Hayley Stokes
BELL POST HILL,VIC
Summary
Detail-oriented and highly organised Administration Coordinator with a proven ability to streamline processes, manage competing priorities, and support organisational efficiency.
Overview
24
24
years of professional experience
Work History
Administrative Assistant
University Hospital of Geelong
05.2024 - Current
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems
- Diary Management
- Prepare and distribute meeting agendas, record accurate minutes, and track action items to ensure timely follow-up.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Promoted a positive work environment through effective communication skills and fostering professional relationships among colleagues.
- Assisted with human resources tasks such as updating employee files or submitting time-off requests per company policy guidelines.
- Assisted in onboarding new employees, providing training materials, and coordinating orientation schedules to ensure a smooth integration into the team.
Team Leader -Outpatients
University Hospital of Geelong
02.2024 - 03.2024
- Set performance expectations for the team, monitoring progress towards goals and providing constructive feedback as needed.
- Empowered team members by delegating responsibilities according to individual strengths and areas of expertise.
- Managed conflict resolution among team members, fostering a positive and collaborative work environment.
- Maintained an inclusive and diverse team culture, promoting respect and understanding among all members.
Outpatient Waiting List Clerk
University Hospital of Geelong
10.2019 - Current
- Duties include:
- Provision of administration services in a confidential, timely and accurate manner.
- Ensure all work is completed accurately on time and in accordance with the policies and procedures.
- Enter patients onto the Outpatient Waiting List
- Outpatient Waiting List management
- Audit Outpatient waiting list
- Manage client information including all documentation and files in a confidential, timely and accurate manner.
- Acting as Clerical Team Leader when required.
Receptionist
Geelong Orthopaedics
04.2023 - 06.2023
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Confirmed appointments, communicated with clients, and updated client records.
- Answered phone promptly and directed incoming calls to correct offices.
- Kept reception area clean and neat to give visitors positive first impression.
Clerk/ Reception and Administration
University Hospital of Geelong
07.2014 - 10.2019
- Duties include:
- Provision of administration services in a confidential, timely and accurate manner.
- Ensure all work is completed accurately, on time and in accordance with the Policies and Procedures.
- Provide welcoming and inclusive environment to all patients and visitors to ensure alignment with consumer-focused care model.
- Be an active, supportive and cooperative team member.
- Greet all consumers in a friendly manner arriving for appointments, check customer patient details, make follow up appointments as required and ensure patients are billed as required.
- Manage client information including all documentation and files in a confidential, timely and accurate manner
- Process, schedule, maintain and update all relevant patient information, ensuring that Patients details are current and correct
- Receive all telephone calls with a courteous friendly disposition, processing accordingly to ensure enquiries are dealt with in a timely efficient manner
Centrelink Master Program
Department of Human Services
04.2012 - 12.2013
- Duties include:
- Engaging and communicating with customers from diverse backgrounds, in a range of environments, including communicating with customers
- Be an active, supportive and cooperative team member.
- Providing a high level of customer service by managing sensitive discussions and making appropriate decisions regarding government payments and services, based on acquired knowledge and understanding of relevant legislation and
- Investigating, interpreting and evaluating information using computer systems and online reference material
- Achievements:
Reception / Administration and Courtesy Driver
Rex Gorell Geelong
05.2011 - 03.2012
- Duties included:
- Be an active, supportive and cooperative team member.
- Perform a range of computer related tasks including data entry and typing.
- Customer Service and booking in clients
- Document Scanning and filing
- Driving customer to their chosen destination and then picking them up
Telstra Universal Campaign Billing Enquires/Sales
Salmat Geelong
06.2010 - 04.2011
- Duties included:
- Be an active, supportive and cooperative team member.
- Perform a range of computer related tasks including data entry and typing.
- Customer Service with Bill Enquires
- Identify needs and sales
Reception/Business Administration Traineeship
Geelong Community Telco
01.2009 - 06.2010
- Duties included:
- Perform reception duties and maintain office
- Be an active, supportive and cooperative team member.
- Perform a range of computer related tasks including data entry and typing.
- Perform a range of general office support tasks including the operation of office equipment, and assist in the transference of work product to the appropriate customers.
- Maintain and monitor debtors
- Assist CEO in daily duties
- Assist Sales team in their daily duties
Cashier, Trade desk Operator, Pricing and Integrity
Bunnings Warehouse
01.2002 - 01.2010
- Duties included:
- Interact with a high volume of customers whilst processing their purchases and answering their inquiries.
- Deal with customer complaints and difficult customers at the check-out check-out and service desk.
- Replace stock onto shelves.
- Maintain shelf labels and accurate pricing on shelves
Education
Certificate IV - Health Administration
Bellarine Training And Community Hub
07-2025
Certificate IV - Leadership And Development
Gordon TAFE
12-2025
Skills
- Customer service
- Data entry
- Computer skills
- Office administration
- Administrative support
- Clerical support
Timeline
Administrative Assistant
University Hospital of Geelong
05.2024 - Current
Team Leader -Outpatients
University Hospital of Geelong
02.2024 - 03.2024
Receptionist
Geelong Orthopaedics
04.2023 - 06.2023
Outpatient Waiting List Clerk
University Hospital of Geelong
10.2019 - Current
Clerk/ Reception and Administration
University Hospital of Geelong
07.2014 - 10.2019
Centrelink Master Program
Department of Human Services
04.2012 - 12.2013
Reception / Administration and Courtesy Driver
Rex Gorell Geelong
05.2011 - 03.2012
Telstra Universal Campaign Billing Enquires/Sales
Salmat Geelong
06.2010 - 04.2011
Reception/Business Administration Traineeship
Geelong Community Telco
01.2009 - 06.2010
Cashier, Trade desk Operator, Pricing and Integrity
Bunnings Warehouse
01.2002 - 01.2010
Certificate IV - Health Administration
Bellarine Training And Community Hub
Certificate IV - Leadership And Development
Gordon TAFE
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