CAROLYN MCGUFFIE
Altona Meadows,VIC
Summary
I am a professional and knowledgeable candidate who is well versed in administration support and customer service, offering more than twenty years' experience in various industries. I have a strong operational skill set with the flexibility to succeed in any working environment. I am organised, dependable, and capable of successfully managing multiple priorities with a positive attitude and a willingness to take on added responsibilities, demonstrating a professional appearance and attitude while representing the organisation. I am a Tech-savvy professional with advanced training and experience in Education Administration to deliver above-average results. I am always seeking new and improved strategies to achieve objectives, delivering executive support and team leadership to business operations.
Overview
24
24
years of professional experience
Work History
EXECUTIVE SUPPORT OFFICER
Westbourne Grammar School
Williamstown
09.2023 - Current
- Answer all incoming phone enquiries and transfer to the relevant departments in a professional manner
- Email daily communications and student absences to teachers via teams
- Available always to administer First Aid in the event of injury or illness
- Prioritise and organise correspondence and meetings in line with the Head of Williamstown Campus directives
- Effectively and proactively manage calendar, timetable, and appointments for the Head of Williamstown
- Ensure the Head of Williamstown Campus is consistently updated and aware of important issues within timelines
- Appropriately and professionally respond to a wide range of correspondence in a timely manner
- Manage highly confidential matters discreetly and relay to appropriate personnel in a timely fashion
- Assist with the proofing/editing/updating of written communications to the wider community, before the final check is carried out by Head of Williamstown Campus and upload comms to Schoolbox
- Help with the setup of special Junior School events including staff functions
- Manage all parent communications via Synergetic and Schoolbox including parent permission slips in EdSmart
- Manage Junior School pages on Schoolbox and uploading Team Kids and Friends of Westbourne newsletters
- Manage administrative matters relating to student excursions, events, and camps, including updating School communications on Schoolbox and booking transport for school excursions
- Assist with attendance/signing in and documents required for CRTs, ensuring information is up to date
- Prepare and manage purchase orders and invoices for the Williamstown Campus and Junior School Key Learning Areas (including back to school orders).
RECEPTIONIST
HSK Ward Group Pty Ltd
Altona
05.2023 - 08.2023
- Answer all incoming calls for FTA Food Solutions Pty Ltd and McKenzie's Foods
- Greet all clients arriving at reception and set up meeting room upon request
- Calendar management - Book meeting rooms and invite relevant staff members to attend via teams
- Manage consumer complaints and redirect to the FSQ team to follow up
- Sort and transfer emails to the relevant departments
- Check the reception area for food samples each morning
- Box samples and arrange to ship via couriers
- Triage calls for the sales department by asking new customers questions around need, size of order etc and pass onto sales executives in the relevant state to make contact if applicable
- Order all stationery and kitchen supplies and replenish when necessary.
ACCOUNTS ADMINISTRATOR
Daly's Constructions Pty Ltd
Laverton North
11.2021 - 05.2023
- Reconciliation of daily bank accounts and receipting payments received
- Chasing overdue debtors and emailing statements at end of month
- Accurate and timely data entry of high volume of creditor invoices and matching purchase orders
- Answering accounts receivable and payable queries and follow up and resolve outstanding issues
- Managing and monitoring a high volume of emails via the account's inbox
- Processing and reviewing payroll data including timesheets, reimbursements and leave applications
- Ensure timesheet data is entered in an accurate manner and alert accountant to pay discrepancies.
OFFICE ADMINISTRATION
St Mary's Primary School
Altona, VIC
01.2018 - 09.2021
- General front desk duties - including phone, window enquiries, working with children checks, and signing visitors in and out of school iPad using Passtab
- Attend to all students in First Aid during class time and when necessary, notify and inform parents of their child's condition
- Update medication, immunisation, asthma, and anaphylaxis action plans each term
- Inform parents when medication is running low/out of date
- Administer medication to students when required
- Receipting/banking of school fees and cash on a weekly basis
- Accounts Payable for whole school, raising purchase orders, entering invoices and coding to g/ledger accounts
- Collating invoices into weekly/fortnightly payment runs
- Monitor spending and update Curriculum and year level budgets and communicate expenditure monthly
- Sensitively handle confidential matters in relation to the school community
- Provide support to the principal including diary management, scheduling appointments, and filtering/managing call volumes
- Updating Nforma (school roll) and amend late students, text, and call nonstudent attendees
- Weekly digital newsletter preparation including organising advertising, church bulletin, principal awards and general school information and uploading to school website
- Co-ordinate enrolment process and data entry into SAS of all new students each year (between 55-60 students).
PAYROLL/ACCOUNTS/ADMINISTRATION
Estruct Group Pty Ltd
Spotswood
02.2015 - 06.2018
ACCOUNTS PAYABLE OFFICER
Willis Australia Ltd
Melbourne
03.2000 - 10.2007
Education
First Aid: HLTA011, HLTA010 -
Australian Pacific Training Solutions
04.2024
Certificate in Advanced Excel - Focus on Functions L1 Intermediate -
Pollak Learning Alliance - Melbourne
10.2005
Certificate in Reception and Secretarial Practices -
Suzanne Johnstone Australia
02.1999
Diploma in Hospitality Studies -
William Angliss Institute of TAFE
02.1992
Skills
- Excellent written and verbal communication skills
- Effective administrative and time management skills
- Proficiency in using various office software
- Ability to quickly learn new skills
- Capacity to identify and resolve issues independently
- Shows empathy and understanding
- Experience working with a diverse range of people and backgrounds
- Experience in records management data and disposal
- Demonstrates a professional appearance and attitude
- Actively listens to the customers concerns
- Collaboration skills
References
Upon Request
Timeline
EXECUTIVE SUPPORT OFFICER
Westbourne Grammar School
09.2023 - Current
RECEPTIONIST
HSK Ward Group Pty Ltd
05.2023 - 08.2023
ACCOUNTS ADMINISTRATOR
Daly's Constructions Pty Ltd
11.2021 - 05.2023
OFFICE ADMINISTRATION
St Mary's Primary School
01.2018 - 09.2021
PAYROLL/ACCOUNTS/ADMINISTRATION
Estruct Group Pty Ltd
02.2015 - 06.2018
ACCOUNTS PAYABLE OFFICER
Willis Australia Ltd
03.2000 - 10.2007
First Aid: HLTA011, HLTA010 -
Australian Pacific Training Solutions
Certificate in Advanced Excel - Focus on Functions L1 Intermediate -
Pollak Learning Alliance - Melbourne
Certificate in Reception and Secretarial Practices -
Suzanne Johnstone Australia
Diploma in Hospitality Studies -
William Angliss Institute of TAFE
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