Vanessa Mackay
Carrum,VIC
Summary
Organised and dedicated Administrative Coordinator with proven track record of providing exceptional customer service in fast-paced environments. Offering keen attention to detail and strong decision-making skills to manage multiple, concurrent tasks. Self-motivated work ethic to perform effectively in independent or team environments.
Overview
22
22
years of professional experience
Work History
ED Administration Coordinator
Peninsula Health Care Network
01.2021 - Current
- Creation and maintenance of the Frankston Emergency Nursing (approx 280 staff), Rosebud Emergency Nursing (approx 75 staff) and the Emergency & ICU – Managers (approx 10 staff) rosters fortnightly
- Checking of the Clerical (Frankston ED), Critical Care Liaison Nursing and Crisis Hub rosters fortnightly to ensure all staffs are at contracted prior to Operations Director posting to actuals
- Annual leave approval remaining within budgeted EFT and relevant EBA requirements
- Creation and maintenance of EFT spreadsheets, Flexible Working Arrangements, Parental Leave Applications, Secondments and Short Term Contracts
- Processing of personal leave certificates
- Work closely with our Business Partner to manage budgeted EFT at Frankston and Rosebud
- Preparation of rosters for pay lock
- Manage all incoming unplanned leave calls for Frankston ED Nursing, Clerical and RAD teams during business hours (approx 350 staff)
- Creating job ads on e-mercury and the processing of variations
- Working with Recruitment Coordinators and Clinical Educators to on board and orientate new nursing staff across both Frankston and Rosebud
- Data corrections for VEMD
- Meeting minutes and agendas
- Patient enquiries
- Coordinate daily administration team huddles
- Provide administration support to the Operations Director and two NUMs based at Frankston ED and one NUM based at Rosebud ED
ED & Patient Flow Admin Officer
Peninsula Health Care Network
02.2018 - 01.2021
- Creation and maintenance for the ED Clerical, Sub Acute Assessment Services (SAAS), Patient Services Managers (PSMs) Frankston and GLR & TMC rosters
- Data Corrections for VEMD
- Patient enquiries
- Maintain EFT spreadsheets
- Meeting minutes and agendas
- Annual leave approval remaining within budgeted EFT and EBA requirements
- Processing of personal leave certificates for pay lock
- Creating job ads on e-mercury and the processing of variations
- Recruitment and interviewing of clerical staff, including orientation, training and ongoing support
- Administration support for the Operations Director and two NUMs
- Administration support for the Sub Acute Assessment Services team, external and internal rehabilitation referrals, assist in managing discharges and admissions for GLR, TMC & RHR
Administration Assistant
Peninsula Health Care Network
05.2017 - 02.2018
- Creation and daily maintenance for the ED Clerical Roster
- Data corrections for VEMD reporting
- Meeting minutes and agendas
- Processing of personal leave certificates for pay lock
- Annual leave approval
- Creating job ads on e-mercury and processing variations
- Recruitment and interviewing of clerical staff
- Onboarding new staff
- Patient enquiries
- Administration support for the Operations Director and two NUMs.
Ward Clerk
Peninsula Health Care Network
01.2002 - 05.2017
- Thorough effective and competent use of iPM, FirstNet a DMR Systems
- Understanding of the process for preparation of patient files for DMR scanning
- Patient enquiries
- Patient registration and admissions
- Patient transport bookings
- Data entry
- Administration support to ANUM, CIC, Doctors and Nursing staff
Client Services Manager - Sub Contractor
Melbourne Business School
01.2011 - 01.2013
- Support programs offered by Mt Eliza Business School, ensuring that materials and logistics are of the highest quality and meet the requirements of Program Directors in a cost effective manner
- Provide customer service and administrative support to clients worldwide undertaking programs
- Prepare all word processing production of program materials as specified, with speed and accuracy, achieving the highest possible standard of quality
- Coordinate the hotel facilities, meeting rooms and equipment requirements onsite and book offsite venues
- Coordinate social and 'other' program activities specified by the Program Director
- Invoice clients for design and delivery of program
- Comply and maintain RTO records for Frontline Programs, updating participants details
- Facilitate and participate Simulations i.e Looking Glass' and 'Business Simulation'
Consultant - Ongoing Programs
Melbourne Business School
02.2013 - 08.2015
- The main purpose of this position is the resourcing of faculty and internal staff who deliver on large, on-going executive education programs locally and internationally
- A key part of the role is contributing to project and resource management conversations with internal teams who manage large projects
- The position also supports critical Learning Network procedural requirements such as invoicing and arranging booking confirmations
- Support best practice briefing, resourcing and engagement to match appropriate associates, faculty and staff with projects
- Brief the team on sourcing requirements for specific projects and work with Senior and Principal Consultant to identify potential associates
- Take the lead on allocated resourcing opportunities, e.g new tenders and bids, as directed by the Principal Consultant
- Contribute to events and communication for associates and faculty that maintain engagement with MBS
- Ensure resourced associates and faculty have been appropriately inducted prior to their engagement for projects
- Review associate and faculty performance on projects via evaluations, on-site observation and discussions with client teams, and provide appropriate feedback to faculty and associates in conjunction with Learning Centre team
- Within the scope of requirements of the Learning Centre, adhere to contractual, legislative and legal obligations regarding contractor engagement and support knowledge-sharing about these processes when working with project teams
- Support and agree fee structures and contracts for associates and faculty and complete relevant commercial engagement processes including booking confirmations and payment schedules
- Support team procedural requirements such as invoicing and accruals and undertake these activities accurately and in line with finance guidelines
- Work as part of a team to support project outcomes within budget and according to client brief
Education
Diploma of Business (Frontline Management) -
Melbourne Business School – Mt Eliza Executive Education
01.2008
Exchange (Mt Eliza Business School) & (Ashridge Management College UK) -
June – September 1998
Certificate of Workplace Development (Frontline Management) -
Melbourne Business School – Mt Eliza Executive Education
Mt Eliza01.1996
Skills
- Roster On - Allocate
- Microsoft Office: (Word, Excel, PowerPoint, Outlook)
- SharePoint
- Project Management Smartsheet
- IPM and FirstNet – Hospital Systems
- DMR
- MS Teams
References
Available on request
Timeline
ED Administration Coordinator
Peninsula Health Care Network
01.2021 - Current
ED & Patient Flow Admin Officer
Peninsula Health Care Network
02.2018 - 01.2021
Administration Assistant
Peninsula Health Care Network
05.2017 - 02.2018
Consultant - Ongoing Programs
Melbourne Business School
02.2013 - 08.2015
Client Services Manager - Sub Contractor
Melbourne Business School
01.2011 - 01.2013
Ward Clerk
Peninsula Health Care Network
01.2002 - 05.2017
Diploma of Business (Frontline Management) -
Melbourne Business School – Mt Eliza Executive Education
Exchange (Mt Eliza Business School) & (Ashridge Management College UK) -
June – September 1998
Certificate of Workplace Development (Frontline Management) -
Melbourne Business School – Mt Eliza Executive Education
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