Summary
Overview
Work History
Education
Skills
License Type
Vaccination Status
Timeline
Generic
Violet Hape

Violet Hape

Bay Of Plenty,Whakatāne

Summary

Dynamic professional with extensive experience as Strategic Assistant at Te Pare o Toi, skilled in streamlining workflows and boosting office efficiency.

Overview

20
20
years of professional experience

Work History

Strategic Assistant

Te Pare o Toi, Bay of Plenty District Health Board
Bay Of Plenty, Whakatāne
06.2022 - 12.2023
  • Assisted in preparing reports and presentations for departmental meetings.
  • Coordinated communication between departments to streamline information flow.
  • Organized files and documents to improve office efficiency and accessibility.
  • Implemented office procedures to enhance workflow and productivity standards.
  • Assisted in the preparation of reports, presentations and correspondence.
  • Assisted in the development of new policies and procedures to improve operational efficiency.
  • Scheduled meetings, appointments and travel arrangements for staff members.
  • Provided HR administrative assistance to management team.

Senior MP Support

Parliamentary Services
01.2021 - 02.2022
  • Member Support
  • Case Management
  • Community Liaison

Manager

Alzheimers Society Eastern Bay of Plenty
01.2019 - 09.2019
  • Strategic Leadership
  • Facilitate service plan aspirations and develop operating annual plan
  • Monitor and report quarterly to Governance on progress/issues
  • Align HR and operations with service requirements and financial limitations
  • Seek out financial sustainability options through innovative programmes for Māori
  • Identify strategic alignment to government strategies
  • Create and maintain strategic relationships that advance benefits for whānau, hapū and community
  • Quality Improvements and Business System
  • Review service specifications criteria and process ensuring best practice
  • Identify areas of improvements and/or gaps and manage a respectful change management process
  • Align practices with code of ethics and organisational policy
  • Collaborate with internal and external stakeholders to implement requirements of new services and improve existing
  • Complete reports to Ministry and Funders
  • People Leadership
  • Manage recruitment and selection process
  • Manage performance appraisals and professional development processes
  • Conduct regular 1:1 performance monitoring against Professional Development Plan KPI’s and organisational values
  • Provide coaching and mentoring
  • Financial Management
  • Develop annual budgets in line with the strategic direction and annual priorities
  • Develop community grants schedules
  • Write and submit funding proposals
  • Monitor month-by-month profit and loss

Operations Manager / Personal Assistant to CE

Eastern Bay Primary Health Alliance
05.2016 - 04.2018
  • Chief Executive and Governance Assistance
  • Weekly updates with CE on priorities, issues and meetings for the coming week
  • Arrange all meeting logistics and prepare meeting material
  • Diary management – prioritise and schedule meeting requests
  • Book travel and accommodation requirements
  • Screen incoming calls, office visits and correspondence and redirect, delegate or manage as necessary
  • Draft CE’s board reports
  • Coordinate Board agenda’s and service reports
  • Prepare board meeting logistics
  • Take minutes and follow up action items
  • Liaise with board members and carry out requests as required
  • Communicate CE’s and Boards position on issues across the organisation
  • Strategic Leadership
  • Contribute to annual planning through development of service plans
  • Implement service plan key performance indicators (KPI’s) with team and monitor and report quarterly on progress/issues
  • Quality Management / Business Systems
  • Monitor, identify and implement operational improvements
  • Policies and procedures developed to support operational improvements and in line with legislation
  • Carry out respectful change management processes as required
  • Work with internal and external stakeholders to implement requirements of new services and improve existing
  • Service reports are received and reviewed for compliance against Funders Service Specifications and submitted within timeframes
  • Performance Monitoring Returns and completed and submitted within timeframes
  • Support organisation auditing requirements
  • People Leadership
  • Participate in recruitment and selection process
  • Manage performance appraisals and professional development processes
  • Conduct regular 1:1 performance monitoring against Professional Development Plan KPI’s and organisational values
  • Provide coaching and mentoring
  • Facilitate management and staff meetings
  • Budget and Resource Management
  • Manage operational budget
  • Manage organisation resources and equipment
  • Manage leases and other building standards requirements
  • Manage relationships and negotiate terms with suppliers

Māori Policy Analyst

Whakatāne District Council
03.2012 - 05.2016
  • Strategic Leadership
  • Provide strategic advice and analysis on issues of significance for Māori for integration into Council plans and processes
  • Provide advice on the implications of Iwi Management Plans and Iwi Settlements for Council
  • Business Systems
  • Provide guidance and develop guidelines, procedures and systems for improving work practices in relation to Māori and the Principles of Te Tiriti
  • Waitangi
  • Facilitate and participate in consultation with Māori
  • Professional relationships are developed and maintained with key organisations and groups
  • Designed and implement cultural safety training
  • Prepare management, council, committee and forum reports
  • Research, analyse and develop new and existing policies and strategies
  • Governance (Iwi Chairs Forum)
  • Draft board reports, discussion papers
  • Agenda collated and distributed
  • Minute taking
  • Health and Safety
  • Undertake bi-annual workplace assessments and coordinate team health and safety meetings

Executive Assistant

Ngāti Awa Social and Health Services
01.2004 - 01.2008
  • Managed executive schedules and coordinated meetings for senior leadership team.
  • Prepared detailed reports and presentations for board meetings and stakeholder reviews.
  • Facilitated communication between departments to enhance organizational efficiency.
  • Organized travel arrangements and itineraries for executives and staff members.
  • Maintained confidential files and documents in compliance with privacy regulations.
  • Streamlined office processes to improve workflow and reduce administrative delays.
  • Assisted in budget preparation and monitored departmental expenditures closely.
  • Trained new administrative staff on office procedures and best practices.
  • Maintained confidential records and files related to executive operations.
  • Maintained company confidence and protected business operations by keeping sensitive information confidential.
  • Monitored incoming emails and responded accordingly in a timely manner.
  • Performed data entry tasks into various software programs including MS Excel spreadsheets.
  • Prepared reports, presentations, agendas, minutes, and other documents as needed by the executive staff.
  • Answered telephone calls from customers or clients providing assistance where necessary.
  • Provided administrative support in preparing contracts, invoices, purchase orders, and other documentation required for daily business activities.
  • Scheduled and arranged travel and hotel reservations for meetings, conferences and seminars.
  • Organized and managed complex calendar of appointments, meetings, and travel arrangements for executive team.
  • Assisted in organizing conferences, seminars and other events as directed by the executives.
  • Opened, read and replied to e-mails, letters and correspondence on behalf of executives.
  • Scheduled appointments for executives with external parties such as vendors or suppliers.
  • Coordinated meeting and work schedules for staff teams and executives.
  • Set up meeting and event logistics for senior management and updated calendars.
  • Coordinated with internal departments on a regular basis to ensure efficient functioning of day-to-day operations.
  • Acted as a liaison between the executives and internal and external stakeholders to facilitate communication flow.
  • Made travel arrangements to provide executives seamless and travel policy-approved business trips.
  • Ensured that all relevant paperwork was completed accurately prior to submission for approval.
  • Created and maintained up-to-date records related to customer accounts or financial transactions.
  • Assisted in developing policies and procedures pertaining to office administration matters.
  • Screened phone calls for executives to instantly identify priority clients and filter out spam calls.
  • Developed effective filing systems for easy retrieval of information when needed.
  • Conducted research on various topics as requested by executives or senior management personnel.
  • Responded promptly to inquiries from customers or clients regarding products or services offered by the company.
  • Oversaw inventory control processes ensuring availability of supplies at all times.
  • Conducted research and collected and analyzed data to prepare reports and documents.
  • Entered customer information and updates in database system to track leads, interactions, relationships and propel sales opportunities.
  • Facilitated board meeting agendas and distributed support materials in advance for successful sessions.

Education

Bachelor of Humanities -

Te Whare Wānanga O Awanuiārangi
Whakatāne

Skills

  • Schedule and calendar management
  • Meeting coordination
  • Task prioritization
  • Business acumen
  • Workflow optimization
  • Office procedures
  • Project management
  • Reporting and documentation
  • Document preparation
  • Editing and proofreading
  • Positive and professional
  • Problem-solving
  • Multitasking and organization
  • Attention to detail

License Type

Full

Vaccination Status

Fully vaccinated

Timeline

Strategic Assistant

Te Pare o Toi, Bay of Plenty District Health Board
06.2022 - 12.2023

Senior MP Support

Parliamentary Services
01.2021 - 02.2022

Manager

Alzheimers Society Eastern Bay of Plenty
01.2019 - 09.2019

Operations Manager / Personal Assistant to CE

Eastern Bay Primary Health Alliance
05.2016 - 04.2018

Māori Policy Analyst

Whakatāne District Council
03.2012 - 05.2016

Executive Assistant

Ngāti Awa Social and Health Services
01.2004 - 01.2008

Bachelor of Humanities -

Te Whare Wānanga O Awanuiārangi

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Violet Hape