Hilary Hatfield
Perth,WA
Summary
Hardworking, dedicated and experienced Administration Officer with several years of experience serving as a supportive and integral employee in high volume client settings. Proven capacity for adapting rapidly to new environments, with ability to become proficient with new technologies/CRS systems very quickly. Highly detail-driven and organized; able to handle multiple shifting priorities within fast-paced office environments. Exceptionally process-driven, with talent for identifying and implementing improvements to existing processes. Bringing forth the ability to manage front desk settings with poise and grace, in addition to managing a variety of administrative duties. Experienced in creating schedules, making appointments and providing clients with optimal customer service.
Professional administration expert with extensive experience in managing office operations and supporting executive teams. Known for reliable performance and adaptability in dynamic environments. Possesses exceptional organizational skills and strong focus on team collaboration and achieving results.
Overview
25
25
years of professional experience
Work History
Senior Administration Officer/Trainer
City of Bayswater
04.2014 - Current
- Front desk management, customer liaison, telephonist and receptionist duties, sales
- Data entry and organisation of paperwork, filing and archiving
- Processing payments and generic administration duties
- Developed and maintained customer service policies and procedures to ensure adherence to company standards
- Resolved customer issues and complaints quickly and professionally, resulting in an increase in customer satisfaction
- Initiated and streamlined the processing of paperwork by creating a more accurate, efficient and timely procedure
- Increased efficiency in archiving procedures
- Implemented cross referencing system to ensure increased confidentiality of personal information
- Provided continuous quality review and spearheaded procedures and processes for program improvement.
- Collaborated with key stakeholders to identify and deliver quality enhancements.
- Implemented a document management system to streamline information retrieval and reduce paper waste.
- Boosted employee satisfaction, organizing regular team-building activities and events.
- Organized company-wide events such as holiday parties, fundraisers, and workshops to promote a positive work environment.
Receptionist/ Administration Support Officer
Moore Australia
05.2024 - 11.2024
- Maintain schedule and calendar comprising numerous ongoing conferences, meetings and social events
- Efficiently maintained office supply inventory
- Nurtured relationships with various vendors to ensure a clean, well-organized and well-maintained workspace, and to procure / arrange payment for event food, drinks, equipment and other needs
- Creatively organized facility to maintain streamlined, well-functioning workspace, comfortable work environment and welcoming, professional and positive first impression reception area
- Collection, recording and dispersal of daily mail
- Arranged couriers for pick-up and delivery of documentation/packages to stakeholders and external staff
- Email account management
- Answered and directed phone calls, taking messages where necessary
- Organised and revamped stationery store-room to effectively reduce spending on over-ordering
- Created new spreadsheet and method for food and kitchen supply ordering to ensure goods were not stockpiled beyond their use by date
- Liaised with Account Managers and stakeholders regarding queries
- Data entry into Customer Management System
- Created strong relationship with Building Management team to ensure swift attention to Cleaning and Maintenance issues
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Answered phone promptly and directed incoming calls to correct offices.
- Kept reception area clean and neat to give visitors positive first impression.
- Streamlined front desk operations for increased efficiency by effectively managing phone calls, emails, and walk-in clients.
- Maintained a well-organized reception area with updated materials, contributing to a welcoming environment for visitors.
- Supported office efficiency by performing clerical tasks such as data entry, photocopying, scanning, and faxing documents.
- Handled sensitive information with discretion while maintaining strict confidentiality standards.
- Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory.
Medical Secretary
Mr Saud Hamza
10.2023 - 04.2024
- Managed daily activities such as recordkeeping, filing and scheduling
- Performed various financial functions, collections, account reconciliations, and patient billing
- Served as direct liaison between staff and physicians
- Maintained all patient records and confidential medical documents, ensuring data security and privacy compliance
- Prepared and filed medical paperwork, including insurance forms and medical claims
- Greeted and checked in patients, ensuring accurate and up-to-date patient information
- Maintained a secure and safe environment for patients and staff, ensuring all safety protocols were followed
- Answered a high volume of incoming calls from patients and physicians, resolving inquiries and scheduling appointments
- Reduced wait times for patients by effectively coordinating lab tests, imaging studies, and consultations with other healthcare providers.
Scheduler/Office Administrative Assistant
Haz-Ed Services
03.2023 - 09.2023
- Identified best practices within the scheduling function, sharing these insights across teams to drive continuous improvement efforts.
- Established and maintained strong working relationships with both internal and external stakeholders, facilitating open communication channels for improved collaboration.
- Sought feedback from project teams on scheduling practices, incorporating suggestions to improve future planning.
- Utilized scheduling software to its full potential, enabling more accurate and efficient planning.
- Followed detailed directions from management to complete daily paperwork and computer data entry.
- Prepared paperwork for invoicing including report finalisation and associated documentation.
Specialist Librarian
State Library of Western Australia
03.2000 - 11.2013
- Collection development and stock selection
- Preparation and delivery of training to library officers, reception staff and volunteers
- Creation of strategic partnerships to deliver creative and informative presentations
- Appointed as Team Leader:Client Services due to my expertise in customer service
- Creation of an Excel formatted roster for the Client Services team which could not be done with rostering software
- Represented the library on numerous committees
- Emceed the Adult Learners Annual Awards Dinner for 2 consecutive years
- Liaised with internal and external stakeholders to program, plan and deliver events for families, children and seniors
- Preparation of Ministerial responses
- Followed all company policies and procedures to deliver quality work.
- Collaborated with cross-functional teams to achieve project goals on time and within budget.
Education
Bachelor of Applied Science - Information and Library Studies
Curtin University of Technology
Cert 111 & 1V - gym instruction/Personal Training
Australian Fitness Network
Cert 1V - Life Coaching
Coaching Institute
Senior First Aid -
Current Drivers Licence -
Skills
- Office Workflow Management
- Scheduling Management Proficiency
- Client Relationship Management
- Telephone Communication Systems
- Task Prioritization
- Front Desk Management
- Records management
- Group facilitation and presentations
- Data Entry
- Diary Management
- Group and individual instruction
- Community relations
Timeline
Receptionist/ Administration Support Officer
Moore Australia
05.2024 - 11.2024
Medical Secretary
Mr Saud Hamza
10.2023 - 04.2024
Scheduler/Office Administrative Assistant
Haz-Ed Services
03.2023 - 09.2023
Senior Administration Officer/Trainer
City of Bayswater
04.2014 - Current
Specialist Librarian
State Library of Western Australia
03.2000 - 11.2013
Cert 111 & 1V - gym instruction/Personal Training
Australian Fitness Network
Cert 1V - Life Coaching
Coaching Institute
Senior First Aid -
Current Drivers Licence -
Bachelor of Applied Science - Information and Library Studies
Curtin University of Technology
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