Smith - Personal Assistant Or Senior Administrator - Melbourne, VIC, Australia

Loraine Smith

Melbourne, VIC, Australia


Personal Assistant Or Senior Administrator


I am a qualified Administrative Officer/Personal Assistant with a tertiary degree (BA in Arts and Computer Studies), experienced in relevant computer skills, particularly Microsoft Office, Internet usage and database administration. I have for many years gained expertise in the management and coordination of people and the projects for which I have been responsible, as well as the planning, prioritising and coordination of activities involved in professional administrative services.

Work History

Personal Assistant & Course Administrator

Centre for Automotive, Building and Furniture Trades

From April 2012

at Box Hill Institute,
Full-time, ongoing role
• Providing confidential administrative support to Centre Manager, assisting with correspondence, presentations, diary and meeting arrangements, domestic and international travel arrangements, liaison with overseas campuses, collation of external reporting material for the Centre
• Assistance, research and follow up on Centre projects
• Collation of monthly KPI reporting with Senior Educators
• Work as effective member of the admin and student support team with a strong focus on teamwork and customer service
• Liaising with other Centre Managers, Human Resources, Senior Educators, Executive Managers and administration staff to ensure efficient operation of the Centre.
• Managing accounts and payments relating to cost centres, updating data on websites, daily and weekly tracking of Centre spend
• Maintaining sound working knowledge of Institute policy and procedures, and compliance with Institute's Code of Conduct
• Maintaining staff files and compliance, Working with Children Cards, Police checks, updating qualifications and vocational skills, leave charts\, training.
• Reporting OHS incidents and arranging first aid treatment when necessary
• Use of SMART, SAT, SAP, Delta, Excel, PowerPoint, Finance One, SEIK

Administrative Officer

Box Hill Institute Bookshop

January 2012 - March 2012

at Box Hill Institute,
• Preparation of orders for text books and course materials required for all courses
• Serving customers in two bookshops on a daily basis
• Cash balance at end of day and reconciliation

Administrative Officer (Timetabling)


From November 2011

at Box Hill Institute,
contract to 31/12/2011
• Preparation of Semester, Short Course and Examination Timetables, using
CELCAT Timetabling and Room Booking software
• Electronic ad hoc booking of rooms and other resources, as requested daily

Executive Assistant to Head of Senior School

The Knox School

October 2011 - January 2012

School, Wantirna (Temporary contract for 6 weeks)
• Personal Assistant to Head of Senior College at large Private School, including electronic calendars and diary, classes and appointments with staff, students and parents, VASS/VCE Coordination and Absentee recording/follow-up

Academic Administrative Assistant


(3 years) Melbourne Institute of Business and Technology, at Deakin University
* Responsible for successful and timely implementation of timetable for all diploma courses, using Callista, Syllabus Plus and MAZE software packages
* Compliance administration re registration and visas of international students
* Room bookings, in liaison with Deakin University timetabling team
* Examination timetables, coordinating supervision of exams and preparation of exam papers, accurate proofreading and printing

Senior School Administrative Officer

Beaconhills College

, Berwick
* Personal Assistant to Head of Senior School at large Private School, including electronic calendars and diary, classes and appointments with staff, students and parents, both during term time and in holiday breaks
* Assisting Head of School, teaching staff and students in relation to all administrative work including twice-daily absentee checking, contact with parents/guardians, and data file management regarding all student records
* Organisation of Parent/Teacher evenings, Open Day and Valedictory Dinners
* Close liaison with Heads of School, Principal, VASS/VCE Coordinator, Careers Counsellor, Heads of House, Group Tutors, academic staff, parents and pupils
* Minutes of meetings recorded via shorthand and/or laptop
* Maintaining stationery supplies, arranging photocopier and printer services
* Responsible for all in-house examination papers, proofreading, photocopying and archiving, and preparation of regular communication bulletins
* Regular use of VASS (VCE), MAZE/iWise database systems, Outlook, Word, Excel, PowerPoint

Senior School Administrative Officer

St. Michael's Grammar School

* Assisting Deans, Heads of School, teachers and students during 11-month temporary appointment at prestigious Private School
* Regular use of VASS (VCE) and SYNERGETIC database systems, Outlook, Word, Excel and PowerPoint presentations for prize-giving ceremonies
* Close supervision of absentee lists, entry of excursions and day trips, sickness and medical appointments into SYNERGETIC database
* Responsibility for informative and well-presented SMG Weekly Bulletin in an editorial and proofreading capacity

Personal Assistant / Administrative Officer & Business Support

Bayside City Council

* Personal Assistant to Head of Street Services for 12-month contract
* Administrator of traffic and parking fines, animal licences and responsible for customer service telephone enquiries in Local Laws Department
* Regular use of AutoCite database for accurate ticket issuance

Personal Secretary to CEO & Financial Advisors

Bendigo Bank Group/Worley Securities Pty Ltd

October 1989 - July 2004

* Personal Assistant to CEO and administrative support to team of eleven financial advisors and paraplanners in a privately-owned successful investment company, with a stockbroking licence
* Responsible for secretarial duties, office admin, diaries and appointments
* Operation of client financial database and monitoring system, filing and delegated correspondence, internet research, preparation of financial reports for clients, shorthand and Dictaphone correspondence, email, fax, copying
* Relief reception duties, receiving clients, witnessing forms and catering arrangements for visitors
* Regular use of Lotus 1-2-3, VisiPlan, InvestorWeb and ASSIRT software

Employment prior to immigration to Australia in 1989 includes:

Personal Assistant to Managing Director
Westminster Communications Ltd. London, UK
* Account manager for two clients within political lobbying and government consultancy firm
* Liaison with senior management, MPs, peers, Board members, Councillors and civil servants
* Secretarial duties, delegated correspondence, reports, travel arrangements

Senior Secretary & Course Administrator
Department of Electronic & Electrical Engineering, University of Southampton, Hampshire, UK
* Senior secretary and course administrator to six academic staff members and ten research staff
* MSc course administration, admissions, curriculum and timetable, examinations and recording of results
* Presentation of MSc and PHD theses, audio-typing, word processing, shorthand, helping with research on TV subtitles for the deaf

Senior Secretary to Head of Technical Training, Engineering Division
Independent Broadcasting Authority, Winchester, UK
* Personal secretary to senior level manager
* Administration of training budget, liaison with Heads of other Departments and Broadcast Engineers' Technical Training College
* Supervision of two clerk typists
* Typing, shorthand, appointments, meeting minutes and filing

Secretary, Eastern Planning Office
Bournemouth Borough...


Personal Assistant and Administrator at TAFE

My current role encompasses knowledge of all courses from VETis to Diploma level and associated units. I am familiar with Scope and and use these references, plus Box Hill policy and procedures to collate my work.
As part of my ongoing commitment to software training both in work and in my personal life, I keep up to date with MS Office software and am currently learning MS Office 2010 to complement my abilities in Office 2007. I work within the Windows 7 platform. I am also familiar with the use of iPhones, iPad and a Mac laptop, which I use extensively at work and at home, and frequently attend Apple training workshops to improve my knowledge.
My level of ability is advanced in Word, intermediate to advanced in Excel, and I am capable in PowerPoint, plus currently learning MS Access and Publisher to enhance my skills.
Databases I have used include Synergetic, iWise, MAZE, SMART, CELCAT and Syllabus Plus timetabling, VAS and VCE programs, Finance One and MYOB software.

Qualifications & Certifications

Cert IV in Business Administration

Box Hill Institute

English and Computer Studies

Open University

English and Business Administration Studies

Bournemouth College of Technology

Bournemouth School for Girls, Bournemouth, Dorset, UK

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