Gayle Mullen
Townsville,QLD
Summary
With over 15 years of expertise in medical and office administration,supporting business units with a friendly and warm approach, I make sure that my work is done in a respectful and professional manner.
I am a detail-oriented team player with strong organsatioanal skills. I have the ability to handle multiple projects simultaneously with a high degree of accuracy.
Overview
9
9
years of professional experience
Work History
Employment Advisor (AO4)
Townsville University Hospital
05.2023 - Current
- Provide high quality support and procedural advice and assistance to the client groups relating to all aspects of vacancy processing and on-boarding services.
- Maintain a central repository for information on employer-sponsored visas, manage and monitor immigration information for sponsored employees, and make sure that new visa nominations (excluding Medial Staff) are prepared for submission and completed in accordance with all applicable legislation, guidelines, and processes.
- Maintain up to date knowledge of directives, Queensland Health policies, procedures, guidelines, and processes relating to advertising and recruitment practices for a large organisation.
Administration Officer (AO3)
Queensland Ambulance Services
07.2022 - 05.2023
- Provided exceptional customer service, addressing inquiries professionally and in a timely manner.
- Provide a high standard of administrative support to the regional office and regional senior management, including handling confidential and sensitive information.
- Assist in a range of Human Resources (HR) activities for the region, including checking forms, sending and tracking forms processed by Queensland Shared Services (QSS) , following up on staff movements identified in monthly HR reports, and maintains HR records.
- Purchase goods and services as directed, process invoices for payment, assist corporate card holders with monthly reconciliations and maintain the relevant filing systems, and assist with the formatting of financial reports for follow up and verification.
- Organized numerous events and conferences, coordinating logistics and maintaining clear communication with all stakeholders.
- Improved record-keeping accuracy by creating an updated filing system for confidential documents and materials.
- Maintained high levels of organization within the office space through regular supply inventory checks and proactive restocking efforts.
A’Business Support Officer (AO5)
Queensland Ambulance Service
01.2022 - 04.2023
- Manage and coordinate a wide range of administration support functions including reception and telephone coverage; responses to routine enquiries; HR and financial management services; record management; and the preparation and distribution of various reports, documentation, and correspondence.
- Maintain financial accounting records securely and effectively and in compliance with relevant standards.
- Streamlined workflows for enhanced efficiency by identifying and implementing process improvements.
- Established rapport with clients, fostering long-term relationships that increased client retention rates.
- Coached employees through day-to-day work and complex problems.
- Prepared agendas and took notes at meetings to archive proceedings.
Medical Locum Coordinator (AO4)
Townsville University Hospital
03.2022 - 06.2022
- Increased efficiency by streamlining coordination processes and implementing new organizational systems.
- Improved team productivity with regular communication and progress updates, fostering a collaborative work environment.
- Provide and coordinate highly efficient administration to the recruitment, contractual engagement, and placement of Locum medical staff for the THHS including pre-employment checks, credentialing and Scope of Clinical Practice.
- Ensure all contract rates negotiated with all parties(recruitment agencies); are inline with THHS policy and guidelines and all contract costs inclusions are clearly identified within the contract to ensure delegate approval.
- Advise management of any potential risks, source, and present appropriate solutions for consideration.
- Liaise with internal stakeholders including but not limited to Service Group Directors, Medial Directors, Clinical Directors, and Executive Support Officers to coordinate all aspects of Locum medical engagements for Service group medical vacancies.
- Manage competing work priories, analyse, and resolve challenging and high complex situations with tight deadlines.
Workforce Administration Support Officer (AO3)
Townsville University Hospital
02.2015 - 04.2022
- Streamlined office processes by implementing efficient filing systems and document management practices.
- Coordinate and manage the recruitment, appointment, and onboarding functions for he medical staff during the yearly RMO Campaign.
- Coordinate all recruitment, appointment, induction and onboarding functions for Medical Registrars and Consultants.
- Provide high quality support, procedural advice, and assistance to the Medical Director and colleagues in the use of MYhr.
- Support management during the yearly Nursing Campaigns.
- Maintain tracking spreadsheets for all recruitment and HR paperwork.
- Served as a liaison between employees and human resources department regarding benefits administration or other HR-related matters.
- Maintained strict confidentiality in handling sensitive company information and documents, ensuring secure storage and disposal procedures.
- Screened and transferred incoming calls, took down messages, and transmitted information and documents to internal personnel.
- Maintained personnel records and updated internal databases to support document management.
- Entered and maintained departmental records in company database.
- Keeping abreast of all policies and various awards.
Medical Workforce Support Officer (AO3)
Townsville University Hospital
01.2022 - 03.2022
- Streamlined workflows for enhanced efficiency by identifying and implementing process improvements.
- Provide high-level and coordinate administrative support within the Medical Workforce Unit, for all functions associated with Medical Recruitment and Employment.
- Coordinate relevant aspects of the Medical Workforce unit as required including: Credentialing and Scope of Practice, Booking of travel and accommodation, Onboarding Honorary doctors, data entry and the use of web based applications and data management.
- Responsible for own professional development and keeping abreast of relevant legislation, polices, and processes.
Executive Coordinator Officer (AO4)
Townsville University Hospital
11.2021 - 01.2022
- Provided high-level administrative support to executives, allowing them to focus on strategic initiatives.
- Provided confidential secretarial support to the Service Group Director and Medical Director within the Medical Service Group.
- General management of the office and a small team of Executive Support Officers (AO3).
- Diary management of the Directors.
- Coordinate the recruitment and selection activities including seeking approvals, recruitment documentation, finalising appointments and onboarding duties..
- Provide support in the preparation of documents including briefing notes, complaint responses, and ministerial correspondence as requested by the Service Group and Medical Director.
Medical Employment Coordinator (AO5)
Townsville University Hospital
08.2021 - 11.2021
- Coordinate and maintain high-level of administration to the business unit relevant to recruitment, appointment, and ongoing employment of all new junior and senior medical officers.
- Management of the yearly Resident Medical Officers (RMO) recruitment campaign including shortlist reporting, appointment documentation, registration documentation and attendance at selection meetings.
- Processing RMO's provider number application and recognition as. A Staff Specialist forms for Medicare, ensuring all relevant locations to the THHS are requested.
- Managed relationships with external recruitment agencies to source high-quality candidates efficiently.
- Conducted exit interviews, providing valuable insights into areas of improvement for employee satisfaction.
- Streamlined communication between HR and department managers to ensure a seamless recruitment process.
- Established effective candidate screening processes to ensure timely progression through the hiring pipeline.
Recruitment Officer
Townsville University Hospital
04.2017 - 04.2018
- Processing of hiring requests and developing of job advertising in line with corporate advertising procedures.
- Provide high level recruitment advice and support to hiring managers across the Health Service.
- Collaborated effectively with human resources team members to ensure seamless coordination of all recruitment-related activities.
- Maintained up-to-date knowledge of employment laws and best practices in talent acquisition, enabling informed strategic decisions related to recruitment activities within the organization.
- Followed up with leads to explain application process and answered questions to increase interest.
- Tracked key dates and deadlines and maintained specific personnel lists.
Skills
- Active listening
- Decision-making
- Communication
- Data tracking
- Empathy and understanding
- Attention to detail
- Strong communication
- Confidentiality
- Time Management
- Diary Management
Timeline
Employment Advisor (AO4)
Townsville University Hospital
05.2023 - Current
Administration Officer (AO3)
Queensland Ambulance Services
07.2022 - 05.2023
Medical Locum Coordinator (AO4)
Townsville University Hospital
03.2022 - 06.2022
A’Business Support Officer (AO5)
Queensland Ambulance Service
01.2022 - 04.2023
Medical Workforce Support Officer (AO3)
Townsville University Hospital
01.2022 - 03.2022
Executive Coordinator Officer (AO4)
Townsville University Hospital
11.2021 - 01.2022
Medical Employment Coordinator (AO5)
Townsville University Hospital
08.2021 - 11.2021
Recruitment Officer
Townsville University Hospital
04.2017 - 04.2018
Workforce Administration Support Officer (AO3)
Townsville University Hospital
02.2015 - 04.2022
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