Seymour - Efficient Administrator - Tewantin QLD, Australia

Karen Seymour

Tewantin QLD, Australia


Efficient Administrator


Looking for a position close to Noosa/Tewantin.

Work History

Executive Secretary

Aged Care Facility

July 2013 - January 2014

NoosaCare Inc. is a residential aged care facility for people needing low care, high care and people living with dementia. I was employed as the Executive Secretary to the Chief Executive Officer and Corporate
Services Manager at NoosaCare Inc, Tewantin providing support to the CEO, CSM and other Managers and staff. My position was very varied, but some of my duties included:

• General office and clerical support
• Management of the marketing and media requirements
• Provide support to the Board, including all preparation for the AGM
• Maintaining quality management documents and agreements
• Assist the Client Services Officer with 'Respite' booking documentation

I was wholly responsible for the management of the marketing and media requirements, meeting
representatives and scheduling television advertisements and printed media. I managed the budget of
$120,000 over the two NoosaCare sites. I was instrumental in initiating a facebook account and responsible for maintaining the site with regular posts. I also re-designed the Application for Residential
Care forms in a simpler, easy to read and understand format.

I streamlined processes and updated forms as necessary and created a user friendly document
management system for several departments within NoosaCare Inc.

I assisted the Client Services Officer with 'Respite' bookings. I took telephone enquiries and met with family members and assisted them in completing the paperwork for the proposed resident prior to entry to the facility. I followed through with all the required paperwork, making up client files and inputting
data into the computer system.

Another of my duties was to produce minutes from several meetings, and undertake the relevant
correspondence and action sheets relating to those meetings.

Temporary Assignment - Receptionist/Administration Officer

Sunshine Coast Council

October 2012 - January 2013

I was employed by the Sunshine Coast Council at the Sunshine Coast Airport on a casual 'as needed'
arrangement in the Management Office as their Receptionist/Administration Officer providing
administrative assistance to the airport team. Some of the duties that I performed were:

• Front desk reception
• Administration assistance to the airport team
• Answered the airport telephone system
• Administered Visitor Pass system
• Accepted ASIC applications and receipt money
• Maintained lost/found register
• Contacted Air Services Assistants via 2-way radio
• Issued car parking tickets for contractors and visitors using the Skidata car park machine
• Answered enquiries in relation to parking of aircraft, pet transfers, problems with security
cameras, noise complaints

Project Administration Officer

Unitywater, Caboolture, Qld

January 2011 - July 2012

Due to the amalgamation of the Water Utilities, the Director of Moreton Bay Water and my position as
Personal Assistant with Moreton Bay Water became redundant. Because of the Framework in place the
Chief Executive Officer placed me in the Human Resources Department to work on a specific project he
needed assistance with.

• Assisted the Chief Executive Officer and Director of Workforce Capability & Change (Human
Resources) in creating and maintaining a database for external contractors
• Responsible for the 'Onboarding' process of new staff, co-ordinating inductions and ensuring IT
requirements were met
• Assisted in the Safety Division by registering all safety hazards and inspections and maintaining,
registering and filing of documents

Personal Assistant to the Director

Moreton Bay Water

May 2002 - January 2011

In my position as Personal Assistant I was treated as a member of the Management Team and worked
closely with the Director to ensure that his day ran smoothly. My duties included:

• High level administration support to the Director and senior staff, working to strict deadlines, under pressure and on multiple tasks
• Managed Director's electronic diary, scheduled and prioritised appointments having regard to the
Director's responsibilities
• Acted as Supervisor to administration team and held monthly administration team meetings
• Organised and supervised meetings, functions, seminars, workshops and conferences, including
arrangement of travel and accommodation for senior staff
• Undertook research for compilation of reports and investigated matters to compile
• Took dictation from Director in shorthand on a daily basis
• Travelled with management to take notes and dictation at meetings and conferences
• Compiled, prepared and distributed agendas, minutes and correspondence for monthly
Management Team meetings
• Handled incoming and outgoing correspondence, including mail, email and faxes
• Screened telephone calls and enquiries and directed them as appropriate
• Collated and checked timesheets before forwarding to Payroll
• Co-ordinated and finalised HR related matters including annual performance appraisal program,
performance review program and preparation of job description updates and organisational
• Maintained accurate staff records such as staff list, sick leave, holiday leave, asset register,
vehicle register and key register

Minute Secretary

Works & Services Committee

January 1997 - May 2002

I commenced work with Pine Rivers Shire Council as a Minute Secretary and attended the fortnightly
meetings along side the Chairman and other Councillors. My duties included:

• Prepared, collated and distributed the Agenda for the Works & Services Committee and Board of
Management - Pine Water
• Arranged appointments and attendances for Committee and individual members
• Attended the meetings on a fortnightly basis
• Took the recommendations from the meetings in shorthand
• Produced and distributed the Minutes of the meetings
• Prepared the correspondence arising from the meetings, which included outgoing
correspondence and internal memos
• Maintained indexing for the Committee and Board meetings
• Liaised with senior management in relation to Committee matters
• Registered correspondence in Dataworks record management system


L J Hooker, Ashgrove

May 1995 - January 1997

I was employed with L.J. Hooker Ashgrove as a Receptionist/Secretary. My duties included front desk
reception, answering incoming telephone calls, greeting clients, preparation of Contracts, payroll for employees, typing of correspondence and minutes of Body Corporate Meetings, keeping records of all
advertising, preparation of monthly accounts and record keeping of all income and expenditure and other administrative tasks. The computer packages I used were Microsoft Word 6.0 for Windows and
Excel 6.0.

Secretary to the Dealer Principal

Motor Vehicle Dealership

May 1993 - March 1995

I was employed as the Secretary to the Dealer Principal, coordinating his appointments and activities,
filing, shorthand and typing of reports and correspondence. I gained experience using Word Perfect 6.0 for Windows and attended to the typing of quotes for fleet vehicles and any general typing for the
Dealership. I was also responsible for the ordering and storage of stationery. I relieved on a Fujitsu
F600 switchboard during morning tea breaks, and attended to the incoming mail. I was also responsible for the marketing 'mailouts' that were carried out on a monthly basis

Qualifications & Certifications

Fareham Technicall College

Manor Court Secondary School

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