Vanessa Piciocchi
Administration, Education & Training Officer
Parkville,VIC
Summary
A highly motivated and passionate individual with the aspiration to educate and inspire those around her. Possesses a strong sense of leadership and is inclined to guide others with great enthusiasm. Willing to take initiative and accountability in high-pressure situations. Thrives within social environments involving teamwork and collaboration. Highly organized, flexible and adaptable to any operational or situational change in the workplace. Demonstrates excellent listening and communication skills acquired from experience in client consultation, team-building and coordination of projects and people.
Overview
7
7
years of professional experience
Work History
Education & Training Officer
Mind Medicine Australia
Melbourne, VIC
02.2023 - Current
- Engaging and collaborating with national and international faculty directors, assisting in the design of the curriculum, contributing a variety of teaching delivery mode ideas and learning strategies
- Continually developed and improved course format and structure to enhance the students' learning, retention and retrieval of information
- Assisting with the formation of course curriculum, requirements and schedules structures
Administration & Communications Officer
Mind Medicine Australia
Melbourne, VIC
02.2023 - Current
- Providing effective communication and exceptional client experience to all stakeholders, teachers, volunteers, donors and members of the public with interest in our mission
- Preparation of correspondence and collateral including briefings, presentations, reports, submissions, marketing materials and notes, ensuring written information is comprehensive, accurate and timely
- Efficient liaison and appreciation of key partners, individuals, organizations and thought leaders in mental health, philanthropy, academia and government
- Maintenance and improvement of databases, ICT systems and reporting procedures to coordinate project materials, enhance efficiency and support decision-making
- Continually improving processes surrounding information management by identifying weaknesses within current databases and revising its structure to best align with project objectives
- Ability to swiftly discern the commencement and completion of tasks based on importance and/or urgency
- Booking services, venues and travel for projects, negotiating packages and pricing options with clients and vendors
Volunteer Coordinator
Umbrella Foundation
Melbourne, VIC
02.2023 - Current
- Responsible for the advertisement, recruitment, training, management and review of volunteers and telesales representatives for business projects
- Strong involvement in the recruitment process by designing full role descriptions for the available positions, matching new employees/volunteers with tasks tailored to individual strengths and knowledge
- Orienting new volunteers on policies and procedures whilst providing leadership, insight and mentoring throughout
- Demonstrating initiative by implementing improved strategies for task delegation by creating delegation or process flow-charts
- Creating detailed and personalized phone scripts and email templates for telesales representatives during promotional calls with diverse target groups to match the interests of those communities
- Stock delivery and management by monitoring inventory levels, maintaining office supplies and delegating packing duties amongst volunteers
- Managing volunteer/employee database, maintaining calendar coordination with staff availability and service hours for inclusion in weekly sales reports
Training & Development Coordinator
The Psych Assistant
Melbourne CBD, VIC
04.2022 - 02.2023
- Leading the design, development, maintenance and review of all employee training materials including the creation of detailed training manuals, delivering programs and exercising training schedules for new staff, planned to be executed within timeframes that align with the company’s business objectives and overall goals
- Actively pursuing employee feedback regarding their role to address any issues that may be affecting their productivity or general well-being, ensuring that any pattern of discouragement or neglectful conduct is dealt with in a professional and compassionate manner
- Holding virtual meetings with clients to provide educational presentations in how to best utilise their practice management software in the long-term
- Teaching employees how to effectively communicate with their clients and patients to both establish and assert professional boundaries where required
Team Leader
The Psych Assistant
Melbourne CBD, VIC
04.2022 - 02.2023
- Streamlining the current model of administrative task division (i.e. creating distinct separation between standard tasks versus extra tasks and projects) to improve employee efficiency and ensure responsibilities and expectations are clarified between upper management, employees and their clients
- Advising upper management in the renegotiation of client contracts to reinforce updated models of task division so as to maintain consistency of expectations and strengthen the professional relationship between employees and their clients
- Coordinating weekly team meetings with the incorporation of interactive activities and providing end-of-meeting summaries to staff to acknowledge recent successes or challenges, appraise employee knowledge and address any changes or developments in the company
- Recording staff expenses, organising the team calendar i.e planning birthdays and team events
- Cultivating a cohesive and cooperative team environment by continually initiating communication between individual employees and upper management to improve the flow of information within the company
Virtual Assistant
The Psych Assistant
Melbourne CBD, VIC
02.2022 - 02.2023
- Providing management support, marketing advice and general administration assistance for various clients which include but are not limited to registered psychologists, social workers, general practitioners and other allied health professionals within shared or private practices
- Exceptional prioritisation and time-management skills developed from consulting multiple clients simultaneously, main duties include management of incoming and outgoing calls, organising appointments, aligning practitioner schedules and discussion of administrative strategy at regular client meetings
- Utilising various Practice Management Systems and other various platforms (i.e Halaxy, PowerDiary, Cliniko, Splose, Xero, Jotform, Monday.com) for the coordination of clinicians’ schedules, uploading clinical documentation, generating invoice/patient reports, managing accounts and invoicing, booking appointments, arranging events and creating communication/marketing campaigns
- Utilising various emailing systems (i.e Outlook, Gmail, Zoho, RoundCube) to liaise with practitioners, patients, clinics and third-party organisations which include but are not limited to the Medicare Benefits Scheme (MBS), National Disability Insurance Scheme (NDIS), WorkCover and Transport Accident Commission (TAC)
Bookings Manager & Administrator
BOFB Media
Malvern, Victoria
12.2017 - 02.2022
- Working closely with the Managing Director, scheduling meetings and appointments, redirecting calls, greeting clients, ordering stationery, retrieving mail and filing documents/newspapers appropriately
- Utilizing Outlook emailing system to communicate with agencies and publications regarding booking information, material-chasing, scheduling deadline reminders and overall continual prioritization of tasks via importance and urgency
- Utilizing Microsoft Office Management Systems to manage the creation, amendment or cancellation of advertisement for publications across regional New South Wales, Victoria and Western Australia (i.e The West Australian)
- Utilizing Excel spreadsheet to collect data, generate sales & post analysis reports, rate cards, create business directories and material deadline notices
- Redesigning internal processes to ensure efficient booking and account management across multiple databases as well as streamlining the storage and retrieval of critical information for publications, clients and their respective agencies
Program Editor & Training Assistant
Iron Game Fitness
North Melbourne, VIC
01.2019 - 01.2020
- Delivering consultations for clients, evaluating their goals, addressing concerns or areas for improvement as well as discussing any mental and physical barriers they encounter throughout their fitness journey
- Designing personalized programs tailored to each client’s lifestyle regimen as instructed by a personal trainer: recording body measurements and performing check-ins with their mental health, as well as providing guidance throughout current mood states and analyses of prospective motivational states
- Undertaking general administrative duties i.e. restructuring the floor layout, folding and storing of merchandise, updating client contact lists, conversing with clients and ensuring a lively atmosphere
Sales & Style Consultant
Wittner’s Australia
Melbourne, VIC
01.2016 - 01.2018
- Providing professional customer service to shoppers by offering assistance, guidance and expertise throughout their buying experience
- Training new employees, educating them on store policies and modelling the correct retail procedures
- Professionally managing complaints in a systematic yet respectful manner
- Consistently achieving very high monthly KPIs and receiving excellent feedback ratings from customers
- Working at stores across Victoria during on/off-peak periods
- Contributing to a fun, energetic and enthusiastic team environment
Virtual Tutor
Ardoch Children’s Education Charity
Melbourne, VIC
01.2020 - 01.2021
- Providing educational assistance to primary school students of low socioeconomic background and circumstances
- Providing relief to teachers in need of extra support by helping students with general issues or intellectual disabilities in the classroom in accordance with the aims/goals of the teacher
- Expanding my knowledge and educational skillset by participating in 2-hour weekly professional development seminars
- Connecting with students/teachers via ‘zoom’ calls and engaging in letter-writing so as to reinforce and develop their literacy skills throughout the period of the pandemic
Tutor
Home Away From Homework Club
North Melbourne, VIC
01.2019 - 01.2020
- Responsible for the care, education and supervision of primary school students after-school at their local library
- Conducted small group and individual activities with students based on differentiated learning needs.
- Collaborating with the volunteer team to create and tailor educational tasks to the students' current school curriculum so as to reinforce their learning
- Developed interesting and interactive games to encourage engagement, curiosity, exploration and problem-solving
- Fostering an environment where students feel safe, respected and listened to
Education
Bachelor of Psychological Science - Education (Distinction)
Deakin University
Melbourne, VIC04.2021
Skills
- Data Management & Schedule Maintenance
- Workflow Optimization & Task Delegation
- Staff Training & Program Development
- Media, Advertising and Networking
- Leadership & Team Supervision
- Client Coaching & Motivating
- Social Media Content Creation
- Web Design Editing
- Confident Presenter
- Active Listener
References
Upon request
Timeline
Education & Training Officer
Mind Medicine Australia
02.2023 - Current
Administration & Communications Officer
Mind Medicine Australia
02.2023 - Current
Volunteer Coordinator
Umbrella Foundation
02.2023 - Current
Training & Development Coordinator
The Psych Assistant
04.2022 - 02.2023
Team Leader
The Psych Assistant
04.2022 - 02.2023
Virtual Assistant
The Psych Assistant
02.2022 - 02.2023
Virtual Tutor
Ardoch Children’s Education Charity
01.2020 - 01.2021
Program Editor & Training Assistant
Iron Game Fitness
01.2019 - 01.2020
Tutor
Home Away From Homework Club
01.2019 - 01.2020
Bookings Manager & Administrator
BOFB Media
12.2017 - 02.2022
Sales & Style Consultant
Wittner’s Australia
01.2016 - 01.2018
Bachelor of Psychological Science - Education (Distinction)
Deakin University
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