Jackie Cooper
Wahroonga
Summary
A friendly and approachable assistant who consistently delivers a high standard of support.
Overview
33
33
years of professional experience
Work History
Administration Assistant/Reception/EA cover
UPA
04.2022 - Current
- UPA is an aged care provider that covers a wide geographic area and offers a complex range of programs, to offer much needed care and support to people in our communities.
- Implemented new systems and processes to centralise and streamline admin services for the corporate office and UPA regional offices. These include but are not limited to exploring new digital platforms for all Board related matters through Boardeffect which will diminish voluminous paper usage, ensure enhanced security, compatibility of devices, uniform presentation of papers etc. Introduced stationery ordering processes to cut down on expenditure, review of travel procedures, updating contact lists, managing the office maintenance etc. Minuting of Board, committee, regional manager, care manager meetings etc. Answering all calls to the corporate office including enquiries from potential residents/the Commission/the Board/complaints/compliments and all internal calls. Organised internal and external events including offsite meetings, training and social function. Reporting to the COO the role is high paced and evolving.
Administration Assistant/Reception
New Horizons
10.2014 - 04.2022
- New Horizons is a wellbeing organisation that engages with people with a disability, mental health concerns, elderly, those at risk of homelessness, youth and Indigenous Australians.
- New Horizons services include Advice Planning & Coordination, Inclusion & Participation, Housing & Independent Living, Clinical & Medical Specialisation. New Horizons is a lead agent for headspace. It’s umbrella of services includes disability, mental health, indigenous wellbeing, aged care, homelessness and humanitarian issues.
- Providing front desk Receptionist and Administration Assistance at the Head Office of New Horizons at North Ryde. This role involves receiving customers/visitors internal and external. Taking phone calls, a high degree of which are challenging circumstances that require calm and problem-solving abilities. Calls and drop in visits from members of the public, customers, Government Agencies and suppliers. Liaising with all facets of the organisation; including clinicians, team leaders, support workers and the C-Suite.
- Performing administrative tasks including booking travel for all staff, budgeting, ordering and approval of stationery for New Horizons. Ordering of business cards and other marketing materials. Managed office bookings for 6 meeting rooms. Managing contracts in the Database and entering information in the Carelink Database for support staff. Organising all incoming and outgoing mail. Managing the administration and facsimile in box for NH. High level involvement in transitioning procurement process to Coupa. General ad hoc duties as required.
- Organised functions including EOY events within budget guidelines for both ADE and Head Office Staff. Organised multiple off site team events at all levels of organisation.
- Administration and property management tasks when seconded to the Assets and Facilities Management department. These included visiting Health houses and liaising with property manager on all maintenance tasks. Preparing work orders, liaising with trades and organising maintenance and repairs to properties. Carelink and Chintaro database work for admin tasks.
- Continuously maintained and updated records and relevant details while answering a high volume of calls and maintaining a rapid response rate.
Customer Service Assistant – Wormald Services
Temporary assignments including
05.2014 - 10.2014
- Taking phone calls from nationwide and overseas callers at a time when this multi-national company undergoes a major centralisation of services through the Sydney office. Opening and sorting voluminous mail due to centralisation. Relieving front desk reception, booking conference rooms, collating and liaising with other branches to create up to date phone listings, copying, scanning etc.
Administration Assistant – Legal
Mahlab Recruitment
05.2014 - 10.2014
- Greeting candidates and setting up interview rooms. Updating database of upcoming client survey. Updating candidate profiles, sending out contracts, letters of offer etc. Arranging board room lunches for General Counsel.
Executive Assistant/Executive Unit Assistant
Achieve Australia
12.2011 - 05.2014
- Achieve Australia is an outstanding not-for-profit organisation that provides accommodation, employment, day programs and respite services to its clients. Achieve Australia services follow a person-centred philosophy and encourage independence and social inclusion for over 550 people with a disability.
- Providing administrative support to the CEO’s office and Executive Team. Working directly for the CEO this position involves completing special projects for the CEO, as well as regular tasks for the office. This role frequently required a fast paced delivery of administrative support.
- Business Excellence roles include maintaining Audit, Risk and Compliance databases. Responsible for maintaining Complaints, Compliments, Risk and Donations databases. Data entry, running reports for meetings, managing confidential information, reviewing database structure and making changes to improve layout and relevance of data.
- Assist in the preparation of Papers for Board and Committee Meetings, sourcing venues and logistics for such meetings. Utilising Board Books software for the compilation of Corporate Governance documents for all Board and Committee meetings.
- Complex Outlook diary management for CEO, receiving all info@ emails for organisation and director’s emails.
- Organising staff functions; invitations, venues, catering and all associated logistics. Organising complex itineraries for interstate visits for CEO, Board of Directors and Executive Team. Booking flights, accommodation, site visits etc.
- Organising travel and registration at Conferences/Seminars for Executive Team.
- Power point presentations for monthly manager’s meetings and presentations at meetings.
- Preparing reports, letters and general correspondence. File management including file creation, archiving and retrieval.
- Minute Taking for Executive Team meetings.
- Opening/sorting/distributing company mail/cheque registration. Liaising with CEO and taking appropriate action on item of importance.
- High volume of typing for CEO and team. Photocopying, scanning, PDF, collating and binding documents.
Contract Position – Administration for Audit
Beecroft Nursing Home
11.2011 - 12.2011
- Responsible for the reformatting, editing, typing, scanning and photocopying of all policies and procedures for the Nursing Home in preparation of forthcoming Audit. This included typing of large medical/procedural/OH&S manuals and creation of complex charts and clinical forms for use by nursing staff.
Administration Officer/Records Officer
Douglas Partners
01.2007 - 10.2011
- Company Overview: Geotechnical Engineers
- Typing of proposals of new work for Geotechnical Engineers. Typing of invoices for the Project Managers. Taking Minutes at the OH&S Meetings; typing and distributing Minutes to Committee Members. Dictaphone typing of letters. Scanning, collating, faxing, emailing and photocopying documents for Geotechnical team.
- Providing relief reception. Answering calls, greeting clients, catering for meetings, distributing mail and organising couriers.
- Utilising Deltek Vision database by generating daily reports for all new projects and making up all new files. Entering Project Quality Plans into Deltek for Geotechnical Engineers and Environmental Scientists.
- Maintaining voluminous filing system for company; filing, retrieval and archiving of files. Managed on site storage of project boxes totalling over 1000.
- Ordering, stocking and replenishing stationery cupboards. Organising repair and maintenance of office equipment.
Part -Time Records Officer and Receptionist
ISS Facility Services Limited
01.2001 - 01.2007
- Reception and filing for Payroll Manager and Accounts Payable Department. Data entry for Accounts Payable Department.
Ryde Eastwood Leagues Club
01.1999 - 01.2007
Department of Sport & Recreation
01.1999 - 01.2007
Ryde Aquatic Centre
01.1999 - 01.2007
Executive Assistant/PR Officer
Maintrain (A Goninan & Co)
01.1993 - 01.1998
- Executive Assistant/Public Relations Coordinator to the General Manager. The company maintained the State Rail Authority fleet of trains (notably the electric Tangara train).
- Provided high level assistance to the General Manager in the start up of this new rail maintenance facility including the day-to-day operations of the office.
- Managed the official opening of the company with 400 office and shop floor staff and an invitee list comprising employees, The Minister for Transport, local MPs and community leaders. Designed the invitations, managed large mail outs. Organised the marquee hire, catering, seating, sound equipment and order of events for the day. Sourced appropriate gifts for all guests. Drafted press releases fielded calls from the media for the General Manager.
- Organised travel, diary management, Minute taking at Board Meetings utilising shorthand and dictaphone skills.
- Implemented and evaluated public relations programs aimed at creating a favourable company image to the community. Built relationship with local community groups, including Barnardos Auburn. Organised employee visits to Barnardos and provided funds and labour to build a cubby house. Author of all press releases for the local newspaper to cover events.
- Organised all Christmas parties for employees and clients. Arranged marquees, catering, Christmas hampers, musicians, animal farm and tractor rides etc
- Compiled and produced monthly company newsletter (photography, interviewing staff, writing articles).
- Prepared and edited correspondence, reports, and presentations.
Education
Public Relations Diploma -
APM Training Institute
Accreditation Exam - undefined
Public Relations Institute
Skills
- Public relations training
- Ombudsman NSW Complaints Handling
- Austswim Certificate Teacher in Swimming & Water Safety Teacher of Infant Aquatics Teacher of Adults & Children with a Disability
- St John’s Ambulance First Aid Certificate
Hobbies and Interests
Walking, reading, writing (children’s books), drawing and painting (murals), travel and cooking.
Timeline
Administration Assistant/Reception/EA cover
UPA
04.2022 - Current
Administration Assistant/Reception
New Horizons
10.2014 - 04.2022
Customer Service Assistant – Wormald Services
Temporary assignments including
05.2014 - 10.2014
Administration Assistant – Legal
Mahlab Recruitment
05.2014 - 10.2014
Executive Assistant/Executive Unit Assistant
Achieve Australia
12.2011 - 05.2014
Contract Position – Administration for Audit
Beecroft Nursing Home
11.2011 - 12.2011
Administration Officer/Records Officer
Douglas Partners
01.2007 - 10.2011
Part -Time Records Officer and Receptionist
ISS Facility Services Limited
01.2001 - 01.2007
Ryde Eastwood Leagues Club
01.1999 - 01.2007
Department of Sport & Recreation
01.1999 - 01.2007
Ryde Aquatic Centre
01.1999 - 01.2007
Executive Assistant/PR Officer
Maintrain (A Goninan & Co)
01.1993 - 01.1998
Accreditation Exam - undefined
Public Relations Institute
Public Relations Diploma -
APM Training Institute