Jennifer Swain
Summary
I am a business support, sales and customer service professional with over ten years' experience of executive-level business operations support. I enjoy working in a dynamic and professional environment where I can apply my organised and highly personable approach to building relationships, achieving sales results, supporting teams, and providing a high standard of business support.
Overview
15
15
years of professional experience
Work History
Executive Assistant / Business Support Officer
Transport for New South Wales
09.2023 - Current
- Provide business support to the Director and Program Management Leadership team
- Provide Ministerial responses using Request Tracker
- Parliamentary Questions responses using Briefing Notes in Word and Briefing Note platform
- Prepare reports, presentations and minutes using Word, PowerPoint, and Excel
- Manage the Directors Outlook mail and calendar, coordinate meetings in Outlook
- HR Support - team planning, recruitment, observing policies and procedures
- Support the development and maintain effective working relationships with internal and external stakeholders
- Facilitate and support the engagement of stakeholders in initiatives that address corporate and government priorities
Executive Assistant / Business Support Officer
Transport for New South Wales
08.2022 - 09.2023
- Provide administrative support to the Commercial and Technology Legal team including managing and distributing legal enquiries to the appropriate legal team, meeting coordination bookings, diary management, answering phones via group-pick-up, taking comprehensive messages, distribution of correspondence, electronic document management, training and travel coordination, procurement of office equipment and deliveries to support the effective operation of the branch
- Create new legal matters and reports, manage the Lex Legal document platform - updating status reports to support prompt and efficient processes internally and update external providers
- Create and keep electronic files and documents in accordance with records management procedures to enable efficient retrieval of information and develop tools and processes to support best practice record keeping and generate efficiencies across the Branch Operations
- Coordinate procurement activities using SAP, manage budgets, raising purchase order requests for goods and services, reconciling and processing invoices for payment, following procurement policies and procedures and legal services panel requirements to ensure the prompt and correct delivery of services
- Provide support through the review of accounts, administration of budgets and monitoring of expenses to support the effective financial management of the Branch
- Participate in the onboarding and training of new staff
Project Administration Officer
Coal Services Health
09.2021 - 07.2022
- Facilitate the successful delivery of projects by undertaking project administrative support activities for the IT Projects division
- Stakeholder Engagement, managing sensitive data
- Managing Project Team schedules, coordinating diaries and calendars, preparing documentation and meeting minutes and reports for the Allied Health teams and distribution of related documentation
- Facilitate and support the creation of educational modules for nursing staff
- Creating and managing excel spreadsheets for customers and stakeholders
- Project Support - Facilitating the migration of data to paperless platform
- Managing patient data in the CRM platform
- Undertaking administration duties in a hybrid environment, utilising teams for communications, meetings, and document management
Sales Consultant
National Transport Insurance
03.2020 - 09.2021
- Company Overview: NTI is a specialist insurer of commercial vehicles in the heavy motor, mobile plant equipment and marine, successfully launching a Service Centre for Insurance, Accident and Roadside Assistance in September 2020 in Newcastle, NSW for a wide range of heavy transport brands
- Manage and respond to a range of high-volume inbound calls for Accident and Roadside Assist
- Manage and respond to customer inquiries regarding insurance products, policies and claims status, Roadside Assistance Agreement renewals
- Manage and respond to a range of emails and inquiries from intermediaries, internal customers, business partners and suppliers
- Prepare and analyse insurance claims for settlement
- Manage general insurance enquiries and direct calls when necessary to the corporate head office and business partners
- Assist Training and Project Management with design of training modules and SOP's
- Provision of administrative support for non-call related activities
- NTI is a specialist insurer of commercial vehicles in the heavy motor, mobile plant equipment and marine, successfully launching a Service Centre for Insurance, Accident and Roadside Assistance in September 2020 in Newcastle, NSW for a wide range of heavy transport brands
Sales Executive / Account Manager - Newcastle Weekly
Newstate Media
09.2018 - 02.2020
- Working in a fast-paced, deadline and sales target driven environment
- I managed a portfolio of advertisers and marketing agencies with a value of $500K for a weekly publication with an 87,000 readership/circulation
- The role entailed client relationship management of key corporate and medium small business accounts (e.g., Hunter Water, City of Newcastle), media-buy presentations to clients, prospecting new clients, keeping client relationships and sales retention strategies
- Within a twelve-month period, I achieved a 50% growth in advertising sales and developed new reporting systems of pipeline sales
- To support sales and service, I also coordinated design, creative artwork for clients and consulted with production teams for advertising campaigns
Practice Manager
North Shore Vascular Laboratory
03.2010 - 05.2013
- Oversaw operations and management of three satellite ultrasound laboratories
- Consulted with medical specialists and general practitioners regarding diagnostic imaging enquiries, patient referrals, and typing of medical reports
- Enhanced clinic's scheduling systems and trained medical staff on inpatient/outpatient referrals, database management, and administrative systems
- Enforced adherence to health & safety policies and developed system improvements to streamline business operations
- Guaranteed provision of first-class service delivery and prioritised resolution of customer queries
- Strengthened collaboration across departments, including the department of Veteran Affairs for all DVA Patients
- Spearheaded financial systems including billing and processing of patient's invoices and played key role in buying high-level accreditation for the practice
Education
Certificate III -
Advanced Business and Secretarial Administration
ASIC RG146 Tier 2 - General Insurance Compliance, General & Personal Advice
Skills
- Account Management
- Sales Optimisation
- Market Expansion
- Strategic Thinking
- Business Support
- Operations Support
- NSW Government Support
- Corporate Administration Support
- Insurance Industry
- Client Service Satisfaction
- Client Retention
- Systems Coordination
- Operations Coordination
- Improvements
- Records Management
- Workflow Management
- Process Management
- People Management
- Retail Computer Packages
- Microsoft Windows
- Apple Mac
- TeamBinder Project Platform
- LEX Legal Information Platform
- SAP
- TfNSW Objective
- DataWorks
Education And Credentials
- Certificate III - Business and Medical Administration
- Certificate III - Advanced Business and Secretarial Administration
- ASIC RG146 Tier 2
- General Insurance Compliance
- General & Personal Advice
Professional Development
HR & Personnel Development
Timeline
Executive Assistant / Business Support Officer
Transport for New South Wales
09.2023 - Current
Executive Assistant / Business Support Officer
Transport for New South Wales
08.2022 - 09.2023
Project Administration Officer
Coal Services Health
09.2021 - 07.2022
Sales Consultant
National Transport Insurance
03.2020 - 09.2021
Sales Executive / Account Manager - Newcastle Weekly
Newstate Media
09.2018 - 02.2020
Practice Manager
North Shore Vascular Laboratory
03.2010 - 05.2013
Certificate III -
Advanced Business and Secretarial Administration
ASIC RG146 Tier 2 - General Insurance Compliance, General & Personal Advice
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