Summary
Overview
Work History
Education
Skills
Additional Information
Timeline
Generic

Samara Nicolson

West End

Summary

Proven history of being a diligent employee with a strong work ethic. Established a reputation for being reliable, conscientious and flexible. Proficient computer literacy, including software programs, email and spreadsheets, proven through work experience in an office environment. Excellent communication skills developed through years of experience in customer service. Ability to execute ethical decision-making to achieve departmental and organisational objectives. The experience and ability to interact with the public, showing care, empathy and compassion at all times. Ability to continuously improve processes and outcomes by constantly evaluating work being undertaken and looking for ways to make improvements.

Overview

12
12
years of professional experience

Work History

MANAGEMENT SUPPORT OFFICER - AO3

TOWNSVILLE UNIVERSITY HOSPITAL
10.2021 - Current
  • Provide high quality confidential secretarial support to the Medical Director Cancer, Director Haematology, Director Radiation Oncology, Director Palliative Care, Director Medical Physics.
  • Provide high quality confidential secretarial support to the Cancer Centre Directors and Medical Service Group Executive Team including the production of high-quality reports and documents as required.
  • Enquiry screening and diary management including the timely provision of necessary records and documentation required for executive staff
  • Arrange and maintain a diary of meetings and appointments for the Directors and research and collate information as necessary.
  • Examine, evaluate and prioritise correspondence and papers for the Directors attention, schedule relevant commitments and prepare correspondence.
  • Draft quality, high level written correspondence in an efficient and timely manner thus practicing effective time management skills by prioritising workflow to ensure strict timeframes are met.
  • Provide support, oversight and compliance with vacancy management processes, support team recruitment practices and apply effective onboarding strategies
  • Utilise relevant Queensland health Finance and Reporting systems including S4/HANA and MyHR
  • Screen the Directors from distractions caused by unnecessary interruptions and telephone calls with redirectionto appropriate areas as necessary.
  • Act as intermediary between the Directors and others, dealing with inquiries on a wide range of topics. Exercise judgement when necessary to solve immediate problems in situations where precedents have not been set and procedures not defined.
  • Maintain the registering, monitoring, and reporting of all vital records on behalf of the Directors. Maintain an effective records management system by ensuring documentation is appropriately captured in the eDRMS (electronic document records management system) Rec Find.
  • Coordinate meetings, produce and distribute agendas and minutes as required.
  • Use effective communication and interpersonal skills to build and maintain effective working relationships with stakeholders and assist in the resolution of complaints of a highly sensitive and confidential nature, made by patients or the public.
  • Arrange travel, accommodation, car hire/transfers for Directors and other external stakeholders as requested.
  • Interpretation of guidelines and procedures is required to select the most appropriate course of action.
  • Work in conjunction with other Executive Support Coordinators to cover leave, backfill and offer assistance to other Executive Directors where appropriate.
  • Actively participate in a working environment supporting quality human resource management practices including employment equity, anti-discrimination, occupational health and safety, and ethical behaviour.
  • Assist with coordination of HR processes and recruitment activities – interview coordination, recruitment packs, onboarding, request to hire’s, commencement details supervisor authorisation forms, employee movement requests & employee movement forms

EXECUTIVE COORDINATOR - AO4

TOWNSVILLE UNIVERSITY HOSPITAL
01.2022 - 05.2022
  • Supervise a small administration team of ESOs & MSOs (3.8 FTE)
  • Provide secretarial support to the Service Group Director & Medical Director.
  • Assist with coordination of HR processes and recruitment activities – interview coordination, onboarding, request to hire’s, commencement details, supervisor authorisation forms, employee movement requests & employee movement forms (for doctors, administration & radiation therapists)
  • Distribution of Agenda’s and Minute taking for various meetings within MSG
  • Management and organisation of Outlook calendars for the Service Group Director & Medical Director
  • Managing enquiries on behalf of the Service Group Director & Medical Director
  • Communicate with internal and external stakeholders to organise various meetings or pass on information to the Service Group Director, Medical Director or MSG team

DISTRICT RELIEVER - AO3

TOWNSVILLE UNIVERSITY HOSPITAL
08.2021 - 10.2021

ESO MEDICINE 1 - AO4

CAIRNS HOSPITAL
06.2021 - 08.2021
  • ESO support to the Clinical Director - Medicine 1 & multidisciplinary staff
  • Plotting and submitting of fortnightly payroll rosters & on call rosters
  • Agenda and minuting of the CHHHS Endoscopy Services Business Meeting & CHHHS Endoscopy Clinical Care Reviews Meeting
  • Plotting and distribution of weekly allocations for Medicine and Medical Assessment Unit – Consultants, Registrars, RMO’s & Interns
  • Completion & uploading of all AVAC’s for overtime & sick leave
  • Leave forms – sick leave, carers leave, exam leave & recreation leave
  • Allocation of dect phones and distribution of phone lists for Consultants, Registrars, RMO’s & Interns
  • Shift swaps between staff
  • Covering of shifts for sick leave & emergent leave
  • Recruitment of Locum Medical staff
  • Payment of all Locum invoices (via GPV’s)
  • Staff claims for relocation expenses
  • Answering of Division switch phone
  • General office duties
  • Management of calendars (via Outlook)
  • Coordinate appointments for all Division meetings
  • Office Stationery ordering & office equipment maintenance
  • Coordination, allocation & maintenance of all Division dect phones
  • Participate in Division of Medicine Medical staff orientation
  • Completion and checking of all recruitment paperwork
  • Entering vacancies into SIRT system - Timely completion of all commencement and employee movement forms

REFERRAL OFFICER - MEDICAL OUTPATIENTS - AO3

CAIRNS HOSPITAL
04.2018 - 08.2021

COVID CLINIC - AO3

CAIRNS HOSPITAL
03.2020 - 07.2021

BCG VACCINE CLINIC, AO3

CAIRNS HOSPITAL
04.2021 - 06.2021

ESO EMERGENCY & ED ROSTERING OFFICER - AO4

CAIRNS HOSPITAL
09.2020 - 03.2021
  • Organising agenda’s and minuting of the Cairns Hospital Emergency Department Morbidity and Mortality Meeting, Trauma Working Group Meeting, Consultant Meeting, Cultural Safety Working Group, Full Nursing Staff Meeting and Paediatric Meeting.
  • Assisting with payroll enquiries, recruitment processes, uploading all AVAC’s, checking of payroll reports
  • Completion of all AVAC’s for overtime, sick leave & shift changes
  • Leave forms – sick leave, carers leave, exam leave & recreation leave
  • Submitting of fortnightly payroll rosters
  • Ordering of stationary – WINC and S4HANA
  • Processing of locum invoice and submitting GPV’s
  • Assisting with and completion of shift changes as per doctor’s request
  • Management of all incoming EEA’s
  • Police Statements
  • Allocation of dect phones and distribution of phone lists for Consultants, Registrars, RMO’s and Interns
  • Assisting with changeover of term for Interns, Residents and Registrars
  • Assist with recruiting of Locums
  • Phone enquiries for the Emergency Department/Director of Emergency
  • Management of Emergency Department room bookings
  • Staff claims for relocation expenses

ENDOSCOPY OUTSOURCING - AO3

CAIRNS HOSPITAL
02.2020 - 03.2021

WAITRESS/BAR TENDER

MALANDA HOTEL
03.2011 - 11.2019

RETAIL/RENTAL (Team Leader)

FOUR SEASONS WHISTLER BLACKCOMB
11.2017 - 03.2018

RADIOLOGY ADMINISTRATION OFFICER - AO3

ATHERTON HOSPITAL, ATHERTON
03.2015 - 09.2017

GENERAL MEDICINE CLINIC ADMINISTRATION OFFICER AO3

ATHERTON HOSPITAL
03.2015 - 09.2017

MEDICAL RECORDS ADMINISTRATOR - AO3

ATHERTON HOSPITAL
03.2015 - 09.2017

ADMINISTRATION OFFICER/ SUPPORT OFFICER - AO2

DEPARTMENT OF EDUCATION, TRAINING & EMPLOYMENT
02.2013 - 12.2013

Education

12 Certificate -

Malanda State High School
11.2012

Certificate I -

Rural Operations RTE10103
2012

Certificate II -

Business BSB20107
2012

Certificate II -

Hospitality SIT20207
2012

Certificate III -

Hospitality SIT30713
2012

Bachelor of Criminology & Criminal Justice -

Griffith University
11.2023

Skills

  • HBCIS (QHealth)
  • S4HANA (QHealth)
  • MediRecords (QHealth)
  • MyHR (QHealth)
  • HRS (QHealth)
  • LVR Portal (QHealth)
  • IEMR (QHealth)
  • ESM (QHealth)
  • Outlook
  • MS Word
  • MS Excel
  • MS Teams
  • WINC
  • MOSIAQ (QHealth)
  • TBIMS (QHealth)
  • AIR (QHealth)
  • PRODA (QHealth)
  • Active Listening
  • Communication
  • Computer Skills
  • Customer Service
  • Interpersonal Skills
  • Leadership
  • Management Skills
  • Problem-Solving
  • Time Management

Additional Information

  • Maintain high standards of work performance, ethics and integrity, inspire trust and confidence, treat all contacts equitably and fairly

Timeline

EXECUTIVE COORDINATOR - AO4

TOWNSVILLE UNIVERSITY HOSPITAL
01.2022 - 05.2022

MANAGEMENT SUPPORT OFFICER - AO3

TOWNSVILLE UNIVERSITY HOSPITAL
10.2021 - Current

DISTRICT RELIEVER - AO3

TOWNSVILLE UNIVERSITY HOSPITAL
08.2021 - 10.2021

ESO MEDICINE 1 - AO4

CAIRNS HOSPITAL
06.2021 - 08.2021

BCG VACCINE CLINIC, AO3

CAIRNS HOSPITAL
04.2021 - 06.2021

ESO EMERGENCY & ED ROSTERING OFFICER - AO4

CAIRNS HOSPITAL
09.2020 - 03.2021

COVID CLINIC - AO3

CAIRNS HOSPITAL
03.2020 - 07.2021

ENDOSCOPY OUTSOURCING - AO3

CAIRNS HOSPITAL
02.2020 - 03.2021

REFERRAL OFFICER - MEDICAL OUTPATIENTS - AO3

CAIRNS HOSPITAL
04.2018 - 08.2021

RETAIL/RENTAL (Team Leader)

FOUR SEASONS WHISTLER BLACKCOMB
11.2017 - 03.2018

RADIOLOGY ADMINISTRATION OFFICER - AO3

ATHERTON HOSPITAL, ATHERTON
03.2015 - 09.2017

GENERAL MEDICINE CLINIC ADMINISTRATION OFFICER AO3

ATHERTON HOSPITAL
03.2015 - 09.2017

MEDICAL RECORDS ADMINISTRATOR - AO3

ATHERTON HOSPITAL
03.2015 - 09.2017

ADMINISTRATION OFFICER/ SUPPORT OFFICER - AO2

DEPARTMENT OF EDUCATION, TRAINING & EMPLOYMENT
02.2013 - 12.2013

WAITRESS/BAR TENDER

MALANDA HOTEL
03.2011 - 11.2019

12 Certificate -

Malanda State High School

Certificate I -

Rural Operations RTE10103

Certificate II -

Business BSB20107

Certificate II -

Hospitality SIT20207

Certificate III -

Hospitality SIT30713

Bachelor of Criminology & Criminal Justice -

Griffith University

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Samara Nicolson