conferenz.co.nz/eapa

TERESA TEPANIA-ASHTONCEO, MAORI WOMENS’

DEVELOPMENT INC.

TIM OCCLESHAW GOVERNMENT CHIEF TECHNOLOGY

OFFICER, AND DEPUTY CHIEF EXECUTIVE, DEPARTMENT OF INTERNAL AFFAIRS

30 APRIL – 1 MAY 2018TE WHAREWAKA TAPERE, WELLINGTON

+ 4 SEPARATELY BOOKABLE HALF-DAY WORKSHOPS• Effectively collaborating using the Microsoft Office 365 suite

• Planning and managing events for EA/PAs• Conflict resolution and negotiation for administrative professionals

• Managing workplace bullying

$500 OFFSECOND

DELEGATE

Improving productivity and progressing your career as an EA/PA

DIANNE PARKER Group Executive

Officer Civil Aviation

Authority

DAVID HABERSHON CIO

Ministry of Social Development

PAMINA PRASADEA to Managing

DirectorInvita NZ

CAROLINE MCGLYNN TRAN

EA to CIO Ministry of Social

Development

GAYNOR PARKIN Founder and CEO Umbrella Health

8.30 Registration and coffee

9.00 Opening remarks from the Chair Dianne Parker, Group Executive Officer,

Civil Aviation Authority

9.10 Icebreaker | Networking Take this opportunity to meet your peers and share your

stories. Get to know others in similar roles and their professional journey.

Facilitated by Chair

THE FUTURE OF THE PUBLIC-SECTOR

9.25 Opening keynote: The future of technology in the public-sector in New Zealand Technology plays an integral role in the Government’s

day-to-day operations and is also central to its ambitions in achieving an equitable society and sustained economic growth. This keynote will discuss the vision for the future of the Government and place for the society and how technology plays a pivotal role in achieving this.

Tim Occleshaw, Government Chief Technology Officer, and Deputy Chief Executive, Department of Internal Affairs

10.05 Utilising technology as an EA/PA in the public sector

Technology plays a vital role in the day-to-day operations of the public-sector. Alistair will provide insight on how EAs/PAs can align themselves to utilise technology and deliver favourable outcomes and prepare for the future of the public-sector.

· Improving efficiencies in the workplace using technology. · Influencing leadership and governance - how should EAs

prepare? Alistair Vickers, CIO, Compass Health

10.45 Morning break

11.15 Executives’ panel: The evolving nature of the role Stay on top of your game

Senior executives in the public-sector will discuss the breadth of the role and the constant need to step out of the (comfort) zone.

· Understanding the scope of an EA/PAs role, hint it’s not what’s in the job description.

· Learning how to utilise the needs of the role to upskill assistants.

· Implementing strategies to keep up-to-date with the nature of an EA/PA role and performing efficiently.

Alistair Vickers, CIO, Compass Health David Habershon, CIO,

Ministry of Social Development Pat Stuart, CEO, Wellington Museums Trust

11.55 Case study | When business isn’t business as usual New Zealand has been prone to big earthquakes such

as the 7.8 magnitude earthquake in Kaikoura. This session discusses how Statistics New Zealand were able to overcome the issues and challenges faced as a result of losing the Stats House in Wellington. It will delve into how Statistics New Zealand were able to respond to the event and the EA’s role in leading and supporting during this time.

· Exploring the issues that can arise because of a natural disaster and the impact it has on the daily work schedule.

· Managing the transfer of information with ease whilst maintaining integrity.

· Key success factors in managing disruptive events. Representative from Statistics New Zealand

12.35 Lunch break

JUGGLING ACT: MANAGING MULTIPLE PRIOIRITIES

1.35 Managing managers: Building your skills toolkit Managing multiple managers can be quite challenging, but rewarding. To make the process somewhat easier, there is a toolkit of skills that can be used to help create efficiency in the workload. This session will explore what these tools have to offer and the risks and benefits they bring.

· Improving and managing balance between managers. · Effectively managing time and tasks for multiple

managers. · Making the most out of the working week. Elke Schaefer, Group Executive Manager,

The Salvation Army

2.15 Prioritising your workload – Get the high importance tasks sorted

An essential skill for an EA/PA is to be able to effectively maintain a healthy workload. This session will provide insight into how this can be achieved.

· Identifying tools and techniques to build resilience. · Using subtle negotiation skills to maintain a healthy

working dynamic. · Establishing a targeted plan-of-action to improve

performance. Keith McGregor, Director,

Personal Psychology New Zealand

2.55 Optimising the cloud: Risks and benefits of collaboration

Cloud is an important platform for collaboration allowing multiple editors on a single document. This session will unveil some of the risks and benefits especially when dealing with sensitive information.

· Improving work-flow and collaboration within departments. · Increasing efficiencies between assistants and their

managers. · Maintaining security on internal sensitive information –

how to achieve this? John Weaver, General Manager, McDonalds IT 3.25 Table challenge: Put forward the top 3 ways to

manage priorities This is your opportunity to discuss the key challenges

facing EAs/PAs. It will give you a chance to get insight on how others manage these challenges and what you can start implementing.

DAY ONE

The 7th annual EA/PA in the Public-Sector conference focuses on issues revolving around the public-sector organisations in New Zealand. It presents insights into how technology is shaping the future of the New Zealand Government and sheds light on how EAs/PAs can utilise technology to deliver more in their day-to-day job.

FEATURING INSIGHTS ON: The future of the public-sectorJuggling act: Managing multiple prioritiesLeading the way: Career planning for aspiring EAsKeep calm and carry on: Managing stress

3.40 Afternoon break

4.05 Case Study | The Sustainability Project Often EAs/PAs find themselves in the midst of managing

projects across the board. Pamina was involved with leading and managing the Sustainability Project, undertaken by Invita NZ to align their operations to their sustainability goals and keep track of their carbon footprint. She will discuss the approach she took in managing such a project.

· Highlighting effective methods of managing a project to deliver a favourable outcome.

· Understanding all aspects of project management. · Developing a policy and strategy for Sustainability

and managing and reporting on key initiatives around Sustainability.

Pamina Prasad, EA to Group Managing Director, Invita NZ; Director, Pamina@Events

4.45 Networking roundtables | Wine and canapes | Tips, tricks and lessons learnt

ROUNDTABLES BEGIN

The roundtables are an interactive session that gives a chance to listen to others in the same industry and take-in learnings from others’ experiences. The roundtables are 15-minutes each and delegates can participate in two roundtables.

ROUNDTABLE 1: Dealing with conflicts | Conflict management

· Understanding different personalities and behaviours and how to deal with them.

· Learning how to keep a ‘calm’ approach in difficult situations.

· Dealing with a difficult situation assertively and effectively.

Pamina Prasad, EA to Group Managing Director, Invita NZ; Director, Pamina@Events

ROUNDTABLE 2: Ways of improving performance in an EA/PA role

· Knowing when to take charge with your manager and leading (with) them.

· Setting achievable and measurable goals and how to achieve them.

· Learning how to seize succession opportunities in an EA/PA role.

Caroline McGlynn Tran, EA to CIO, Ministry of Social Development

ROUNDTABLE 3: Performing in a diverse workplace · Understanding effective methods of communication and

setting boundaries. · Working collaboratively in a workplace and achieving

goals as a team. · Understanding motivations of different generations. Sue Reeves, Coach/PA to CEO, AltusQ

ROUNDTABLE 4: Building and maintaining relationships

· Effective methods of building relationships with new managers.

· Discussing challenges and solutions that come because of transitioning managers.

Elke Schaefer, Group Executive Manager, The Salvation Army

5.15 Summary remarks from the Chair & Networking Drinks

9.00 Welcome back from the Chair Dianne Parker, Group Executive Officer, Civil Aviation

Authority

LEADING THE WAY: CAREER PLANNING FOR ASPIRING EAs

9.10 Keynote | From an EA to a CEO | This is my story · Learning how to progress your career and seize

opportunities to further your (transferrable) skills. · Working with your manager to achieve influence and

develop leadership skills. Teresa Tepania-Ashton, CEO,

Maori Womens’ Development Inc.

9.50 Taking charge | Leading with your managers as a strategic partner In order to stand out as an EA/PA, one must align themselves as a strategic partner to their executive(s).

· Effective communication methods to clearly and concisely get the message across when time is of the essence.

· Learning to take charge to manage your manager. · Developing attributes to allow further progress into

leadership roles. Caroline McGlynn Tran, EA to CIO,

Ministry of Social Development

10.30 Morning break

10.50 The new Code of Conduct for Ministerial Staff Life in a ministers' office is quite different to other public-

sector organisations. This session will discuss the new Code of Conduct that was put together by the State Services Commission and how it applies to the Ministerial support staff.

· Understanding the new Code of Conduct and its implications if there is a breach.

· A look at the differences in the roles in a Ministerial office and other public-sector organisations.

Al Morrison, Chief Executive on Assignment, State Services Commission

11.30 Developing management skills In order to progress into leadership roles, it is key to build

management skills. This can be achieved by recognising opportunities that allow you to take on leadership roles in the workplace.

· Communicating your vision to your leaders effectively. · Learning to take charge and lead in the workplace for

example leading meetings. · Addressing an admin’s performance issues

constructively. Sue Reeves, Coach/Personal Assistant to CEO, AltusQ

12.10 Lunch break

KEEP CALM AND CARRY ON: MANAGING STRESS

1.10 Mini workshop | Psychological science and the art of dealing with resilience under pressure

Feel like you have too many balls in the air? Is it hard to get a sense of doing anything well because you are juggling lots of priorities? Recent research from positive psychology and neuroscience has provided some exciting new insights about how to stay resilient and thrive under pressure. In this interactive session Gaynor will lead us through strategies for:

· Improving your recovery from work. · Strengthening your bounce back from stress and difficult

emotional experiences. · Maintaining your well-being when time is short. Gaynor Parkin, Founder and CEO, Umbrella

2.30 Afternoon break

ROUNDTABLES

DAY TWO

Planning and managing events for EA/PAs Planning and executing events can be a tiring process for any administrative professional. This workshop will look at effective methods of putting an event together.• Looking into project management tools available to assist

with planning and executing an event.• Learning how to formulate a budget sheet.• Achieving more with tight budgets.• Delving into aspects to create fantastic events – venues,

entertainment, catering and more.• Avoiding common pitfalls when delivering an event. • Getting insight into the dos and don’ts of managing an event. Kerry Saberton, Director, Jigsaw Professional Development

Effectively collaborating using the Microsoft Office 365 suite Microsoft Office 365 is a culmination of multiple tools such as Outlook (email application), Word, Excel and so on with the ability to save and collaborate in the cloud.• Getting hands on with the Office 365 suite and how this

can be utilised to improve performance between an admin professional and their manager(s).

• Utilising Yammer and Skype for Business (Lync) to manage communications between teams and departments.

• Understanding the capabilities that are available in the Office 365 suite.

• Learning how to manage and configure Document Libraries and Lists for your organisation.

• Using the Office 365 suite to work remotely.• Looking at how one can stay connected using the various

apps whilst ‘on the road’ or out of the office. Brent Knauf, Senior Trainer, Auldhouse

4 SEPARATELY BOOKABLE

HALF-DAY WORKSHOPS

2 MAY: CLIFTONS

2 Morning Workshops9.00am – 12.30pm

2.50 Learning how to keep up with change in the workplace

Change is the one constant in the world today. The public-sector is most definitely changing and the question is what’s the best way to cope with change?

· Building an agile mindset to cope with new change and development.

· Looking into the benefits of the changing workplace i.e. working remotely, working digitally or in an open plan office.

· Meeting the needs of multiple generations during change in workplaces.

Craig Scott-Hill, Change Management Specialist, Grafton Wellington

3.30 Table discussion: Coping with change This table discussion is an extension from the previous

session – an opportunity to discuss with others seated at your table on what their approach is to cope with change.

Craig Scott-Hill, Change Management Specialist, Grafton Wellington

3.45 You are now logging off | Managing work-life balance Technology keeps us connected 24 hours a day, 7 days

a week. By doing so, it has created a need for ‘instant’ responses whether it be to a text, email or a call. In all this hustle and bustle, how does one really disconnect once they’ve left the office?

· Learning how to disconnect once the work day is done. · Exploring options to achieve work-life balance. · Seeking guidelines on acceptable response times after

the work day. Pam Hewitt, Founder, FitFuture

4.25 Closing remarks from the Chair and end of conference Dianne Parker, Group Executive Officer,

Civil Aviation Authority

Conflict resolution and negotiation for administrative professionalsConflict is a part of any workplace. There are multiple reasons for a conflict to arise be it collaborating on documents in a tight time frame, personality clash or offensive language. David Henton will provide effective solutions to conflict resolution and negotiations.• Understanding the root of the conflict and why it

occurred.• Understanding the behaviour of different personalities.• Learning how to provide effective feedback.• Building resilience.• Strategies for managing emotions during a stressful time.• Understanding the difference between negotiation and

bargaining.

David Henton, CEO, Confident Communication

Managing workplace bullying Workplace bullying is estimated to cost NZ $1.2 billion per annum through decreased productivity and increased sick leave and staff turnover. Workplace bullying is especially evident in high stress environments. As administrative professionals commonly work in high stress such environments more often than not, this workshop will shed provide valuable insights and resources for on reducing and managing preventing and eliminating workplace bullying. • Understanding the 'bully-prone' personality.• Recognising workplace variables that encourage and

discourage workplace bullying.• Exploring options and resources available for preventing

and mitigating workplace bullying.• Understanding the causal link between bullying, stress,

and mental and physical ill health.• Increasing assertiveness, resilience and health.• Boost safety, health, and productivity of work

environments

Dr. Rebecca Stafford, Director, Quality of Life Research & Solutions

4 SEPARATELY BOOKABLE

HALF-DAY WORKSHOPS

2 MAY: CLIFTONS

2 Afternoon Workshops

1.30pm - 5.00pm

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ten working days prior to the event and receive a refund less a $300+GST service charge per registrant. Regrettably, no refunds can be made for cancellations received after this date.

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Brent Knauf, Senior Trainer, AuldhouseBrent Knauf has been training people how to use It applications year since 2000, and has always enjoyed imparting his knowledge to help people gain a better understanding in applications and their uses. He has gained a Certificate in Information Technology, Microsoft Office Specialist certification, and has gained Microsoft Certified Trainer (MCT) credentials.

David Henton, CEO, Confident CommunicationDavid has more than 27 years experience inspiring and training teams, groups and organisations of all sizes throughout New Zealand and overseas. Pacific Islands, USA). He is a recognised ‘human communication skills’ specialist with a particular passion for resolving conflict, building high-performing teams and motivating individuals.

Kerry Saberton, Director, Jigsaw Professional DevelopmentFrom the UK, Kerry has been a facilitator, coach and organisational development consultant for almost 20 years. During her award winning career in customer service, sales, training and a range of Management and Director roles, Kerry has gained a wide range of experience to draw upon.

Dr. Rebecca Stafford, Director, Quality of Life Research & SolutionsRebecca gained her Ph.D. in Health Psychology from the University of Auckland. Health Psychology studies the bidirectional interaction between mental and physical health, e.g. not only how chronic stress impacts the immune system, but how these processes can be reversed for optimal health.

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