Office Administration Manager, with PA experience

Available

Serial No: 9829

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Skills keywords: facilities management, office management

Short Bio:

I am an experienced Senior Administrator, with people managment and BSI auditing skills.

Current location:  United Kingdom - View on map

Nationality: British

Preferred Sector of Employment:  Admin and Clerical, Manufacturing and Operations, General Management

Spoken languages: english

Location I am interested in working: Anywhere

Employment History:

28 February 2011 to Present day

Committees and Support Services Officer, Association of Optometrists, 2 Woodbridge Street, London, EC1R 0DG

Meeting documentation and management:

• Responsible for the provision of high level secretarial and associated administrative duties with regard to Board, Council and Committee meetings, papers and provide general secretarial support to the Executive and Management Teams as required

• Manage and update all Board, Council and Committee lists in Outlook and Word and on the AOP website

• Provide members of the AOP Board, Council and committees a point of contact for all associated enquiries

• Manage committee lists appropriately ensuring attendees and contact details are kept up to date and accurate at all times

• Support and coach other executive assistants to follow agreed processes and procedures

• Provide cover for Chief Executive PA

Support Services

• Provide support and cover for Head of Support Services, including facilities management and training of staff

• Manage budgets, record payments and sign off invoices

• Procurement and contract management, negotiating best deals with suppliers

• Building maintenance, organising repairs

• Carry out internal departmental audits against IS0 9001:2008

Website and Database Management:

• Accurate and timely website management (on SharePoint 2010) for all Council, Board and committee papers ensuring all numbering and administration protocols are followed

• Continually update Contact Records Database with member information

7 December 2009 to 18 February 2011

PA and Divisional Administrator, London Development Agency, Palestra, 197 Blackfriars Road, London

• PA to Director and Head of Service, also provided cover for Group Director PA

• Delivered full range of secretarial and administration support for team including screening, re-routing and responding to correspondence at all levels

• Managed diaries and activities for the team, influenced team decisions on activities and schedules to make effective use of time, managing priorities and deadlines

• Created and maintained budget and finance spreadsheets, monitoring expenditure and providing information and reports. Raised and processed purchase orders and invoices

• Provided assistance to project managers in the Procurement and E-Tendering process

• Researched and compiled information for meetings, reports, team functions and prepared agendas

12 July 2007 to 30 October 2009

Project Coordinator, Tribal Executive Resourcing, 90 Whitfield Street, London, W1T 4EZ

• Main point of contact for recruitment assignments, (as many as 8 assignments at any one time) responding to queries and provided information to clients/candidates

• Coordinated packs for clients including all candidate applications and other relevant documents sent via courier for meetings and interviews

• Completed Equal Opportunities analysis for clients after completed project

• Supported Consultant/Directors in the delivery of high quality recruitment outputs for our clients and work with Consultants on ad hoc marketing events and promotions strategies

• Continued to build in-house database system by updating candidate details on VURV database

• Distributed new assignments amongst team based on individual assignment timescales/workloads

• Managed staff holidays and sickness for London office using Workforce system

• Staff Forum Rep, Member of the Staff Forum reporting directly to the board on any issues arising in the London office, also act as first point of contact for any HR issues arising within the London office

• Organised Office move in July 09 of the staff from Newman Street to the Qube

• Completed all stationery orders for the office and regularly reviewed all supplier costs and changed suppliers where necessary to ensure company getting value for money

• Co-ordinated and ran recruitment open day for a local council involving around 60 candidates

• Co-ordinated and ran Consultant Workshop event and also organised a thank you evening dinner/event for 50 placed candidates

15 May 2006 to 12 July 2007

Client Support Adviser, Hay Group, 33 Grosvenor Place, London, SW1X 7HG

• Actively organised renewal and sales strategies and work closely with team and account managers to manage client expectations

• Administered on-line access to clients through PAM’s (PayNet Administration Database). Assigned passwords/peergroups/services

• Tracked all incoming business leads and reported to Sales Manager the source and progress of lead

• Worked closely with Global Marketing team on developing a new structure for the company internal website

27 March 2006 to 12 May 2006

Administrator, McGregor-Boyall Recruitment Agency, Liverpool Street London

• Typing and re-formatting CV’s for consultants

• Placed new job adverts onto the internet

• Typed up interview letters to clients

20 October 2003 to 22 March 2006

Contact Centre Advisor, HM Revenue and Customs, Floor 5, Plaza Tower, East Kilbride,

Glasgow

• Answered all telephone enquiries from Taxpayers and Employers regarding Pay As You Earn and Self Assessment under tax legislation

• Kept up to date with constant changing regulations to build on knowledge and to allow me to answer enquiries under Data Protection Act

• Worked as a mentor for 3 trainees during their 6 week training and then following their 6 month consolidation period providing assistance and support, I also put together training sessions for their individual training needs

31 January 2003 to 19 October 2003

Clerical Officer, Receptionist, Hairmyres Hospital, Eaglesham Road, East Kilbride, Glasgow

• Arranged appointments and prepared casenotes for clinics at neighbouring hospital

• Issued letters to Patients

• Operated Hospital Switchboard

10 October 2000 to 30 January 2003

Supervisor, Ernest Jones The Jewellers, Princes Mall, East Kilbride, Glasgow

• Key holder responsible for opening and closing of the store

• Provided high level of Customer Service and dealt with customer complaints effectively

• Fully trained in cashing up and banking of daily takings, and completed the periodic sales figures for the area which I then had to report to the Area Manager

• Completed valuations for insurance purposes

Education & Training:

1994 – 2000 Claremont High School, High Common Road, East Kilbride, Glasgow

8 Scottish Standard Grades and 2 Scottish Higher Grades

Data Protection Act, Equal Opportunities and Diversity

Certificates:

BSI – Auditing to ISO 9001 (July 2013)

Computer Skills:

Advanced IT skills including Microsoft Office and Lotus Notes, SharePoint Power End User. Audio typist and Touch typist with a speed of 57wpm