Hayes - Government Worker - Perth, WA, Australia

Marina Hayes

Perth, WA, Australia

Services

Government Worker

  • Full time
  • Part time
  • One time
  • Contract
  • Temp

Summary:

I have administrative skills including Microsoft Office application and finance skills using SAP, records management skills using TRIM and Objective. I worked for the Government for 14 years till 2008 and have been contracting back to them as a temp. I have worked with government contracts and tenders and purchasing.

Work History

Temporary short term assignments in both agencies

ROTTNEST ISLAND AUTHORITY

From October 2013

MAY - JULY PROJECT SUPPORT OFFICER (Mon to Wed)
DEPARTMENT OF LOCAL GOVERNMENT


- Manage calendar appointments for all major meetings for the section
- Provided a minute taking service for the following meetings.
Governance Meeting
Racing and Gaming Finance Meeting along with Department of Local Government
The meetings were working party catch-ups where decisions were made on the Solution Design Document and reporting
Project Team Meeting
Department of Local Government, Heritage Council and Equal Opportunity Commission Finance Working Group Meeting

SUPPORT OFFICER

Monday & Friday

May 2012 - February 2013

DATA INTEGRITY
DEPARTMENT OF HEALTH

- Provide administrative and secretarial support to the Director and Branch Managers within the Data Integrity Directorate
- Screen telephone calls on behalf of the Directorate and receive visitors
- Manage incoming and outgoing correspondence and mail logging database with search engines.
- Maintain the filing system
- Design and circulate various templates for a wide range of documents including surveys, questionnaire and briefing notes.
- Assist in staff orientation
- Arrange accommodation, some travel request for Branch Managers within the Directorate.
- Responsible for updating the internal list of contact address and telephone numbers
- Organise courier collection and delivery
- Arrange Outlook Calendar invites and meetings

Temp assignment

MEDICAL TYPING

From September 2012

BREAST SCREEN WA
SIR CHARLES GAIRDNER HOSPITAL (SCGH)

- Whilst working with Department of Health I did a short assignment at Sir Charles Gairdner Hospital transcribing letters for the Breast Screen WA for 2 months to help overcome the backlog at SCGH.

PROJECT OFFICER

BREAST CANCER RESEARCH CENTRE

May 2011 - May 2012

- Attend the Mount Multi-Disciplinary Meeting with Breast Surgeon, Oncologist, Radiologist weekly and record patient treatment recommendations and enter the information into the database.
- Organize speakers for Information Session for Early Breast Cancer patients, ensuring patient attendance and research new topics to be discussed. Also attend Advanced Breast Cancer (PYNKS) bi-monthly meeting ensuring the meeting is run smoothly including the right speakers arranged.
- Source articles for designing newsletter every quarter as well as using creativity for artwork and organising printing of newsletter and distribution.
- Responsible for co-ordinating the research grant applications and compiling a spreadsheet to record number of applicants as well as taking meetings at the grants meeting attended by members of the research committee. The Research Sub-Committee meeting was held every quarter
- Design and circulate various templates for a wide range of documents including surveys, questionnaire and briefing notes.
- Responsible for maintenance of the friends database and managing donations on behalf of BCRC -WA.

ADMINISTRATION OFFICER

RESIDENTIAL CARE

May 2011 - November 2011

LINE
SIR CHARLES GAIRDNER HOSPITAL
(part-time along with the Project Officer position at BCRC)

CLINICAL OFFICER

RESPIRATORY MEDICINE

From May 2011

(Temp assignment)
RESPIRATORY MEDICINE
SIR CHARLES GAIRDNER HOSPITAL

EXECUTIVE ASSISTANT - EXECUTIVE DIRECTOR

WA COUNTRY HEALTH SERVICE

May 2011 - February 2012

- Perth (temp assignment)

- Manage appointments on behalf of the Executive Director
- Present daily diary along with meeting papers and explain daily meeting schedule to the Executive Director.
- Electronically approve application forms for appointments, leave forms, acting forms once endorsed by the Executive Director.
- Provide an administrative service to the Principal Consultant and the Executive Director

MEDICAL RECEPTIONIST

Western Cardiology

From April 2011

- Subiaco (temp assignment)

- Receive phone calls on behalf of the Unit and transfer to Doctor's room
- Accept appointments relating to various types of Cardiological tests based on availability and explaining to customers the cost involved in relation to these tests as well as preparation.
- Electronically transfer reports relating to Holter Monitoring, ECG to doctors and other medically centres.
- Open and sort incoming mail and direct to various Doctors room.
- Ensure follow-up appointments were made for pacemaker appointments.
- Sort ECG reports including photocopying and faxing to different wards.

CLERICAL ASSISTANT

Aged Care Therapy Unit - Bentley Hospital

March 2011 - April 2011

(temp contract)

- Prepare transport list for patient pickup and co-ordinate volunteer and paid drivers.
- Update weekly patient list and distribute to relevant staff and make sure details are updated on the electronic white board.
- Act as a receptionist for the area and vet all phones calls and solve problems
- Create files for admissions for Aged Care Therapy Unit patients and Falls Clinic
- Conduct searches on MERITS for files, receive and transfer files and request files from different areas.
- Follow up on various medical results for patients from General Practioner and Royal Perth Hospital Medical Records
- Produce discharge letters from TED (Medical program) for Physiotherapist, Occupational Therapist and Doctors.
- Update statistics of appointments for Medical Officer, Co-ordinator and Nurse on TOPAZ.

PERSONAL ASSISTANT - DIRECTOR GENERAL

Department of Communities

From February 2011

(temp contract)

- Providing administrative support to Director General.
- Managing a very busy calendar for the Director General
- Arranging meetings with external bodies including Ministers Office.
- Managing the flow of correspondence via database.
- Ensure Ministerial were delivered within timeframe

EXECUTIVE ASSISTANT/FINANCE OFFICER

St John of God Hospital

May 2010 - January 2011

(temp contract)

- Providing administrative support for Director & Corporate Financial Services.
- Screening telephone calls, managing appointments and setting up meetings.
- Preparing agenda; taking transcribing and distributing minutes of meetings.
- Collating and organising paper work for various meetings for the Director
- Research relating to administrative duties
- Draft correspondence for Director's signature relating to gift fund banking.
- Reconciling petty cash; allocation of cost centre and chart of accounts.
- Producing monthly reports for Section Car Park and Catering from cash receipts
- Responsible for downloading bank statements and daily cash reconciliation
- Processing cheques bi-weekly including banking.
- Stationery Order
- Records Management

Owner/Operator

Vending Machines for Corporate

Businesses (Weekends and nights)
Duties
- Order stock and inventory management
- Provide technical support to my machines including conducting small repairs independantly
- Obtaining sites for new machines including business development
- Account keeping including bill paying and data entry
- Researching for new products

Medical Typist

Sir Charles Gairdner Hospital

August 2008 - November 2008

(part time - 3 days/week)

- Provided an audio typing service for Registrars, Consultants and Doctors in the ENT Department using medical terminology
- Assisted in setting up patient appointments using the TOPAZ system including re-scheduling appointments and cancellations
- Assisted in the Maxio Facial Clinic by co-ordinating patient attendance and recording information.
- Carried out administrative duties.

EXECUTIVE SUPPORT OFFICER

Department for Child Protection

January 2008 - August 2008

- Maintain customer focus in providing executive, administrative and reception support to the Director Working with Children Screening Unit and legal officers.
- Undertake research and special projects, prepare reports and correspondence and assist with responses to Ministerial and other enquiries.
- Arrange and attend meetings, record, transcribe and distribute minutes.
- Input data in the Prophecy system for orders/requisitions of goods.

Acting Roles

WA Police, Information Technology Project Delivery Division

February 2007 - March 2007

HUMAN RESOURCES & PROJECTS OFFICER
(4 weeks) WA Police, Information Technology Project Delivery Division
- Assist with management reporting, coordination of HR matters including leave liability, training and FTE (Full time Employee) monitoring via RMIS.
- Update Organizational Charts, Vacancy Report and spreadsheets for advertised positions; complete advertised vacancy forms, obtaining position number from vacancy spreadsheet, contribution to identification of Selection Criteria, obtaining approval from Program Management Office and sending to Human Resources Workplace Relations Branch and checking adverts on jobs.wa.gov.au website.
- Liaised with Service Desk, Applications Security and Dignitary Protection Unit on a regular basis to process Integrity Checks for contractor/s.

EXECUTIVE ASSISTANT

July 2006 - October 2006

(3 months) WA Police, South Metropolitan Executive Support

Assist the Director and Finance Officer

Financial Administration and Audit Act and Treasury's Instructions

July 2006 - October 2006

in the management of the Directorate's budget including projections and maintenance of financial systems.
- Compile financial information and returns in compliance with Financial Administration and Audit Act and Treasury's Instructions.
- Verify the accuracy of accounts payable and the existence of sufficient funds.

EXECUTIVE ASSISTANT

August 2005 - October 2005

(7 weeks) WA Police, Traffic & Operations Section
(Duties as previously listed for July-Oct 2006)

ADMINISTRATION ASSISTANT

October 2004 - January 2008

WA Police, Information Technology Project Delivery

- Screen telephone calls for the Superintendent, answer queries from internal and external customers.
- Organise monthly Project Status Meetings
- Diary management for the Superintendent and Fujitsu Contractor
- Organise conferences, presentations, training, seminars and high level meetings.
- Disseminate information (via Email) to all staff within the Division, providing them with various updates on project progress.
- Respond to queries from Project Manager/Program Managers and Project Leaders relating to meetings, reports and submissions.
- Reconcile receipts for Superintendent's Corporate Card against bank statement and arrange for payment.
- Monitor all assets, their maintenance and their booking for the Division.
- Check and prioritise the Superintendent's Email, receive and disseminate incoming mail and log internal correspondence and outgoing mail on electronic database.
- Carry out the daily backup of our file server.
- Create and maintain filing systems, retention and disposal schedules.
- Prepare agenda; record/distribute minutes of weekly meetings of project managers.
- Produce Financial Reports from Resource Management Information System on a SAP platform and monitor expenditure against budget.

ADMINISTRATION ASSISTANT

July 2002 - March 2003

Secondment to Internal Affairs Unit Covert Services
- Control budget, finances and monitor stationery requirements.
- Monitor and carry out recoups of cash advance funds.
- Oversee purchase of technical equipment and record items on RMIS.
- Record leave applications on RMIS and maintain personnel records of police officers.
- Respond to employee enquiries relating to policy and procedural matters, pay and conditions of employment.
- Record minutes of meetings with internal and external agencies.
- Provide first level help desk support to internal staff members.

ADMINISTRATION ASSISTANT

June 2001 - October 2004

WA Police, Witness Security Unit

OFFICER

March 2000 - May 2000

EXECUTIVE ASSISTANT

September 1998 - February 2000

WA Police, Information Management Division

ADMINISTRATION ASSISTANT

June 1998 - August 1998

WA Police, Management Audit Unit

Western Australia Police Service (WAPS)

March 1996 - January 2008

My career with WAPS spanned 12 years which included permanent and acting position. Being a large organisation with approximately 6500 staff, 2000 of them being unsworn positions, there were always acting opportunities for when staff went on leave.

ADMINISTRATION ASSISTANT

September 1996 - May 1998

WA Police, Internal Investigations Unit

- Prepared Budget independently for two consecutive years, it was approved by the OIC and sent to Finance Section with minimal changes.
- Maintain office supplies; manage video/audiotape library and register.
- Arrange purchase, delivery, service and repair of equipment and vehicles.
- Develop Excel spreadsheets relating to fleet, asset and equipment.
- Prepare and maintain leave and duty roster.00
- Record new assets on the Asset Management System, carry out annual stocktakes.
- Provide a help desk support to internal customers.
- Local Security Officer for the Unit including building security.

Certifying Officer

June 1996 - August 1996

Accounts Processing Officer

March 1996 - May 1996

Acting Executive Assistant

July 1995 - September 1995

- Provide secretarial and administrative support to the SES Director.
- Maintain appointment diary for the Director, arrange travel and accommodation on behalf of the SES Director, senior management, record activities of regional offices on Access database.
- Attend meetings, conferences, working parties, take notes and prepare Ministerial and briefing notes on behalf of the SES Director.
- Process Departmental emergency management applications and maintain volunteer database.


AREAS OF COMPETENCE:
❖ Customer focused, excellent interpersonal skills and the ability to communicate effectively at all levels

❖ Ability to work independently given a task list and ensure they are completed with minimum direction.

❖ Enjoy working alone or in a team as I am flexible and goal orientated and focus on the vision and mission statement of the organisation.

❖ Strong planning and organisational skills, ability to prioritise tasks and manage workload to meet deadlines and organisational outcomes.

❖ I have a keen interest in updating my skills and acquiring knowledge and taking on additional responsibilities which would further develop my skills and enhance my long-term career development.

Clerk Typist

STATE EMERGENCY SERVICES

May 1994 - February 1996

and

Qualifications & Certifications

Loreto House, Kolkata India

Curtin University of Technology

Management

Perth Central TAFE

Project Management

University of Kolkata

Secretarial Studies

Commercial College

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