Monica Giles

• Produce meeting minutes for both Board & AGM meetings.
• Facilitate meetings held at EWC office.
• Greeted guests in with friendliness and professionalism.
• Reviewed and edited documents for accuracy, grammar and clarity.
• Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.

• Oversee and assist with job schedules.
• Ordering of supplies and materials.
• Inventory management.
• Liaising with key suppliers including invoicing and account settlements.
• Health and Safety procedure improvements.
• Assisting with other key business running tasks.

• Provide business administrative and technical support across the Operations branch, facilitating the smooth running of the office and coordinate corporate service management activities by assisting with budget, personnel and IT processes, as required.
• Provide data entry and document management services in a busy environment, maintaining up to date filing systems including archiving and retrieving files.
• Coordinate the purchasing and management of all uniform and vehicle fleet support to Auckland staff.
• Effective business support by managing and maintaining office equipment and supplies by purchasing and distributing supplies to teams, checking deliveries, negotiating returns and arranging for any necessary adjustments to be processed as required.
• Coordinate and book domestic and international travel arrangements for all Auckland staff, liaising with Travellers, their manager and travel provider. Assist with Visa applications, arranging currency and post travel claims.
• Assist with staff onboarding, support assessment centre functions & all vetting for incoming staff.
• Receipting, reconciling and banking of both the AMPIC and International Mail Centre, managing petty cash in compliance with strict policies and procedures.
• Develop and maintain effective relationships with external suppliers and service providers to ensure a responsive and prompt service when required.
• Participating in a response, and supporting business as usual during responses which included assisting with logistics work on the Mycoplasma Bovis response - Specifically at Field HQ in Invercargill.
• Facilitate system and process improvements by coordinating and/or participating in support forums and documenting agreed system and process changes in accordance with MPI policies and standards.
• Active involvement in MPI Health & Safety (H&S) processes and practices and complying with legislative and company guidelines and requirements. H&S Representative for the Business Support team at AMPIC.

2019 – 2024

I was successful in an opportunity to move to the International Mail Centre and be the sole support officer based there. Additional responsibilities were as below.

• Facilitating all contractors & guests to the site. This included regular & irregular.
• Managing cleaning contracts.
• Managing and auditing staff onsite & carpark access.
• Working closely with Auckland Airport Limited & NZ Post on shared spaces/property.
• Liaising with importers on held for inspection parcels.
• Issuing refunds for importers of damaged/lost parcels.
• Stock management.
• Develop and maintain Hazardous Substances register.
• Maintaining site H&S procedures and facilitating audits.
• Test & tag management on all equipment.
• All purchasing and account management for site.
• CiAnywhere purchasing system, including creating supplier accounts, reconciliation, invoicing & staff reimbursements.

Additional roles with Ministry for Primary Industries

Payroll Advisor – 6 month secondment covering parental leave. Duties included processing timesheets and providing reports to our external payroll provider each fortnight so staff were paid correctly. Reports to Managers & Senior Leadership Team on outstanding timesheets. Answering staff/manger queries. Educating all employees on processes and timeframes.

PSA Delegate – 2019 - 2024. Voted into this 3 times consecutively. Core responsibility was to ensure my team and any wider staff were well supported and educated on current collective agreements. To provide feedback and work alongside national delegates on any issues that needed addressing. Stepped up in place of national delegate to attend bargaining on behalf of all MPI administrative workers and contributed to individual projects such as Gender Pay Gap & Equal Pay Claim.

Receptionist 2016 - 2017

Responsibilities:

• Provide professional and friendly reception interface for all visitors to Auckland Biosecurity Centre by welcoming and greeting all incoming clients and visitors to reception and referring them on promptly and efficiently to the appropriate personnel.
• Maintaining office security by ensuring security and safety processes for visitors are adhered to by visitors to Auckland Biosecurity Centre.
• Liaising with both internal and external clients to organise maintenance, meetings and catering.
• Assist with the coordination and administration of office services including issuing and monitoring security access cards, managing the visitor sign-in system and reporting any building issues or repair requirements and ensuring these are followed up and repaired.
• Providing a professional telephone reception service for all incoming calls; accessing appointment information efficiently and providing a professional and appropriate response to enquiries.
• To manage bookings and required services for MPI meeting rooms and associated activities and ensure all meeting rooms are tidied and equipment and facilities are in working order on a daily basis and assist with meeting room set up as required.
• Responsible for the provision of courier and mail delivery and pickup service which includes managing all incoming and outgoing mail and courier requirements, creating logs for tracking purposes and ensuring all mail is sorted and passed on to the appropriate person in a timely manner.
• Assisting in data entry, filing, record management and archiving sensitive documents – in particular processing Accredited Person’s applications for Transitional Facilities Business Support and Biosecurity Authority/Clearance Certificate filing and storage.
• Ensuring the reception area is maintained in a clean and tidy manner and any hazards identified and actioned appropriately particularly areas accessible to the public.

Achievements: Promoted from receptionist to Biosecurity Support Officer.