Rima Gazaly Hammoud
Summary
Driven and resourceful administrative professional with 20+ years of experience assisting with the work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
24
24
years of professional experience
Work History
Executive Assistant to Executive Director Clinical Operations
NSW Health Pathology – Corporate Office - St Leonards
01.2014 - 05.2022
- Worked in a demanding, busy and complex environment where there were competing priorities and staff working to strict deadlines
- Facilitated appointments, meetings and functions including venues, catering and other organisational requirements
- Assisted with telephone enquiries and diary management, showing initiative in handling enquiries and redirecting to relevant team members
- Exercised initiative, judgement and discretion in dealing with issues as they arise affecting the Executive Director in his interactions with other staff
- Coordinated Recruitment processes including setting up selection Committee panels for Administration and Medical Staff
- Performed Human Resources functions relating to the employment of staff via e-forms in Stafflink with Manager Assist delegation on behalf of the Executive Director and as approved by the Chief Executive of NSW Health Pathology
- Updated and performed fortnightly sign-off of the Healthroster database for staff under the Clinical Operations portfolio
- Enhanced executive productivity by managing schedules, organizing meetings, and handling correspondence.
- Streamlined office operations for increased efficiency with regular process evaluations and improvements.
- Facilitated smooth communication between the Executive Director and internal departments to improve overall coordination.
- Developed comprehensive reporting systems for the Executive Director, enabling informed decision-making.
- Managed complex travel arrangements and itineraries for the Executive Director, ensuring seamless business trips.
- Increased meeting effectiveness by preparing agendas, providing necessary materials, and capturing key action items in minutes.
- Supported budget management processes by tracking expenses, processing invoices, and reconciling financial statements.
- Assisted in developing strategic plans for the organization with thorough research and analysis of industry trends.
- Maintained strict confidentiality of sensitive information to protect company reputation and uphold privacy standards.
- Ensured accurate record-keeping with efficient documentation practices for easy access to important files.
- Served as a liaison between the Executive Director and external partners to foster strong collaborative relationships.
- Optimized time management for the Executive Director by prioritizing tasks based on urgency and importance levels.
- Processed travel expenses and reimbursements for executive team and senior management group.
PA to SEALS Executives/Office Manager
NSW Health Pathology – Prince of Wales Hospital, Randwick
12.2012 - 12.2014
- Created, maintained and updated filing systems for paper and electronic documents.
- Developed and maintained successful relationships with vendors, suppliers and contractors.
- Updated reports, managed accounts, and generated reports for company database.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Managed office operations while scheduling appointments for the Executive Director, the Director of Operations and other senior staff in SEALS.
- Controlled finances to lower costs and keep business operating within budget.
- Improved safety procedures to promote employee well-being and safety and protect company from potential liability.
- Coordinated special projects and managed schedules.
- Established workflow processes, monitored daily productivity, and implemented modifications to improve overall performance of personnel.
- Facilitated smooth communication between departments, addressing concerns promptly to maintain harmonious work relationships.
- Coordinated office events and meetings, ensuring timely execution and optimal scheduling for all participants.
- Improved employee retention rates by fostering a positive work environment and providing growth opportunities through training programs.
- Reduced costs with meticulous budget monitoring and expense tracking for essential supplies and equipment.
Pathology Administrative Officer
NSW Health Pathology – RPAH Medical Centre Pathology
10.2004 - 12.2012
- Ordered Blood Tests in the Departments Cerner System, generating labels with accession numbers for lab staff to use and monitor.
- Boosted employee morale by addressing concerns promptly and fostering a positive work environment.
- Provided exceptional support to the Executive Team and Nurse Unit Manager of the department.
- Managed sensitive data securely by establishing strict access controls and implementing proper storage protocols.
- Created and maintained databases to track and record patient data.
- Assisted in the development and implementation of new administrative procedures including the Accounts System for staff relieving the Accountant.
- Processed patient and other medical personnel requests accurately and within agreed timeframes to meet service standards.
- Increased customer service success rates by quickly resolving issues.
- Completed daily logs for management review.
- Trained and supervised new administration and nursing staff on computer systems, office policies and procedures.
- Organised rotating clerical roster for 9 staff
- Provided laboratory results to doctors and/or patients
- All Accounts Work- Manually closing off the system at the end of the day which involves making sure all cash, cheque and EFTPOS entries add up using the Medibill System and troubleshooting if they don't
- Downloading and Receipting (in the absence of the Accounts Personnel)
- Demonstrating secretarial/administrative experience in supporting management at a senior level including processing of new documents, policies and mailing list to doctors
- Developed and maintained open, effective and co-operative working relationships and communication with other hospital staff, doctors and lab staff from labs across Australia for updates and changes made to specific blood tests then creating manuals for staff to work with
- Rectified and corrected data input errors including changing missing billing information in the departments Cerner System, this includes constant communication with the LIS Manager via SSWAHS email to solve incorrect application to request forms which staff members within MCP and certain RPAH Clinics have made
- Updated reports, managed accounts, and generated reports for company database.
- Supervised and guided new employees and responded quickly to questions to improve understanding of job responsibilities.
- Set priorities and problem-solved workflow issues to maintain rapport with patients, doctors and managers.
Assistant Manager (part time)
Vodafone-Bravo Phones
01.2003 - 01.2006
- Offered hands-on assistance to customers, assessing needs, and maintaining current knowledge of consumer preferences.
- Entered Mobile phone contracts in Vodafone's Sibyls system (More details on request)
- Monitored cash intake and deposit records, increasing accuracy, and reducing discrepancies.
- Supervised day-to-day operations to meet performance, quality and service expectations.
Medical Receptionist
Dr Victor Tadros Surgery – Marrickville
10.1999 - 12.2003
- Managed multi-line phone system and pleasantly greeted patients.
- Coordinated patient scheduling, check-in, check-out and payments for billing.
- Maintained current and accurate medical records for patients.
- Kept waiting room neat and organized by stacking magazines, removing trash, and cleaning glass.
- Transcribed phone messages and relayed to appropriate personnel.
- Provided compassionate customer service, creating a welcoming atmosphere for patients and their families.
- Performed various administrative tasks by filing, copying and faxing documents and typing of medical reports.
- Ordering various vaccines and medical equipment
- Organising and sending specimens to a number of pathologies
- Adhered to strict HIPAA guidelines to protect patient privacy.
- Checked patient insurance, demographic, and health history to keep information current.
Supervisor
Crazy Prices - Woolworths
10.1998 - 12.2000
- Performing customer service and was Register Supervisor-authorising refunds, discounts and register errors
- Stock controller –ordering and maintaining stock
- Travelled to various chains including Campsie and Burwood. At Campsie I assisted with the end of lease closing down procedures. At Burwood I assisted with the planning of the new store which required me to coordinate a team of five people doing plan grams
- Interviewed candidates for register, customer service and back dock positions.
- Applied strong leadership talents and problem-solving skills to maintain team efficiency and organize workflows.
- Monitored workflow to improve employee time management and increase productivity.
- Handled customer complaints, resolved issues, and adjusted policies to meet changing needs.
Education
Economics And Finance
Macquarie University
Sydney, NSW2001
High School Diploma -
Canterbury Girls High School
Canterbury, NSW2000
Skills
- Presentation development
- Attention to detail
- Problem solving
- Meeting planning
- Organizational skills
- Confidentiality maintenance
- Office administration
- Interpersonal communication
- Process improvement
- Team collaboration
- Project coordination
- Client relations
- Event coordination
- Vendor negotiation
- Staff supervision
- Time management
- Technical proficiency
- Document preparation
- Budget management
- Strategic Planning
- Project Oversight
- Risk Management
- Administrative Support
- Business Administration
- Office Management
- Customer Service
- Bookkeeping
- Project Planning
- Excel Spreadsheets
- Advanced MS Office Suite
- Human Resources Management (HRM)
- Professional and Mature
- Financial Services
- Strong Problem Solver
Languages
English
Native or Bilingual
Arabic
Native or Bilingual
Timeline
Executive Assistant to Executive Director Clinical Operations
NSW Health Pathology – Corporate Office - St Leonards
01.2014 - 05.2022
PA to SEALS Executives/Office Manager
NSW Health Pathology – Prince of Wales Hospital, Randwick
12.2012 - 12.2014
Pathology Administrative Officer
NSW Health Pathology – RPAH Medical Centre Pathology
10.2004 - 12.2012
Assistant Manager (part time)
Vodafone-Bravo Phones
01.2003 - 01.2006
Medical Receptionist
Dr Victor Tadros Surgery – Marrickville
10.1999 - 12.2003
Supervisor
Crazy Prices - Woolworths
10.1998 - 12.2000
Economics And Finance
Macquarie University
High School Diploma -
Canterbury Girls High School
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