Ingrid Dugand

• Most recently located over 300 documents hidden in system and ensured nurses were able to finalize them
• Reviewed documents before passing to clinical staff to finalize patient's wishes
• Designed and maintained process for ensuring hidden documents are found and dealt with regularly to prevent previous large backlog.

• Document editing, proofreading, design and layout
• Travel and accommodation bookings
• Meeting minutes and transcription
• Record keeping
• CIMS training bookings and associated POs and payments. Over 50 new staff trained
• Radio communications checked fortnightly with 17 stations around Christchurch
• Enabled smooth running of day-to-day operations by providing effective and efficient administration support.

• Assisted with day-to-day operations, working efficiently and productively with all 50 or so team members
• Used critical thinking to break down problems, evaluate solutions, and make decisions.

• Trained 10 new team members by relaying information on procedures and safety requirements
• Promoted positive work environment by fostering teamwork and open communication
• Collaborated with other department leads to streamline workflows, improve interdepartmental coordination, and achieve goals collectively
• Managed schedules, accepted time off requests, and found coverage for short shifts
• Provided reporting for forecast analysis and ad-hoc reporting in support of decision-making
• Coached team members in techniques necessary to complete job tasks.

• Volunteered for redeployment during Covid-19 Lockdown.
• Accomplished multiple tasks within established timeframes
• Collated daily reports from 30+ departments into Situation Reports for stakeholders and Ministry of Health.
• Controlled, monitored and documented administrative processes and procedures.

• Requested by HR Dept to assist with recruitment and retention of doctors and specialists to Greymouth Hospital, approved by manager.
• Gathered and organised materials to support operations
• Arranged meetings, accommodation, and information packs for visiting physicians considering joining WCDHB
• Physicians who joined WCDHB were met on arrival, shown to their accommodation, received gift and information packs, and made to feel welcome
• Several physicians relocated to West Coast comfortable with knowing that there were suitable supports for them and their families.

• Efficiently prepared meeting documents, took and transcribed minutes for several committees, up to 10 per month, both monthly and weekly
• Used knowledge of medical terminology to transcribe patient information from written copy, electronic equipment, or verbal direction
• Collaborated with addictions interdisciplinary teams in taking and transcribing minutes weekly, requiring good understanding of medical terminology
• Enhanced patient satisfaction by efficiently scheduling appointments and managing calendars for multiple physicians
• Supported physicians in delivering optimal care by accurately transcribing medical letters and maintaining up-to-date documentation
• Answered telephone calls to offer office information, answer questions, direct calls to staff
• Kept information confidential by following professional guidelines to maintain patient privacy and trust
• Stood in for colleagues when required and managed front desk operations efficiently while greeting patients warmly, addressing their concerns professionally
• Maintained office supplies inventory by checking stock, anticipating department needs, placing and expediting orders
• Assisted in onboarding process for new staff members
• Assisted in development of new office procedures to enhance workflow efficiency and overall productivity
• Prepared and processed patient referrals and transfer requests
• Arranged travel and accommodation for staff, patients, and visiting physicians
• Performed various administrative tasks by filing, copying, and faxing documents.

• Developed strong relationships with key clients, ensuring long-term partnerships and repeat business opportunities
• Wrote applications for funding, from $3,000-$120,000. Compiled reports on spending at funding term end.
• Organised and attended social events for newcomers to meet others
• Facilitated successful integration of immigrants by connecting them to essential community services, such as language classes and employment assistance
• Developed strong relationships with local community organisations, increasing awareness about available resources for immigrants.

• Coordinated patient scheduling, check-in, check-out, and payments for 100+ patients per day
• Sole responsibility for reception area on weekends and public holidays
• Checked patient demographics and contacts to keep information current
• Maintained strict confidentiality of patient information, adhering to regulations and medical office policies
• Managed high call volumes, directing calls to appropriate departments while maintaining polite and professional demeanour
• Provided compassionate customer service, creating welcoming atmosphere for patients and their families
• Enhanced patient satisfaction by efficiently managing front desk operations and addressing inquiries in timely fashion
• Assisted healthcare providers with administrative tasks, enabling them to focus on quality patient care
• Invoiced patients accurately in line with charging guidelines
• Notified manager of incidents and potential incidents relating to patients and staff for swift action
• Greeted and interacted with patients to provide information, answer questions, and assist with appointment scheduling
• Received and routed laboratory results to correct clinical staff members
• Liaised with external providers for further tests/procedures for patients.

• Promoted positive image of event through clear communication both internally with colleagues and externally with clients
• Drafted agendas, recorded minutes, and generated documents to facilitate meetings
• Closely liaised with up to 50 local and 25 international competitors/ teams around legal documentation, entry requirements, payments, events logistics and merchandise.
• Assisted in event planning and execution for company functions such as press conferences, briefings, or social gatherings
• Facilitated communication between departments for improved collaboration and event success
• Utilised advanced software programs for data entry tasks that increased accuracy while minimising errors
• Updated spreadsheets and databases to track, analyse, and report on competition data
• Developed strong working relationships to ensure timely delivery of supplies
• Implemented new office procedures to improve workflow efficiency while reducing administrative errors
• Built and maintained excellent relationships through timely response to inquiries and going above and beyond to accommodate unusual requests
• Continually sought methods for improving daily operations, communications, record keeping, and data entry for increased efficiency
• Voted best Secretary's office in championship.

• Utilised strong multitasking skills to manage multiple priorities and tasks, ensuring timely completion of each assignment
• Closely liaised with up to 50 local and 25 international competitors/ teams around legal documentation, entry requirements, payments, events logistics and merchandise.
• Assisted with timely completion of daily tasks, ensuring smooth office operations
• Responded to emails and other correspondence to facilitate communication
• Provided general administrative support including scheduling meetings, making travel arrangements, and managing documentation
• Displayed absolute discretion at handling confidential information
• Assisted in preparation of presentations and reports, contributing to well-informed decision making
• Contributed to positive work environment through professional demeanour and strong interpersonal skills
• Participated in team meetings and staff training sessions
• Worked closely with management to provide effective assistance for specific aspects of business operations.

• Enhanced media coverage by developing and maintaining strong relationships with journalists and media outlets
• Served as primary point of contact for media inquiries, fostering trust and transparency between organisation and journalists
• Contributed to event planning efforts, coordinating logistics for successful press conferences and media briefings
• Produced and distributed brochures, newsletters, and press kits
• Cultivated strong relationships with media representatives to secure widespread coverage and feature stories
• Drafted press releases detailing relevant newsworthy information and supporting event image and worked with news media to spread positions
• Facilitated press conferences and other outreach events to raise visibility of event
• Recruited and supervised 40 volunteers to run 24/7 Press Centre during 6 days of event press office being open
• Drew up rosters for 7 press officers and 40 volunteers and led briefing sessions
• Registered over 500 local, national, and international journalists and photographers from all types of media - radio, newspaper, magazine, and television as well as specialist media and team and sponsors' PR personnel
• Assisted with setup of Press Centre prior to event, ensuring phone lines, computers, photocopiers were working, and scoreboard, desks, chairs in place
• Management of Press Centre during event
• Ensured results and official press release originals were kept safe, copied, and collated to make up Official Results book in time for Prize-giving ceremony (in conjunction with official photocopier providers), and sending copies overseas as requested.

• Temporary position to cover incumbent maternity leave
• Managed time efficiently to complete all tasks within deadlines
• Organised and detail-oriented with strong work ethic
• Checked application documents correct before submitting them to Student Visa Officer or contacting applicants for further information
• Notifying applicants of outcome.

• Two temporary positions to cover maternity leaves
• Maintained confidentiality of sensitive information by adhering to strict privacy policies
• Enhanced applicant satisfaction by efficiently processing immigration application documents and referring completed applications to Visa Officer
• Supportive general office work as requested by Visa Officers.

• Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data
• Scheduled appointments and conducted follow-up calls to clients
• Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness
• Managed executive calendars, scheduling appointments and meetings to optimise time management
• Handled daily scheduling tasks and provided administrative support for entire department
• Booked airline, hotel, and ground transportation to coordinate office travel
• Managed phone and handled incoming and outgoing mail and faxes, requiring knowledge of diplomatic protocols

• Implemented social media campaigns to boost audience engagement and drive brand awareness
• Secured high-profile media placements, enhancing client reputation and market presence
• Generated creative story angles for successful media pitches and secured placements in top-tier publications
• Established strong relationships with key journalists, fostering trust and securing positive coverage for clients
• Conducted regular client meetings to provide progress updates on ongoing campaigns while addressing any concerns or questions
• Developed compelling press materials for effective brand messaging and increased visibility
• Coordinated special events, ensuring seamless execution and positive media coverage for clients
• Prepared or edited organisational publications such as employee newsletters or stockholder reports for internal or external audiences
• Wrote press releases and other materials utilising recognised practices.

• Managed daily planning of workplace operations, clearly communicating targets to staff for smooth, efficient task delivery.
• Led by example to maintain team motivation, ensuring daily tasks were performed accurately and efficiently.
• Conducted early morning backups of system, ensuring security of electronic documents.
• Department dealt with over 50 legal documents per day, some single page and others running into several volumes.

• Followed written and verbal procedures, completing tasks with accuracy and efficiency.
• Conformed letters, and forms to office standards.
• Accepted dictation from staff and created professional documents from provided information.

Temporary position to cover incumbent's maternity leave.

• Followed written and verbal procedures, completing tasks with accuracy and efficiency.
• Addressed inquiries and responded via letter or telephone follow-up.
• Updated files and records.
• Maintained accurate and up-to-date databases containing confidential information.
• Screened and directed incoming phone calls and distributed correspondence effectively.