Summary
Overview
Work history
Education
Skills
Interests
Languages
Timeline
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Shahana Khan

Auckland,Auckland

Summary

Highly accomplished HR professional with a Master's in Management (HR major) and over 18 years of experience in diverse HR generalist roles. Proven expertise in change management, strategic HR practices, and building collaborative relationships with senior executives. Committed to fostering a diverse and inclusive workplace culture. Excited to contribute to Vector Limited's vision of creating a new energy future.

Overview

18
18
years of professional experience

Work history

National Human Resource Manager

Citycare Property Limited
11.2022 - Current
  • Citycare Property is a social infrastructure business that plays a key role in keeping our nations green assets, public spaces, and council buildings spic and span, whilst investing into economical practices and contributing to our communities - we care, we discover and we deliver
  • As the HR Manager, I provide support, guidance, empowerment to embrace new thinking and personal commitment to achieving our hi-5 strategies
  • Key responsibilities:
  • HR team leadership (1 Senior Advisor, 2 Advisors, 1 Coordinator, 1 Subject Matter Expert for Business Transformation)
  • Lead the HR business partnering philosophy across all regions and business divisions (including ER, Performance Management, remuneration, D and I)
  • Lead all current retention initiatives (and embed new initiatives as handed over from Culture team)
  • Support and influence operational managers with their resource planning - short and medium term
  • Work alongside the Talent Acquisition Advisor (new role) to support managers recruit better than our best
  • Lead the execution elements of the IR strategy/IR annual plan
  • Lead a consistent approach to all employment relationships and ensure that the HR team has the tools and confidence to support this
  • Relationship management with Payroll
  • Manage third party supplier arrangements
  • Manage existing IEA remuneration processes
  • Working alongside the Head of People in preparing HR analytics for Board reporting
  • Provide advice and guidance around pay equity and play an integral role in addressing the business strategy around gender pay gap

Human Resource Manager

Citycare Property
05.2021 - Current
  • Strategic HR which includes developing and implementing the strategic HR plan;
  • Developing and implanting the business' evolving talent acquisition strategy
  • Business partnering with the leadership team to drive performance and diversity
  • Lead the northern business in change initiatives
  • Lead the northern business union negotiations (AWUNZ & MCWU)
  • Achievements:
  • Lead the largest northern collective agreement negotiations within the first 2 months and achieved business results
  • Co-chair for the business Runānga (Cultural Advisory Panel)
  • Review and implementation of a new Graduate programme
  • Launched a new talent acquisition strategy
  • Promoted to National HR Manager

Senior Human Resource Advisor

New Zealand Defence Force
01.2020 - 05.2021
  • The New Zealand Defence Force is a Force for New Zealand in it's true sense
  • The Senior HRA provides leadership, generalist HR support and advice and operates as the main point of contact across the region for the Tri-Service - Army, Navy and Air Force
  • Key responsibilities:
  • Generalist HR advice to management and chain of command
  • Influencing and guiding the organisation around the appropriate implementation of recruitment procedures, application of the differing forms of employment agreements and managing risks around the grey areas of employment
  • Leading the team of HRAs and supporting them in the core HR service delivery with a customer service model focus
  • Regular and ad hoc reporting on human resource statistics, which includes data manipulation, checking data integrity and providing advice around data analytics, interpretation and guidance around sharing of staff-in-confidence information
  • Risk and bullying and harassment reporting
  • Management of the HR system (Defence Data Management System), and training personnel across the business on the use of the system
  • Professional development of the HRA team, management and chain of command in areas of personnel management, development, problem solving, litigation and industrial relations
  • Main point of contact for the regions Union connections (working closely with the PSA)
  • Advice and guidance around complex employment disputes, conflict resolution, and culture re-alignment initiatives
  • Defence Force Orders and Civilian policy implementation and interpretation
  • Administration of Operational Exceptional Approval policy for expenses and advice to command around entitlements
  • Working closely with a variety of internal stake holders such as Anti-Harassment Advisors, Sexual Abuse Prevention and Rehabilitation Advisors, Clinical Psychologists, Base Support, Payroll, Force Financial Hub, Defence Legal and Security (Civilian and Military)
  • Achievements:
  • Became operational within the first 6 months of employment despite the difficulties with lockdown
  • Introduced templates for exit interviews, a script for carrying out a suspension process, and a guide for conducting investigatory interviews
  • Noticeably improved the HR support uptake at the Navy Service with provision of sound and timely advice, moving stagnated processes to completion and enabling better understanding of the differences between the Military and Civilian disciplinary processes
  • Participated in the inter-base softball tournament and built valuable relationships across the Air Force portfolio
  • Improved relationship and communication between NZDF (Northern) and the PSA Union (proposed a new structure for sharing agendas instead of committing to hours of meetings on a monthly basis)
  • Currently mentoring an HRA in her role as Advisor for stakeholders at Devonport (Navy), Security Guards (across region and tri-service) and Kauri Point ammunition site

Human Resource Manager

Oceania Aviation Limited
04.2018 - 12.2019
  • Oceania Aviation is a privately owned general MRO business with sales and purchases of aircrafts and helicopters also a massive part of the business
  • It provides the full suite of Aircraft Maintenance, Overhaul & Repair, Engine work, blades, with a unique Turbines division
  • Key responsibilities:
  • Develop and implement HR strategy that encompasses all of the areas of HR and identify and mitigate the company against all employment related risk
  • As the HR Manager I was part of the Senior Management Team and was responsible for:
  • CEO Support which includes informing CEO of employee areas of risk; provide data and analysis on employee turnover and costs to assist with budgeting, forecasts and talent planning; organisational structure and staff changes and repositioning
  • Recruitment and retention which includes overseeing the full suite of the business recruitment including managing the recruitment strategy and introducing innovative and diverse methods of talent sourcing, immigration liaison for immigrant employees, including completion of the INZ1113 form with the employer sponsor letter
  • HR policy creation, interpretation, and implementation and contributing to general business operational policies
  • Payroll collaboration which includes advice around implementation of law changes, answering complex payroll queries, and ensuring remuneration changes are accurate
  • Full advice on employee relations, including risk analysis and litigation techniques
  • New manager induction to management-one-on-one, building on business needs and employee capability
  • Advice to management on practical appraisal of teams, training and development
  • Management of employee feedback
  • Compensation and benefits
  • Stakeholder and relationship management with ACC, Ministry of Justice and New Zealand Immigration
  • Researching and implementing staff well-being
  • Reporting for the board and General Managers as required
  • Adhoc project as per business needs
  • Achievements:
  • Updated and merged the various employment agreements into a single Oceania agreement ensuring compliance with law following the introduction of the employment standards legislation and congruent with IRD requirements (this included merging 3 businesses)
  • Introduction of the EAP Programme into the business
  • Introduction of a practical performance appraisal process
  • Update and re-issue of several critical HR policies including leave, induction, and recruitment
  • Overhauled the company return of service (Bonding) process to an acceptable and reasonable standard
  • Initiated work on getting Oceania, the Employer Accreditation status with New Zealand Immigration (postponed due to change in Board leadership)
  • Reduced use of agencies for recruitment
  • Introduced structural changes saving Oceania $120k per annum (Blades and Hamilton)
  • Proposal to amalgamate the three different business payrolls
  • Proposal to streamline terms and conditions of employment including application of the overtime policy

Senior Human Resources Advisor (previously HR Advisor

Bupa Care Services NZ Ltd
05.2012 - 04.2018
  • Note: Bupa acquired the Rehabilition arm of Abano Healthcare, which was my employer when I moved from Kidicorp
  • Bupa is one of the largest health and care providers in New Zealand while part of a global organisation
  • The New Zealand business falls under the Australia New Zealand Market Unit
  • The New Zealand payroll is for 4500+ employees
  • My portfolio contains Care Homes & Hospitals, Medical Alarms and Retirement Villages (this makes up for up to 800 employees) and the entire corporate Payroll (close to 300 employees)
  • Key responsibilities:
  • The main part of my role was business partnering with the Senior Operations Managers and Directors (the NZ Executive team) to drive people performance through the provision of employment relations advice, guidance and influencing critical business decisions and initiatives, with as little resources and funding as possible
  • As a part of this remit I:
  • Coached and lead a team of 3 HR Advisors (all with 5+ years general HR experience) and an HR Assistant (new to the field)
  • Played a project lead role in the investigation and implementation of complex change processes (such as business restructures, roster realignment with business occupancy) for the country
  • Worked closely with their managers in coaching and assisting and/or guiding them with the management of employment relationship problems
  • Advise and guide on disciplinary procedures in line with the current employment law & company procedures through to influencing decision making with best practice principals and with consistency across the business
  • Liaise with legal advocates and Union Organisers to influence business outcomes and successes
  • Play a key role in representing the employer in preparing for employment relations mediations and ensuring successful outcomes for the business
  • I coached the HR Advisory team and strategised best approach when they represented the employer at mediations which included drafting personal grievance responses
  • Delivering the people agenda of the business which includes running team building workshops to influence culture and align with company values, supporting the business leaders with their talent discussions and performance development objectives
  • NZ People Lead for Market Unit change processes
  • Working closely with the Head of Human Resources for developing the employment relations team strategies
  • Working closely with the Head of Organisational Development in delivering people engagement initiatives, including interpretation of data, and implementation of engagement objectives
  • Reviewing and project managing policy improvements in line with changing legislation and employee and business needs
  • Reporting on HR analytics, such as disciplinary trends, turnover, contractual terms (for change preps), union bargaining, and whatever else may be required to address what's relevant at the time
  • Working closely with the Australian people teams and others as necessary to communicate and implement market unit driven changes
  • Used the following HR and Payroll (& other) systems:
  • CHRIS21 (for accessing employee Payroll, HRIS and monthly reporting)
  • Workday (newly implemented and involved in the project for Phase 2 - People and Performance module)
  • Intermediate to advance with Excel
  • Advanced with Word, Outlook and PowerPoint
  • Achievements:
  • Lead negotiator for the PSA CEA negotiations
  • As part of my Masters dissertation in 2014, I investigated and recommended a change process guideline which influenced improvements to the company Change Process Guidelines
  • Researched and designed a selection matrix tool to be used during a change process resulting in redundancies
  • Following consultation with the Employment Relations team, and liaising with the business leaders designed and delivered (with increasing demand across the business), a team building workshop to address the grey areas of bullying, harassment and dysfunctional teams without being limited to the definitions of bullying and harassment
  • Buddy to the HR Assistant who got promoted to HR Advisory level which included difficult conversations, regular feedback and coaching (now employed as a Senior HR Consultant with a DHB

Human Resources Advisor

Kidicorp Ltd
03.2009 - 05.2012
  • Note: Kidicorp Ltd acquired ABC Developmental Learning Centres in late 2011 which was my employer at the time
  • This is a privately owned large sized organisation of more than 500 Early Childhood Learning Centres all over New Zealand
  • Key responsibilities:
  • Training and assisting senior management with people and performance management and development (including any ad hoc projects)
  • All requirements around employee relations (liaising with and addressing concerns raised by employee and union representatives, guiding, advising and assisting senior management with disciplinary matters, including guiding with the conducting of investigation interviews) & advising Managers in all HR matters (this is normally done via telephone and email due to the geographical placement of majority of the Managers I support and partner with around the country)
  • Representing employer at employment related mediations (including preparing case for mediation, attending mediation alongside the relevant Manager(s) and settling with HR Manager as final decision maker)
  • Preparing Statement of Response for any cases in the Employment Relations Authority and representing employer under the guidance of the HR Manager and Company Legal Counsel
  • Managing an HR Administrator with providing on the job training, and all day to day matters (dotted line report)
  • Data management in Kronos system and HR data entry into People Soft
  • OH&S which included training of new Managers
  • Review and administration of human resource policies and interpreting them for Managers to enable them to put these into practise
  • Assisting with senior management recruitment
  • Internal movements, employment agreement changes
  • Remuneration & reward (small portion)
  • Assisting in change management alongside the HR Manager
  • Any required Management reporting
  • Managing entry and exit of all employees with Return of Service debts (a process in which an employee is bonded for a certain number of years in return for financial support towards study and practical from the Company) which also includes a splash of credit control!
  • Worked and gained familiarity with the following HR and Payroll (& other) systems:
  • Kronos
  • People Soft
  • Infocare
  • CHRIS21 and the adjacent Kiosk system
  • Intermediate to advanced with Excel
  • Advanced with Word, Outlook and Visio
  • G-Mail system (Kidicorp is not on outlook)
  • Visaview (Immigration online service)
  • Police Vetting Online
  • Achievements:
  • Solely managed and completed a full audit of the progress of the Teachers in Training (this was my own initiative) in the ABC brand (involving about 300 staff), developing terms and conditions for staff undertaking training, updating Company policy on employment of Teachers in Training, and process of offering Teacher in Training roles
  • Changes made were in line with the Company initiative to have 100 per cent trained and in-training employees only and zero untrained educators by 2012 (this initiative has since been redeveloped following the changes to funding policies by the Ministry of Education)
  • Working alongside Randstad Education, I designed and launched the training module for the temporary relief staff booking system (online system introduced by Randstad for all its clients)
  • This involved the design of the training on the system, training senior managers on the system, and providing point of contact support to Centre Managers.

Human Resources Officer

Avis Budget Group
07.2006 - 03.2009
  • Note: At the time of my employment, The AB Group Head Office had up to 170 staff with divisions such as Accounting & Finance, Insurance, Fleet, Franchise, Accounts Payable & Credit, HR, Payroll, Learning & Development, Marketing & Sales, IT, Contact Centres, Database and Commercials - the company Payroll was about 800 employees
  • Key Responsibilities:
  • Manage the internal recruitment process (includes advertising all current vacancies for the Group, assisting Managers with building Job Descriptions, short listing potential candidates, Interviews, Reference Checking, preparation of Employment Agreements, etc)
  • HR Operational Support (General HR advice, guidance to department and location Managers, assisting in interpretation of the Employment Agreements, current minimum law requirements and their responsibilities revolving around Staff Management, assisting with performance management/disciplinary procedures and processes)
  • Training and Development (includes Performance Management training to Location/Line Managers, Recruitment Process Induction, Diversity and Code of Conduct Training, etc)
  • Complete Exit Interviews for the Group
  • Prepare monthly Ad Stats Report (includes collating statistical data, preparing a formal report for the viewing of HR Manager - NZ & Director Organisational Development - AU & NZ)
  • Assist in the coordination of the Annual Appraisal Process and ensure all Annual Appraisals are in coordination with the relevant procedures
  • Health & Safety (follow up with Managers ensuring all the workplaces are in line with the Health & Safety Policy and guidelines (quarterly follow-ups, organising First Aid & OSH Rep training, ACC claims, managing Accident Report database for the company); completed work on getting the Head Office records up to date which includes getting audits completed
  • Administer and promote staff benefits including Car Park at Head Office, Long Service Rental, Staff Rental Vouchers/Letters, Long Service Awards and Recognition Programs (includes interpretation of the current Company Policy for Managers/Staff, answering queries, updating/amending Policies, Managing the HR & Staff Benefits Pages on the Company Intranet)
  • Assist HR Manager with Salary Surveys and Structure remuneration packages
  • Assist HR Manager in compiling Monthly Turnover Reports for both Brands, Absence Reports and providing department Managers with their teams Annual Leave balances
  • Collate Monthly newsletters for both brands
  • Maintain the company data on the LTSA Driver Check website
  • Some Project Work (assisted HR Manager in the Budget Rent a Car Turnover Project and working with the E-Commerce Channel Specialist and Technical Services Manager to build a Careers Site on the Company Websites/Extranet
  • Other administration work (such as travel/accommodation arrangements for the HR Manager, occasional travel arrangements for some of the OPS team members, preparing invoices for payments, drafting correspondence etc)
  • Achievements:
  • Fine-tuned the recruitment process - through regular editing of the Ad texts to meet our unique requirements, and assisting line Managers with services such as responding to applicants, answering questions etc, our response to potential candidates is more prompt which ensures quick turnaround in the Hiring Process, Managers get the support they need to efficiently appoint new staff without having to worry about juggling recruitment with department/location responsibilities; this has resulted in reduced number of recruitment agencies being used to fill vacancies, reduced time taken to fill vacancies considerably
  • Pre-employment checks are being completed for all new Hires in line with the legislation and company policies
  • Worked with locations to bring them up to date with the current minimum requirements of the Occupational Health & Safety in Employment Act 1992 - each location now have at least one First Aider and OSH Rep
  • Every single location now completes a quarterly audit
  • Have trained Head Office OSH Reps to complete HO OSH audits - first audit completed was in the 3rd quarter this year 2008 (I was also one of the fire wardens for the building)
  • Re-designed the monthly Company newsletters and gave them a more ‘jazzy' look
  • Conducted a reader-views survey and incorporated reader views to increase readership; more and more departments are now using the newsletter as a forum to advertise monthly department news
  • Only more complex matters are now escalated to the HR Manager which has freed him up to concentrate on other tasks such as special projects
  • Completed a comprehensive ‘Induction Manual' for Head Office teams in conjunction with the Head Office Learning & Development Consultant - plans are to update the Induction Manual for the rental locations as well with help from the Field Training Coordinators
  • Achieved an ‘Exceeds Expectations' rating in my Jan 07 - Dec 07 and Jan 08

Performance Appraisals

- 12.2008
  • Was awarded with a performance-based award called the ‘Living the Values' award
  • Nomination was made for my consistent performance in assisting and supporting the Location/Department Managers with Employee Relations etc, and dealing with complex matters with diplomacy.

Learning & Development/HR Coordinator

Car Rental Group) Avis, Rent a Cars
11.2005 - 07.2006
  • The typing of training document/reports
  • Maintaining and updating spreadsheets
  • Maintaining training directories and files
  • General office administration duties
  • Photocopying and filing
  • Organising travel and accommodation details for the L&D team and attendees
  • Liaison with external training consultants
  • Registration of new hire employees for Wizard Based Training
  • Representing CCRG L&D when required to participate on both internal and external projects
  • Administration support for Human Resources for internal and external advertising, pulling monthly ad statistics reports

Education

Bachelor of Business Studies - Human Resources Management

UNITEC, Massey University

Postgraduate Diploma - Business Administration, Human Resources Management

Massey University

Master of Business Administration - Human Resources

Massey University
Auckland

Skills

  • Human resources management & strategy
  • Recruitment strategy & process management
  • Change Management
  • Diversity, Equity & Inclusion
  • Conflict resolution & employment disputes resolution
  • Industrial relations
  • Training & organisational development
  • Performance management and coaching
  • Benefits and compensation management
  • Litigation risk management (Employment relations)
  • Analytical skills
  • Employee mediation
  • Self-motivated


Interests

INTERESTS / HOBBIES , I enjoy an active lifestyle which includes Zumba fitness! COMMUNITY Member of the Soroptimist International of Auckland - a worldwide organisation promoting the interests of and advocating for women and children. Volunteer work for Shakti Women's Council for and by ethnic women.

Languages

English
Fluent
Hindi
Advanced
Fiji
Upper intermediate
Maori
Beginner
Arabic
Beginner
Urdu
Upper intermediate

Timeline

National Human Resource Manager

Citycare Property Limited
11.2022 - Current

Human Resource Manager

Citycare Property
05.2021 - Current

Senior Human Resource Advisor

New Zealand Defence Force
01.2020 - 05.2021

Human Resource Manager

Oceania Aviation Limited
04.2018 - 12.2019

Senior Human Resources Advisor (previously HR Advisor

Bupa Care Services NZ Ltd
05.2012 - 04.2018

Human Resources Advisor

Kidicorp Ltd
03.2009 - 05.2012

Human Resources Officer

Avis Budget Group
07.2006 - 03.2009

Learning & Development/HR Coordinator

Car Rental Group) Avis, Rent a Cars
11.2005 - 07.2006

Performance Appraisals

- 12.2008

Bachelor of Business Studies - Human Resources Management

UNITEC, Massey University

Postgraduate Diploma - Business Administration, Human Resources Management

Massey University

Master of Business Administration - Human Resources

Massey University

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Shahana Khan