Kylie Parsons

Experience

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  Wow Sight and Sound

  Mar 2007 - Jun 2008

  Customer Service Cashier

  Service Cashier

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  John Carrier Real Estate (Body Corporate Management)

  Feb 2008 - Aug 2008

  Receptionist

  Reception and Administration Support

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  Deloitte Touche Tohmatsu LLC

  Aug 2008 - Jan 2009

  Receptionist

  Reception and Administration Support

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  Manpower

  Feb 2009 - Mar 2011

  Data Entry Clerk

  (5RAR Main Q Store / 1CSSB Supply Company / Robertson Barracks)Data Entry Clerk

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  Northline

  Mar 2011 - Jun 2011

  Receptionist

  Reception and Administration Support

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  Woolworths Supermarkets

  Apr 2011 - May 2012

  Supervisor

  Customer service and provide supervision to staff

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  Toll Group

  May 2012 - Jul 2012

  Receptionist

  Reception and Administration Support

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  Mission Australia

  Aug 2012 - Sept 2014

  Central Administrator for NT offices (Darwin, Katherine, Alice Springs)

  • Undertake Quarterly WHS Inspections and logging of them into relevant software package. • Identify and monitor workplace risks and hazards, develop strategies to minimize the impact of the risk or hazard on fellow staff and clients.• Manage the overall presentation of the office including communal areas such as the lunch room and kitchen and conference room.Family Support Worker:• Provide Administrative support to the Program Manager• Assist cliental with maintenance of their homes • Administration duties, preparing spread sheets, creation of individualised case management files for clients.• Case management of cliental at risk Achievements: • Implemented WHS Inspections to be uploaded by their due date and created filing so we could reflect on changes made since last inspection. • Created a spreadsheet to keep track of Emergency Relief Funds when assisting clients with food vouchers. Show less

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  Department of Land Resource Management

  Feb 2015 - Dec 2015

  Administration Support Officer A02

  • Provide administrative and financial support to executive and divisional staff within the Rangelands team including but not limited to; phone directory/list, stationery, assets, travel booking, cab charge, car bookings/carpark, IT and facility management. • Completion of financial tasks; processing invoices for payment, creating purchase orders, journals, LTF (leader transfer), maintaining purchase order register and as a NTG (Northern Territory Government) corporate credit card holder, completing submissions of transactions in Electronic Card Management System. • Examine monthly invoices for fuel, fleet leasing, mobiles, sate phones, desktops and desk phones, ensuring all details and chargers are accounted for and to correct changes if needed. • Arrange permits and identity cards for designated staff following organisational protocols.• Manage records using TRIM (Total Records Information Management).• Complete HR requests such as recruitment, changes to position details and assisting staff with HR enquiries.• Manage IT and telecommunication requests, setting up desktops, telephones and arranging required accesses for all new staff and assisting with settling in. Achievements:• Gazettes updated with the current agreements for new id cards to be created for staff to have permits to enter pastoral lands. Show less

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  Queensland Department of Education

  Oct 2016 - Jun 2018

  • Provide administrative and financial support to staff within the Transformation team including divisional staff. Support services include but not limited to: phone directory/list, stationery, assets, travel booking, cab charge, car bookings/carpark, IT and facility management.• Providing procedural information to staff and mentoring new staff members on financial and administrational procedures for the department and being available for the team at any time for mentoring or procedural questions.• Managing records using (HPE Manager) Hewlett-Packard Enterprise Records Manager to manage the filing of financial, travel and asset documents and correspondence. • Establishment management, creation of positions, keeping details up to date for position end dates, providing details and support for recruitment. • Completion of financial tasks, processing invoices for payment, creating purchase orders in SAP portal, purchase via corporate credit card on behalf of the unit and reconciliation, uploading payment schedules into SABA (School Appropriation and Budget Application) and creating journals.• Conduct stocktake at the end of each financial year and keep track of the company assets. • Update SAP Portal for movements of assets or disposals. • Executive support duties for the Director including related administrative tasks; o Diary Management o Collate information o Development of the team newsletter o Management of the team timesheetso Complete request to hire forms o Drafting agenda items o Co-ordinate meetings, arrange room booking o Coordination of Director travel requests. Achievements:• Accurate record keeping• Effective and efficient office business processes.• Highly organised office management to support Director and Project teams. Show less

  • Project Support Officer A03 (HR Transformation)

    Apr 2016 - Jun 2018

  • Higher Duties performed Business Support Officer A04

    Oct 2016 - May 2017
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  Queensland Department of Education

  Feb 2019 - Nov 2019

  Project Support Officer

  • Provide administrative and financial support to staff within the Teaching Qld’s Future team including divisional staff. Support services include but not limited to: phone directory/list, stationery, assets, travel booking, cab charge, car bookings/carpark, IT and facility management.• Providing procedural information to staff and mentoring new staff members on financial and administrational procedures for the department and being available for the team at any time for mentoring or procedural questions.• Establishment management, creation of positions, keeping details up to date for position end dates, providing details and support for recruitment. • Managing records using (HPE Manager) Hewlett-Packard Enterprise Records Manager to manage the filing of financial, travel and asset documents and correspondence. • Completion of financial tasks, processing invoices for payment, creating purchase orders in SAP portal, purchase via corporate credit card on behalf of the unit.• Conduct stocktake at the end of each financial year and recording of company assets.• Update SAP Portal for movements of assets or disposals. • Coordinate, monitor and edit ministerial correspondence and briefing notes, in accordance with MESU Guidelines and departmental guides.• Executive support duties for the Director including related administrative tasks; o Diary Management o Collate information o Manage team timesheetso Complete request to hire forms o Draft agenda items o Co-ordinate meetings, arrange room booking o Coordination of travel requests Show less

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  Department of Agriculture and Fisheries (Queensland)

  Nov 2019 - Apr 2020

  Support Officer

  • Providing accurate and timely administrative and financial support to staff within the ITP Products team and divisional staff. Support services include but not limited to: stationery, assets, travel booking, cab charge, car bookings/carpark, IT and facility management.• Providing confidential administrative support service, including meeting attendance and recording minutes. • Establishing management, keeping details up to date for position end dates, updating staff member increments entitlements, providing details and support for recruitment. • Managing documents using eDocs electronic document management efficiently file financial, travel, asset documents, correspondence and staff records.• Providing operational human resource management support to the business unit.• Organising events, appointments, travel and research and acquire documentations for these events. • Support Officer duties for the Director including related administrative tasks:o Diary management o Preparing OneNote with meeting agenda’s and relevant documentationo Screen Director’s phone calls and inboxo Collating information o Completing request to hire forms o Drafting agenda items o Coordinating meetings and managing room bookings o Coordinating travel requestsAchievements:• Worked with minimum supervision in a changing environment to achieve results• Implemented effective and efficient office business processes Show less

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  EHealth Queensland

  Apr 2020 - Mar 2021

  Executive Support Officer

  Responsibilities: • Proactively organised all aspects of the Senior Director’s office including:o accurate, up-to-date diary management ensuring forward planning of regular meetings and provision of supporting documents for meetings; o email management on behalf of Senior Director including prioritising, categorising and filing;o Collating program key achievements and program updates for the Senior Directors weekly full Program update.o development and distribution of agendas and minutes;o booking and arrangement of travel.• Responsible for the presentation of meeting materials via Microsoft Teams for all Leadership Team virtual meetings, leadership forums and program team meetings.• Collation of the DS&T program key achievements and updates on behalf of the Senior Directors for the weekly team meetings.• Provided confidential administrative support, including meeting attendance, taking of minutes and follow up of action items.• Workforce establishment support, including employee position changes, temporary staff extensions and recruitment. • Coordinated the regular Hospital and Health Services stakeholder engagement meetings on behalf of the program teams across all metro, regional and rural areas.• Provided ad-hoc support to three Program Directors including diary and email management.Key Skills:• Prioritised and managed workload. Demonstrated experience working under pressure and to tight deadlines.• Capably worked across multiple divisions with minimum guidance.• Ability to identify, recommend and introduce process improvement.• Well-developed communication skills to engage with stakeholders across all levels of management.• Adaptability to work across multiple divisions with minimum guidance• Well-developed teamwork capabilities to work collaboratively with colleagues and reporting to management Show less

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  Department of Corporate and Digital Development

  Apr 2021 - Nov 2021

  Executive Assistant

  Responsibilities: • Provided accurate and timely administrative and financial support to staff including stationery order, facility repairs and ad hoc task. • Completion of financial tasks, processing invoices for payment, creating non purchase orders in EIMS portal, purchase via corporate credit card on behalf of the unit and reconciliation.• Support Business Support Manager with creating business processes and capturing data and records for financial management. • Proactively organised all aspects of the Chief Information Officer’s (CIO) office including:o Accurate, up-to-date diary management ensuring forward planning of regular meetings and provision of supporting documents for meetings; o Email management on behalf of CIO including prioritising, categorising and filing;o Collating program key achievements and program updates for CIO’s monthly team update.o Communicate with the Chief Executive’s office, senior management o Booking and arrangement of travel.Achievements:• Developed and implemented effective and efficient office business processes.• Recommend and introduce process improvement. Show less

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  Department of Corporate and Digital Development

  Nov 2021 - Feb 2023

  • Provide executive support to the Executive Director including:o Diary management, o Scheduling of meetings,o first point of contact,o Providing a smooth forward planning of regular meetings,o Preparation of reports and coordination of papers for various meetings and committees, both internal and external.• Process incoming and outgoing correspondence and use of Territory Records Manager (TRM) to maintain records for the Executive Director and division and follow up to ensure deadlines are met.• Communicate with the Executive Services unit, on a regular basis to ensure that a smooth timely flow of information is maintained.• Procurement and credit card support to the unit including monitoring and systems support for purchasing, accounts, assets, travel and records management.• Monitoring and maintaining records of the administrative systems including purchasing, accounts, assets, travel and records management to ensure their efficiency.• Provide secretariat support to key meeting groups for the department. Show less • Providing support for day-to-day management of the Deputy Chief Executive Digital:o Complex diary management, o Scheduling of meetings,o Providing a smooth forward planning of regular meetings, o Coordination of supporting documents for meetings,o Handling telephone enquiries and visitors.• Coordination, preparation and quality control of correspondence using the records management system whilst maintaining confidentiality.• Coordinate papers and support board/s and other governance committee managed by the Executive Services team. • Providing back-up Support to the Executive Services executive assistant positions.• Procurement and credit card support to the unit including monitoring and systems support for purchasing, accounts, assets, travel and records management.• Monitoring and maintaining records of the administrative systems including purchasing, accounts, assets, travel and records management to ensure their efficiency.Achievements:• Maintained a busy diary, whilst ensuring competing demands are efficiently managed.• Manage competing workloads under pressure and meet critical deadlines independently. Show less

  • Team Administrator

    Sept 2022 - Feb 2023

  • Executive Assistant

    Nov 2021 - Sept 2022
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  Department of Infrastructure, Planning and Logistics

  Apr 2024 - now

  • Provide high level administrative and secretariat support to the Executive Director including the management of workflow and effective calendar meeting management, scanning / monitoring incoming calls and emails and compiling meeting papers into OneNote or hard copy as required. • Liaise effectively with all staff within the business unit, the department, external agencies and organisations.• Prepare, monitor and maintain records for administrative systems including purchasing, accounts, assets, travel and records management. • Progress Tier 1 procurement in line with establishment department policies and credit card support to the unit.• Confidential document management of incoming correspondence utilising records management system (TRM).• Assist in managing a shared inbox ensuring the correct distribution of workload tasks to team members and registration and tracking of correspondence. • Proven ability to be flexible, determine workload priorities, meet deadlines and work under pressure.• Assist with onboarding new employees including arranging assets, account management and access requirements.• Coordinate and compile, general correspondence, meeting agendas, minutes and monthly reports to ensure timely distribution and quality check reports, correspondence to ensure it meets unit standards. Achievements:• Proactively developed and implemented technology solutions/processes to improve record keeping.• Improved correspondence required for meetings and reduced paper usage by utilising OneNote to deliver meeting notes, action items and documents to read for Executive Director.• Introduced templates for use in meetings to improve record keeping of actions items.• Successfully undertook development opportunity as an A06 Executive Officer and demonstrated my ability to manage under pressure and perform the responsibilities required for both Executive Officer and Executive Information Coordinator. Show less • Provide executive and secretariat support to the Executive Director and senior management including providing sound advice on business and corporate management issues, conducting financial reporting and analysis and developing recruitment and employment activities for the branch. • Prepare and coordinate a range of executive correspondence including ministerial, memorandums, reports and documents, ensuring priorities are kept on track and deadlines are met.• Build strong and effective relationships across other divisions and whole of government levels to improve service delivery outcomes and manage the communication process, including reporting. • Recruitment support and administration for recruitment panels, including booking meetings and liaising with Human Resources. Show less

  • Executive Information Coordinator

    Feb 2023 - now

  • A/Executive Officer

    Apr 2024 - Apr 2024