Summary
Overview
Work History
Education
Skills
References
Timeline
Generic

Gail Ward

Sussex Inlet,NSW

Summary

Dynamic Executive Assistant with a proven track record at ISLHD- Milton Ulladulla Hospital, excelling in office administration and customer relations. Recognised for meticulous document handling and exceptional time management skills, I effectively coordinated executive schedules and enhanced communication across departments, ensuring seamless operations and fostering collaboration.

Overview

45
45
years of professional experience

Work History

Executive Assistant / Clerical Team Leader

ISLHD- Milton Ulladulla Hospital
Milton, NSW
12.2010 - Current
  • Coordinated executive schedules and managed calendar appointments for senior management.
  • Developed and maintained filing systems to ensure easy access to important documents.
  • Assisted in preparing reports and presentations for internal and external meetings.
  • Managed communication between departments, facilitating information flow and collaboration.
  • Organised travel arrangements, including accommodations for doctors, nurses and executives.
  • Maintained confidentiality of sensitive information while handling correspondence and records.
  • Monitored incoming emails and responded accordingly in a timely manner.
  • Performed data entry and other tasks into various software programs, including Microsoft programs and hospital applications, e.g. HealthRoster, Stafflink, ROB System for recruitment, HP Content Manager (Trim), SPARC, iPM, and eMR systems.
  • Prepared reports, presentations, agendas, typing minutes, and other documents as needed by the executive staff, doctors and administration staff for scheduled meetings.
  • Answered telephone calls from customers, clients or staffing providing assistance where necessary.
  • Provided administrative support in preparing invoices, raising requisitions for purchase orders, and other documentation required.
  • Organise and manage executive calendar for appointments, meetings for the Operation Manager / Director of Nursing and Midwifery Services and Deputy Director for Milton Ulladullla Hospital.
  • Opened, read and replied to e-mails, letters and correspondence on behalf of executives and categories all incoming correspondence.
  • Managed all aspects of catering and venue needs for special events hosted by the organisation.
  • Created and maintained computer-based filing and organisation systems for records, reports and documents in the HP Content Manager (Trim) system.
  • Organise and arrange the clerical / admin team roster and enter and maintain their roster in the pay system HealthRoster ready for finalisation each fortnight.
  • Type and maintain the doctor's online roster in excel for the Emergency department and Inpatient General Ward.
  • Paying invoice via the hospital Procurement card or receipt invoices in the oracle system ready for payment.
  • Established clear expectations for the admin team, providing guidance when needed.
  • Handling confidential information with discretion and integrity.
  • Provide a wide range of administrative tasks when required.

Casual Administration Office

Board of Studies
Homebush Bay, NSW
10.1999 - Current
  • Complete day-to-day duties accurately and efficiently.
  • Ensured compliance with health and safety regulations at the Sydney Olympic park at Homebush Bay.
  • Maintain a positive working relationship with fellow staff and management.
  • Receive, organise and arrange HSC paperwork for the teachers ready for marking, once marked papers are collated ready for filing and archiving.
  • Working as part of a team for the HSC subjected you have been allocated.

Clinical Support Officer

ISLHD- Milton Ulladulla Hospital
Milton, NSW
11.2009 - 12.2010
  • Monitored inventory levels of medical supplies for the General Ward, Theatre and Emergency Department.
  • Monitoring office supplies and inventory and placing orders in either the Winc, Finsbury Green or Oracle system.
  • Answering telephone calls and directing calls to appropriate clinicians and fellow staff members.
  • Providing clerical support to the Nurse Unit Manager as needed by completing forms, typing letters, minutes and reports.
  • Typing the nurses roster in the pay system HealthRoster, and making necessary amendments when required, replacing nursing vacant shift on a daily basis.
  • Maintaining good communication between departmental heads, clinicians, fellow staff members and members of the public.
  • Working effectively in a team environment to make the workplace more productive.
  • Maintaining nursing leave matters, registrations and storing and archiving documents in the HP Content Manager (Trim) system.
  • Performing annual stock takes for all inventory for the hospital.

Administration Officer

ISLHD- Milton Ulladulla Hospital
Nowra, NSW
02.2004 - 11.2009
  • Managed daily office operations and ensured smooth workflow.
  • Maintain patient medical records for Emergency Department and Inpatient Wards, retrieve patient's paperwork from each department / ward after they have been discharged and organise and compile all the documents in the appropriate order ready for coding prior to filing.
  • Checking patient's information is correct in the patient information systems iPM and eMR.
  • Making medical records covers for documents to be fastened into the covers after the patient has been discharged.
  • Retrieving medical records from the compactors for inpatients to the different ward areas and the Emergency Department for clinicians.
  • Tracking the location of medical records in the patient information system iPM.
  • Answering telephone calls relating to medical records, discharge summaries and other documentation from clinician, doctors offices and other staff members where there is appropriate approval.
  • Working as part of a team on a rotating shift roster to maintain a working roster in the medical records department.
  • Maintain strict confidentiality at all times and adhering to policies, procedures and guidelines for the organisation.
  • Performing any admin task you are asked to do by your line manager / supervisor.
  • Liaise with internal and external colleagues, clients or customers to facilitate smooth communication to be able to handle requests.
  • Other duties I performed in the medical records department was to deal with requests to access medical records requests from both clients, police and solicitors / lawyers.

Customer Services Officer

Centrelink
Nowra, NSW
12.1980 - 04.1999
  • Assisted clients with inquiries regarding services and benefits. Maintaining accurate customer information in the organisation databases.
  • Coordinate support to facilitate general office operations, filing , faxing, scanning and maintaining a good working environment.
  • Entering data and fiinalising customers records ready for fortnightly payments.
  • Answering incoming telephone calls and responding to customers enquiries promptly and courteously.
  • Developed and implement effective office procedures to ensure smooth running of the office environment.
  • Over the years with Centrelink, I worked at different offices at Redfern, Auburn, Nowra and Ulladulla and I had to adjust my way of dealing with different customer from different cultures, nationalities and religious believes to make sure that I could give the best customer service to each person that I served.
  • Another part of my work for Centrelink was when a new program or payment was introduced, I would help system test the system to make sure the smooth running of each program before it was introduced, I system tested in Sydney, Canberra and Adelaide a couple of times a year. It was an honor to be selected to perform these duties.

Education

Some College (No Degree) - Certificate III in Government

TAFE NSW
NSW
06-2008

Some College (No Degree) - Medical Terminology

TAFE NSW
NSW
12-2004

Some College (No Degree) - Certificate II in Business

TAFE NSW
NSW
12-2003

High School Diploma -

Auburn Girls High
Auburn, NSW
12-1980

Skills

  • Attention to detail and accuracy
  • Customer relations
  • Time management
  • Strong problem solving and conflict resolution skills
  • Office administration
  • Software proficiency with all programs taught
  • Document handling and organising abilities in a timely manner
  • Team Player

References

References available upon request.

Timeline

Executive Assistant / Clerical Team Leader

ISLHD- Milton Ulladulla Hospital
12.2010 - Current

Clinical Support Officer

ISLHD- Milton Ulladulla Hospital
11.2009 - 12.2010

Administration Officer

ISLHD- Milton Ulladulla Hospital
02.2004 - 11.2009

Casual Administration Office

Board of Studies
10.1999 - Current

Customer Services Officer

Centrelink
12.1980 - 04.1999

Some College (No Degree) - Certificate III in Government

TAFE NSW

Some College (No Degree) - Medical Terminology

TAFE NSW

Some College (No Degree) - Certificate II in Business

TAFE NSW

High School Diploma -

Auburn Girls High

Similar Profiles

CREATE PROFILE
Gail Ward