Charlene V. Email & Phone Number

Whangarei, Nz

Auckland, New Zealand

As the Finance & Admin Manager, my primary purpose is to provide essential support in ensuring the smooth & efficient operation of financial & administrative functions within the organisation. My role involved meticulous handling of financial records, assistance in financial transactions, & maintaining accuracy in administrative processes.Key Transferable Skills & Experience Gained:Meeting Coordination & Management | Financial Record Handling & Precision | Software Utilization (Xero) | Process Enhancement & Development | Client Relationship Management | Google Workspace

Whangarei, Northland, New Zealand

Recruitment & Rostering Manager – 2023 General ElectionAs a member of the Electorate leadership team my primary responsibility & accountability in the position of Recruitment & Rostering Manager was to support the delivery of voting services in a community (Electorate) for the 2023 General Election by national standards & policies by recruiting high calibre staff, assigning them to roles, arranging their training, rostering them as required & ensuring their remuneration was accurate and on-time.Key Transferable Skills & Experience Gained:Leadership & Team Management | Policy Compliance & Implementation | Stakeholder Management & Collaboration | Strategic Planning & Execution | Health, Safety & Well-being Adherence● Recruited enough quality staff consistent with Electoral Commission standards & EEO policies & practices using the in-house recruitment system (Snaphire)● Implemented the electorate plan for the recruitment and training of staff.● Fostered a collaborative approach across the electorate & region, providing backup support to team members in times of absence.● Provided effective leadership to the team, ensuring New Zealanders trust, value, & take part in parliamentary elections.● Developed an understanding & recognised & acted upon the articles of te Tiriti o Waitangi.● Developed & maintained effective working relationships with internal & external stakeholders.● Contributed to the achievement of team goals by meeting expectations & offering suggestions for improving current systems & procedures.● Ensured a future-focused approach to research & development, actively participated in discussions & suggested improvements in research & analysis methods.● Took reasonable care for my own health, safety, & wellbeing & that of others at work, & proactively demonstrated adherence to the organisation’s health, safety, & wellbeing related values.

Whangarei, Northland, New Zealand

Administrative Assistant - Finance & AdministrationAs an Administrative Assistant in Finance & Admin, my primary purpose was to provide essential support in ensuring the smooth & efficient operation of financial & administrative functions within the organisation. My role involved meticulous handling of financial records, assistance in financial transactions, & maintaining accuracy in administrative processes. These virtual temp roles spanned over two periods. January 2022 - October 2022 at Thrive CA & May 2023 - Current for Haka Educational ToursKey Transferable Skills & Experience Gained:Meeting Coordination & Management | Financial Record Handling & Precision | Software Utilization (Xero, WorkflowMax) | Process Enhancement & Development | Client Relationship Management● Coordinated & booked meetings, ensuring pre-work was prepared & agendas were sent in a timely manner.● Organised all meeting requirements & efficiently prepared & distributed meeting minutes.● Provided comprehensive support to the Director by managing diary schedules & workflow.● Efficiently managed WorkflowMax, handled invoicing using Xero, & maintained client records in Connectworks & Companies Office.● Loaded blog content, oversaw digital events, & implemented agreed-upon changes to site content.● Scheduled & managed social media content & channels in collaboration with the Director.● Developed templates, internal processes, & procedures to enhance organisational efficiency.● Provided valuable support in managing courses & memberships.● Undertook various ad hoc duties as required by the Director & the wider team.● Processed documents, reconciled bank accounts, and prepared GST returns with precision, supporting the team in delivering bookkeeping services to clients.

Whangarei, Northland, New Zealand

Exam Center ManagerAs an Exam Center Manager I managed examination operations at Kamo High School, ensuring compliance, efficient supervision, and adherence to NZQA procedures.Key Transferable Skills & Experience:Communications | Compliance | Organisation | Team Management ● Directly liaised with NZQA for examination conduct at Kamo High School.● Ensured compliance with health and safety regulations at examination centers.● Coordinated with the school for required accommodations and equipment.● Prepared examination planners efficiently for supervision.● Recruited, contracted, vetted, and trained examination supervisors.● Managed schedules and details of examination staff online.● Facilitated special assessment conditions for specific candidates.● Oversaw secure storage and handling of examination materials.● Monitored examination processes to ensure compliance with NZQA guidelines.● Reported examination irregularities to NZQA and completed necessary claim schedules online.

Whangarei, Northland, New Zealand

Administrative Practice Assistant and Personal Assistant to Orthopeadic Surgeon As an Administrative Practice Assistant in this medical practice, I took on the responsibility of personal administrative assistance to individuals & played a vital role in representing physicians & ensuring the seamless operation of the healthcare services. My responsibilities spanned across patient communication, appointment scheduling, transcription, project coordination, & financial administration.Key Transferable Skills & Experience Gained:Communication & Scheduling | Project Coordination & Efficiency | Medical Report Preparation & Accuracy | Compliance with Healthcare Regulations | Billing & Revenue Management● Screened & managed incoming telephone calls, ensuring prompt recording & relaying of messages.● Scheduled, received, & announced patients & visitors, creating a welcoming & organised environment, as well as screened unscheduled patients, arranged referrals to other healthcare providers, & coordinated various appointments.● Maintained physician calendars, scheduled patient appointments, consultations, & managed professional commitments, organised & coordinated meetings, conferences, teleconferences, & travel arrangements for physicians.● Transcribed dictation & prepared accurate medical reports, patient histories, operative notes, manuscripts, & correspondence.● Planned, organised, & coordinated various projects, ensuring efficiency & adherence to timelines.● Developed & utilised filing & retrieval systems to maintain patient records.● Completed direct patient & third-party billing, ensuring accuracy & compliance while monitoring accounts receivables, initiating collection calls, & sending reminders to optimise revenue generation.● Ensured compliance with relevant healthcare regulations & standards, & upheld patient confidentiality & protected operations by maintaining strict confidentiality standards

Wellington Region, New Zealand

Office Manager & Personal Assistant to CFOUtilising a proactive approach my temp role as Office Manager was to provide comprehensive support to the Group Manager of Organisation Support, using multitasking & organisation skills to maintain a smooth operational environment. The role involved a combination of administrative tasks, coordination, & overseeing the day-to-day functions of the office.Key Transferable Skills & Experience Gained: Administrative Oversight & Coordination | Calendar & Inbox Management Access | Control & Maintenance Liaison | Meeting Coordination & Minutes Preparation | Communication & Team Collaboration● Efficiently managed the Group Manager's inbox, ensuring timely responses & prioritised critical communications.● Scheduled & maintained the calendar for the Group Manager, coordinating appointments, meetings, & events.● Processed & managed access cards for employees, ensuring a secure & streamlined access control system.● Responded to maintenance issues promptly & liaised with maintenance providers as required for efficient issue resolution.● Reconciled the Group Manager's Organisation Support visa statement, maintaining accuracy & compliance with financial procedures.● Collated papers & prepare materials for the Group Manager's attendance at various meetings, including Executive Leadership Team, Senior Leadership Team, & Board meetings.● Organise & coordinated meetings for the Organisation Support department, including setting agendas & preparing minutes.● Coordinated & organised Support Manager meetings, ensuring effective communication & collaboration within the team.

Wellington Region, New Zealand

Facility Service Co-ordinator In my role as a Facility Service Co-ordinator, I played a crucial role in managing service technicians, coordinating job tasks, handling client interactions, & ensuring efficient operational processes within our facilities management team.Key Transferable Skills & Experience Gained:Team Management & Coordination | Financial Documentation & Invoicing | Client Interaction & Liaison | Records Management & Filing | Problem-Solving & Communication Skills● Managed service technicians in the field, ensuring timely & efficient completion of tasks on an hourly basis while updating job cards daily to track progress & maintain accurate records.● Sent out invoices to clients promptly & accurately, as well as generated purchase orders, confirmed item receipts, & maintained financial documentation.● Liaised with sub-contractors to coordinate on-site jobs, ensuring smooth collaboration & adherence to project timelines.● Receipted all emails to the service center following agreed procedures & standards, responding to inquiries & requests promptly.● Maintained organised records & filing systems, ensuring easy retrieval of information as needed, & assisted in document control, keeping records & files up to date.● Provided the necessary support to the Facilities Manager & the rest of the Facilities Management team as required.● Answered phones & promptly & efficiently handled all incoming emergency maintenance calls.● Dealt with ad-hoc queries, taking appropriate actions or directing them to the relevant personnel.● Attended client & site coordination meetings, contributing to effective communication & problem-solving.● Built & maintained strong relationships with contractors & other stakeholders, scheduled planned & reactive maintenance, & ensured optimal facility performance