Caroline Hindmarsh Email & Phone Number

Australia

Brisbane, Queensland, Australia

In this role I assist the team lead in managing the pipeline inbox whilst complying with legislation in all forms. My duties include:• Manage team and branch leadership calendars, appointments and priorities ensuring co-ordination of daily activities, arranging meetings and presentation materials. • Electronic filing of project meeting minutes, actions and outcomes and other relevant information in the Department CRM system.• Manage the team inbox including identifying items for action, developing a prioritisation process, and filing emails as required. • Prepare and edit correspondence, presentations, reports and documents in a concise manner with high attention to detail. • Develop and maintain effective relationships with key contacts and relevant internal and external stakeholders. • Develop a knowledge and appreciation of the key relationships for the business and divisions and coordinate communication with them as required. • Share ideas and improvements constructively and openly. • Contribute to the showcase of value, technical solutions, and progress of delivery across the ITD and Aged Care divisions. • Be a role model of the Division’s vision, values, and culture.

Brisbane, Queensland, Australia

In this role as an EA I work closely with the Assistant Secretary on a daily basis providing top level support, my responsibilities include:• Support my Assistant Secretary (AS) with scheduling meetings and daily diary management both with internal and external stakeholders.• Assist with managing my AS’s inbox - co-ordinate and triage urgent communications and clearances.• Financial management: booking travel and acquittal of AS credit card expenses.• Assisting Branch Directors and staff with requests and general business• Liaising and assisting the ITD Executive team with requests• Processing stationary orders • Be the first point of contact for my AS: manage phone calls / communications via WebEx and email, managing multiple schedules and maintain communication across the branch whilst using professional discretion.• I am happy to take initiative and can proactively support the objectives and goals of my AS and branch to support of the work for the Department.• Assisting with coordinating branch/divisional administrative tasks (e.g., phone lists, leave register, property, and accommodation)

Canberra Act

I provided a range of high-level support to my Assistant Secretary (AS) and to the branch, my duties included: • Support my AS with scheduling meetings and daily diary management both with internal and external stakeholders.• Manage my AS’s inbox - co-ordinate and triage urgent communications and clearances.• Manage branch in-box with high volume of incoming requests: sending out input requests to branch for input, collate responses for clearance via my AS, sending out cleared input.• Financial management and acquittal of AS credit card expenses• Assisting Branch Directors and staff with requests and general business• Liaising and assisting the HERD Executive team with requests• Processing stationary orders • Be the first point of contact for my AS: manage phone calls / communications via WebEx and email, managing multiple schedules and maintain communication across the branch whilst using professional discretion.• I have helped develop appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow within the branch.• Assisting with coordinating branch/divisional administrative tasks (e.g., phone lists, leave register, senate estimates responses, property and accommodation)

Canberra Act

• Acting as the first point of contact including greeting visitors, receiving and responding to phone calls, emails and correspondence and ensuring a high level of customer service to all staff and external parties • Diary management • Prioritising the SES time and drawing attention to matters of priority.• Coordinating meetings with internal and external stakeholders• Ensuring the SES has all required information for meetings.• Establishing effective working relationships with the offices of First Assistant Secretary, Deputy Secretary, Executive office, staff in the Department and External Stakeholders• Engaging with branch staff and fostering a strong team focus• Processing accounts for payment and coordinating, collecting and analysing information for monitoring purposes.• Developing appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow within the branch.• Respond to any requests by due date ensuring appropriate clearances have been adhered to• Organising, scheduling and coordinating all travel arrangements, accommodation and supporting documentation for the SES• Undertaking less complex research for the SES• Adhering to the APS Values and Code of Conduct • Demonstrating capability in line with the APS Integrated Leadership System (ILS) and Work Level Standards at the APS 4 level

Canberra Act

In addition to my EA tasks as above I also supported my SES in the following:• Assist my Assistant Secretary on a daily/ weekly basis with all the tools she requires to meet her goals and deadlines.• Giving my manager a heads up on any matters that may come up within the branch e.g.: staffing issues.• Have a daily morning catch up to discuss the day ahead, meetings, deadlines and anything that is urgent/ outstanding.• Communicate to staff and stakeholders that my manger will need to be provided with pre-briefs and any background information well in advance.• Communicate positively to the branch and staff.

Canberra, Australian Capital Territory, Australia

I contracted to multiple Government Departments that included the Department of Social Services, Department of Prime Minister and Cabinet, Department of Parliamentary Services, Attorney Generals Dept - Legal Services, Aviation Security.

Canberra, Australian Capital Territory, Australia

• Act as the first point of contact for general enquiries and visitors to RegNet both national and international students and academics• Enter publication data into the University’s research management database ARIES.• Assist with RegNet’s Visitor Program; including liaising and assisting visitors prior and after arrival to the school acting as first point of contact.• Support RegNet education and research activities including scheduling and providing support for seminars, conferences and events including catering requirements.• Coordinate travel and accommodation bookings for staff and students.• Coordinate requirements for the maintenance of equipment and consumables and building access.• Lead and co-ordinate archiving project for RegNet.

Canberra, Australian Capital Territory, Australia

In addition to my EA tasks as above I also supported my School Director in the following:• Provide administrative and project support to the School Director and the RegNet administrative team leaders.• Coordinate and manage travel, accommodation, diary, schedule meetings and actioning emails.• Preparation of correspondence, drafting of reports and briefing notes, preparing background research and using spread sheets and databases to prepare other standard business documents.• Ensure compliance with university policies and procedures for documentation, correspondence and matters processed through Director’s office.• Room and office audits checking assets; furniture, computer, phone etc.• Support School meetings and RegNet governance group meetings including compiling agendas, note taking, preparing and distributing minutes and following up outcomes.• Liaise and develop networks with other administrative and executive support personnel within the University and external agencies.

Canberra, Australian Capital Territory, Australia

• Manage Branch in-box, assist in Branch record management (TRIM) in line with the Department’s record management guidelines. • Schedule meetings with stakeholders which included: book catering as required, room set up, management of meeting attendance, preparation of meeting agenda an• Travel bookings

Canberra, Australian Capital Territory, Australia

In addition to my EA tasks as above I also supported my Assistant Secretary in the following:• Manage on-line calendar.• Assist my Assistant Secretary with timely attendance to meetings.• Schedule meeting room bookings, meeting room set up, organise catering.• Make travel bookings.• Arrange payment of invoices• Assist staff with varied administrative duties.