Sharyn Hoerara
Summary
I am a clear communicator, quick to learn and versatile, by nature I am an easy going person, who relates easily to people of all walks of life. I have a good sense of humour, which allows me to deal with any situation with ease. I love a challenge and am able to rise to the occasion.
Overview
20
20
years of professional experience
Work History
Senior Project Coordinator
Hāpaitia Workforce Development Councils
10.2022
- Support for Amokura and Senior Pacific Lead (Brenda Smith & Māgele Maria Uluiletea) Coordinate - Support and develop relationships with staff, senior management and Governance
- Organise travel, accommodation, venue, catering and logistics for national hui
- Develop and maintain good relationships with outside agencies
- Organise and support regular Mihi whakatau for the Workforce Development Councils, this includes contacting the manuhiri and ensuring they understand what is required, passing the correct information on to our Poumatua, Manukura, CE's and all those required at the mihi whakatau, organising the catering for the whakatau
- Diary and Calendar Management - Overview and organise calendar to ensure that there is a good balance between work and community-based commitments
- Prioritise meetings and delegate where necessary
- Email Management - Check emails regularly, bring to attention those that require urgent action and delegate where necessary
- Governance - Take minutes at Te Kahui Ahumahi hui and Pacific Fono meetings, provide agenda, meeting links (if via teams) and/or book meeting space within the organisation
- Upload papers and ensure all the Governors have the required documentation for the meeting.
Administration/Reception
Te Piki Oranga
03.2023 - Current
- Systems Management - Update and maintain the referrals register, clear all emails in the referrals inbox, place on register, once allocated create file and refer in INDICs (the client management system)
- Support kaimahi in keeping client information updates and case note accurate and up to date
- Fleet Management - Oversee vehicle bookings, Maintain and update vehicle data including, vehicle maintenance, mileage, registration and warrant information
- General Adminstration - Support the Pūkenga Kaiwhakahaere with minute taking and emails
- Reception cover, printing and typing as requested
- Support new kaimahi to orientate them with our systems.
EA to Chief Executive
Ringa Hora, Services, Workforce Development Councils
01.2021 - 09.2022
- Diary and Calendar Management - Overview and organisation of the CE's diary and schedule, including organising travel, accommodation where appropriate
- Support the CE, by prioritising and delegating work where necessary
- Secretariat - Provide support to the Ringa Hora Council and sub-committees, including agenda, minutes, action register, interest register and decision register
- Coordinate scheduled reports to ensure they get to the Council in a timely manner
- Upload papers to diligent
- Developing a work plan alongside the CE to ensure all legal requirements, reporting schedules are met
- Event organisation - Book venues, organise catering, send invitations and ensure the event runs smoothly
- Administrative - Provide administrative support of 3 General Managers, including organising and booking travel and accommodation for team members and GMs as required
- Supporting induction of new staff, ensuring that they have all equipment and stationery is available for their first day.
EA to the Principal
St Mary's College
01.2017 - 01.2021
- Greet and Welcome visitors to the College, ensure all new staff feel welcome, ensure that any new emails, passwords and keys are available for new staff, ensure that visitors have internet access if required
- Human Resources - Advertise vacancies, contact applicants, organise interview times, letter of offer and contracts, ensure all personnel files are up to date, including Position Description Police Vetting - Vet staff, volunteers and contractors at SMC Enrolment - respond to enquiries related to enrolment, organise interview times for new enrolments, ensure all paperwork is complete and check it is entered correctly on the student management system
- This also includes organising advertising and producing open day and transition from intermediate to secondary school material (pamphlet)
- Diary Management/Administration - keeping a close eye on the principal's calendar, organising appointments, checking and responding to emails, phone calls and any queries
- Where necessary organise registration and travel to conferences and meetings
- School Prizegiving - support with the preparation and running of prizegiving Events - support all events at SMC, including creating and sending invitations, organising catering, setting up the rooms, ensuring all attendees know what is happening and are greeted appropriately, ensuring when required that the correct amount of seating is available
- Board of Trustee Secretary - attend monthly meetings, develop the agenda with the chair, take minutes, distribute minutes and ensure that board papers are circulated in a timely fashion to all board members, ensure minutes are placed on the website
- Prepare the meeting room and make sure tea, coffee and snacks are available
- Develop the workplan for the year alongside the Chair and School Principal, including policy review, assurance of process and procedure and keeping up to date with any changes in legislation and the education act
- Board of Proprietors Secretary - attend monthly meetings, prepare agenda, take minutes, distribute board papers and minutes, ensure the Governing body (Tiaki Manatu) receives copies of all information
- Prepare the meeting room and make sure tea, coffee and snacks are available
- Website - Overview of website, ensuring the content current Facebook - ensure that current events are immediately dropped on to facebook
- Develop and maintain good relationships with stakeholders including, the Archdiocese, Sisters of Mercy, Caregivers/Whanau, PTFA, BoT, BoP, contributing schools.
School Secretary
St Catherine's College
01.2014 - 01.2017
- Marketing of College- including regular newsletters, a presence in local papers and updating website, College Open day - coordinate advertising, programme, enrolment packs, organise school visits for Principal, Update course hand books and get on website and mailed out to new enrolments, stationery lists, prizegiving, update student management system (KAMAR), relieve reception
- Acting P.A
- To Principal Feb 2014 - Sept 2014 Enrol all new students, add statistics to the Principal's monthly BoT report, distribute reports, and staff contracts
- Board Secretary - take minutes, prepare the agenda, board papers and meeting room.
Campus Administrator
New Zealand Career College (formerly Wellington Nannies College)
01.2010 - 01.2014
- Meet and greet all customers, answer phones, order and maintain stationery, contact students when away, keep students and staff up to date with what is happening on campus, take minutes and distribute at weekly staff meetings, maintain filing system, enrol students on database, report unit standards, create and send out letters of acceptance, keep up to date records of all students, archiving, petty cash, support senior staff, when required
Finance Administrator
New Zealand Career College (formerly Wellington Nannies College)
01.2010 - 01.2014
- Create invoices, keep a record of payments, receipt and refund where necessary, collect and maintain enrolment forms for funding purposes, bulk funding claims, prepare other Ministry of Education Returns, including the Annual Return of Children and Staff (RS61E) keep databases up to date
- Maintain a petty cash system, annual stock take of campus, maintain inventory of resources, send out, receive, collate, summarise and make available self review surveys for students, training families, tutors, qualified nannies and employing families.
Office Coordinator
New Zealand Career College (formerly Wellington Nannies College)
01.2010 - 01.2014
- Keeping the database up to date
- Dealing with customer enquiries
- Answering phones, support for tutors - ensuring roll register is up to date, ensuring communication books are printed and available for students when needed
- Helping students with a variety of enquiries
- Sorting and delivering mail, updating text books and communication books
- Organising and booking functions, for graduation, workshops, open days and various meetings, taking and typing up accurate minutes at meetings, creating fliers and information for outings, workshops and music groups
- Creating, printing and distributing quarterly newsletter, ordering stationery, following up absent students, printing catch up notes and maintaining absence register.
Office Administrator
Northland School
01.2005 - 01.2010
- Typing school newsletter, banking, completing weekly pay sheets, collecting emails answering phones, recording daily absences, checking the whereabouts of unaccounted children, pastoral care of students, sorting and delivering mail, organising morning teas, creating and posting invitations for special events, organising distribution of entertainment book for fundraising, scheduling and organising school photos, laminating, photocopying, maintaining the emergency supplies, ensuring there is enough stationery for pupils and teachers and anything else that is needed to support teachers and pupils.
Skills
- Administrative Management
- Project tracking
- Project Scheduling
- Reporting skills
Keyskillsandqualities
- Positive
- Approachable
- Organised
- Discrete
- Adaptable
- Reliable
- Honest
- Self-awareness
- Solution driven
Hobbies and Interests
I love being physically active, having coffee and hanging out with my friends and loved ones. I also enjoy lazy Sunday afternoons watching movies or reading. Spending time with our mokopuna
Timeline
Administration/Reception
Te Piki Oranga
03.2023 - Current
Senior Project Coordinator
Hāpaitia Workforce Development Councils
10.2022
EA to Chief Executive
Ringa Hora, Services, Workforce Development Councils
01.2021 - 09.2022
EA to the Principal
St Mary's College
01.2017 - 01.2021
School Secretary
St Catherine's College
01.2014 - 01.2017
Campus Administrator
New Zealand Career College (formerly Wellington Nannies College)
01.2010 - 01.2014
Finance Administrator
New Zealand Career College (formerly Wellington Nannies College)
01.2010 - 01.2014
Office Coordinator
New Zealand Career College (formerly Wellington Nannies College)
01.2010 - 01.2014
Office Administrator
Northland School
01.2005 - 01.2010
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