Liaise with directorates, divisions and health industry professionals regarding policy, legislation, regulation, and project matters
  • Comply with record-keeping requirements using TRIM, a records management application also known as HPE Content Manager
  • Contribute as a collaborative and effective team member to the strategic plan of the CNM Office
  • Commitment to lifelong learning through active participation in skills training, and development

Project Officer

Department of Education
Perth, WA
08.2023 - 04.2024
  • My exceptional organisational abilities and capacity for independently take initiative led to my promotion to Principal Consultant (Level 7) for a short-term contract shortly after my joining the department
  • Provided project & program management support for Vocational Education and Training (VET) and Endorsed Programs
  • Managed the annual VET Awards project from beginning to end
  • Some of the tasks included: Provided support in defining the award categories and in the establishment of selection criteria
  • Helped with the selection process such as: screening and shortlisting of the nominated students, scheduling both shortlisting and final interviews, Liaising with panel members and roster them for the interviews, Preparing and sharing confidential and sensitive panel folders with each panel member
  • The panel comprised a nominee from the Authority Board, as well as nominees from the Department of Education, Catholic Education Western Australia, the Association of Independent Schools of Western Australia, and the Department of Training and Workforce Development
  • Organising interviews, including in-person and teleconference arrangements
  • Develop customised email correspondence to each participant and stakeholder regarding the outcome
  • Utilise a variety of communication channels to advertise the awards program
  • Gather input from panel members and participants after the event in order to enhance future awards programs
  • Conducted analysis and quality checks on VET data to reduce risks associated with the accuracy of student and school records
  • Provided critical oversight to create and update complex data on the Student Record Management System (SRMS), VET and Endorsed Program web pages, ensuring platform suitability for all end user groups
  • Work closely with staff from various departments and external stakeholder groups to guide on VET issues for secondary students
  • Draft documentation, such as procedures and operational guidelines, to ensure compliance with authority and government policies
  • Research policies and procedures used in other regions and internationally to support the development and recognition of informal learning
  • Address inquiries and share information through emails, phone calls, and letters with various educational groups, training organizations, universities, schools, teachers, parent groups, industry, and community on matters related to VET for secondary students
  • Maintain efficient systems, accurate records, and relevant information databases per the Department’s recordkeeping policy

Project Officer

Western Australia Association for Mental Health
Perth, WA
09.2022 - 02.2023
  • Executed and integrated the Sector Readiness NDIS Quality and Safeguards Commission (NDIS Commission) – Psychosocial Project to accomplish all essential deliverables
  • Enhanced the capabilities of registered NDIS psychosocial service providers (providers) through customized one-on-one support, focused workshops, and training sessions to fulfill all NDIS Commission requirements
  • Ensured understanding of how NDIS psychosocial services are administered across Australia in adherence to Commission requirements to inform practice in WA with best practice models and approaches
  • Identified, documented, and reported on patterns arising from information sessions with key stakeholders to prepare project reports and improve future sessions
  • Developed and updated necessary resources, templates, and webpage to ensure critical information was communicated and tailored to meet audience needs
  • Advocated and facilitated engagement and co-design based on lived experiences throughout the Project
  • Cultivated and sustained strong connections with all stakeholders both inside and outside the organization
  • Compiled weekly newsletters to furnish members and service providers with current information on disability sector trends, recent updates, and issues
  • Provided regular project updates and status reports to the Department for Communities, WAAMH’s NDIS Reference Group, and other stakeholders
  • Maintained accurate records for project reporting as per the required standards and guidelines

Local Area Coordinator

Mission Australia
Perth, WA
05.2019 - 06.2021
  • Pivotal role in supporting people with disabilities and their carers to request funding available through NDIS; a scheme administered by the National Disability Insurance Agency (NDIA) and overseen by the NDIS Quality and Safeguards Commission
  • Engaged in person-centered planning to identify supports required to make progress with the client’s goals through active listening, empathetic, and confidential conversations in person at the office, through home visits, or by phone
  • Conducted client interviews and risk assessments using different methods including the WHO Disability Assessment Schedule (WHODAS), interpretation of reports, and communications with service providers and medical professionals
  • Identified practical support opportunities for clients by analyzing mainstream systems, community networks, and their informal support environment
  • Advocate on behalf of the client through active listening, empathy, and negotiations with NDIA for support deemed vital for them
  • Implement funded and non-funded support effectively by providing referrals and connecting clients to the resources
  • Monitor the client’s progress by evaluating achieved outcomes against planned objectives regularly
  • Conduct reviews of funded support due to changes in circumstances where required
  • Worked collaboratively and engaged in effective stakeholder liaisons within and outside the organisation such as NDIA, service providers, local community organisations, and other agencies to meet clients' and organizational needs
  • Leading and driving community engagement initiatives such as monthly Q&A sessions at the local library to meet people in the community and address their concerns about NDIS
  • Resolved concerns by encouraging and receiving feedback through regular communication
  • Made an active commitment to the development and maintenance of a cohesive multidisciplinary team and ongoing evaluations and development of the service model through participation in team meetings and ongoing evaluations

Internship

Communicare
Perth, WA
01.2018 - 12.2018
  • At Jobactive Communicare, helped create individualized job plans for clients based on their goals and objectives
  • Led the weekly Job Club to assist clients in developing personalized resumes and cover letters
  • At the Settlement Services at Communicare, aided in developing personalized case plans for newly arrived refugees, migrants, and humanitarian visa entrants to support their integration into the local communities

Education Administration Officer

Department of Justice
Perth, WA
01.2017 - 06.2017
  • Company Overview: Casuarina Prison, the primary maximum-security prison for male inmates in Western Australia
  • Supported Education and Vocational Training Unit (EVTU) within Casuarina Prison in its day-to-day operations
  • Organized classes using the Total Offender Management Solution (TOMS)
  • Accurately managed timetables and student attendance records
  • Coordinated staff schedules according to the required timelines and needs
  • Ensured procurement guidelines and policies were followed for maintaining supplies
  • Maintained filing systems and databases in accordance with Departmental procedures
  • Casuarina Prison, the primary maximum-security prison for male inmates in Western Australia

Administration Officer

Bassendean Volunteer Centre
Perth, WA
02.2016 - 12.2016
  • Company Overview: Town of Bassendean
  • Administrative tasks for the Centre while maintaining a high standard of customer service for volunteers
  • Responsible for matching volunteers with suitable positions based on their skills, level of risk and program priority
  • Conducted pre-volunteering checks, onboarded new volunteers, planned event activities, maintained social media and newsletters
  • Analysed survey results for the 'We need your views' Community Engagement Survey for the local council
  • Town of Bassendean

Procurement Contracts

Halliburton
Perth, WA
01.2011 - 12.2015
  • Management of sourcing activities through purchase orders, contractual agreements, and tenders according to procurement guidelines and procedures to ensure favorable outcomes in quality, terms, and price
  • Prepared clear and legally sound contracts such as purchase of goods & services agreements, Lease Agreements, Hiring, Logistics and Freight Forwarding Agreements, Subcontract and Consultant Agreements
  • Contracts were prepared based on organization’s needs and policies and defined clear terms and conditions including payment schedules, delivery timelines, performance standards, warranties, and penalties
  • Tracked contract milestones, managed contract renewals, raised variations, amendments & affiliate addendums to the contracts
  • Provided project leadership and participation in contract negotiations with vendors across the globe to drive cost saving initiatives while maintaining positive supplier relationships
  • Involved in cost control by ensuring that contracts align with the organization’s budget and financial goals, identifying opportunities to minimize costs through favorable contract terms, volume discounts, or strategic negotiations
  • Collaborated with internal and external stakeholders to prepare tender and contract documents and engage in techno-commercial discussions
  • Worked closely with internal stakeholders (such as finance, legal, logistics, operational and project management teams) to ensure the contract meets organizational requirements
  • Analysed, interpreted, and presented complex reports status, potential issues, and key performance indicators like vendor spend Analysis, on-contract/off-contract spend, Blocked Invoices, Open Purchase Orders, Inventory-on-hand, Excess, Obsolete and Slow-Moving Inventory, inventory performance, scorecard and forecast
  • Drove increases in the on-contract spend by identifying opportunities and transforming the same into results
  • Utilised IT systems effectively including MS Office, SAP, SharePoint, and Contract management systems
  • Enhanced the value delivered to both the organisation and its suppliers by fostering improved interactions with suppliers
  • Engaged in pre-audit activities to ensure compliance with standards and policies
  • Regularly supervised training programs, which included mentoring new teams
  • Performed all duties and responsibilities in accordance with company ethics standards and policies, COBC and Health, Safety & Environmental (HSE) Management Principles & Regulations
  • Received commendation for consistently meeting key performance indicators (KPIs), with a particular emphasis on the Strategic Sourcing Incubation project, which resulted in a savings of over two million dollars for the company

Education

Diploma of Project Management -

South Metropolitan TAFE
Perth, WA, Australia
01.2021

Diploma of Community Services -

North Metropolitan TAFE
Perth, WA, Australia
01.2018

MSc - Supply Chain and Logistics Management

U.C.S. I University
Kuala Lumpur, Malaysia
01.2010

Bachelor’s degree -

University of Delhi
New Delhi, India
01.2004

Skills

  • Collaboration
  • Stakeholder engagement
  • Achieving Key Performance Indicators (KPIs)
  • Project management
  • Program management
  • Organisational skills
  • Time management
  • Problem-solving
  • Administrative skills
  • Procurement
  • Contracts management
  • Strategic sourcing
  • Data management
  • Reporting
  • Data collation
  • Data analysis
  • MS Office applications
  • Communication skills
  • Interpersonal skills
  • Technology skills
  • Adaptability
  • Process improvement
  • Regulatory compliance
  • Customer service
  • Program coordination
  • Team collaboration
  • Conflict resolution
  • Tracking complaints
  • Interpersonal communication

References

Can be provided upon request.

Training And Licenses

  • 2024 Integrity and Accountability Conference for Building a Resilient Public Service by Institute of Public Administration Australia (IPAA) WA
  • Current and valid Driver’s License
  • Current and Valid Working with Children Check
  • Current and Valid Police Clearance
  • Writing for Government
  • Organising Meetings, Minute Taking & Agenda Creation
  • DOH Project Management Principles
  • DOH Problem Solving
  • WA Health Procurement Development Management System (PDMS)
  • Effective Team Communication
  • Mental Health First Aid (2022)
  • De-escalation Skills, Managing Safe Boundaries
  • Managing Vicarious Trauma
  • DOH Prevention of Workplace Bullying
  • DOH Aboriginal Cultural, Health and Wellbeing
  • Accountable and Ethical Decision-Making WA (AEDM)

References

References available upon request.

Timeline

Project Officer

Department of Health
04.2024 - Current

Project Officer

Department of Education
08.2023 - 04.2024

Project Officer

Western Australia Association for Mental Health
09.2022 - 02.2023

Local Area Coordinator

Mission Australia
05.2019 - 06.2021

Internship

Communicare
01.2018 - 12.2018

Education Administration Officer

Department of Justice
01.2017 - 06.2017

Administration Officer

Bassendean Volunteer Centre
02.2016 - 12.2016

Procurement Contracts

Halliburton
01.2011 - 12.2015

Diploma of Project Management -

South Metropolitan TAFE

Diploma of Community Services -

North Metropolitan TAFE

MSc - Supply Chain and Logistics Management

U.C.S. I University

Bachelor’s degree -

University of Delhi

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