Clerical Assistant


Last Updated: 28th June 2018 (over 4 years ago)

Address
United Kingdom

E-mail
Locked

Phone Number
Locked

Gender
Female

Age Range
45 to 54

Qualification Level
Trade Qualification

Languages
English

Summary

 First point of contact, meet & greet
 Administration services / General office / secretarial duties
 Incoming & outgoing mail
 Incoming & outgoing telephone calls
 Typing
 Arrange transport, meetings and appointments for management, outside agencies
and pupils.
 Manage the diaries for all senior managers.
 Ensure the efficient payment and receipt of monies for the council including petty
cash and purchase orders while ensuring council procedures are adhered to
 Keep accurate records of expenditure to ensure no overspend on budgets and
submit monthly spending reports to the head of the establishment
 Updating staff & pupil records
 Collating reports
 Equipment maintenance
 Inventory recording & collating
 Telesales & marketing
 Effectively manage my time and work schedule by organising workloads performing such duties as filing, photocopying, reception duties and the accurate recording of meetings using shorthand transcription.
 Responsible for ordering and maintaining stock/resources to ensure availability to
colleagues for service delivery.
 PEMS / EMA 3000
 DECmate III
 Arranging transport, accommodation, buffets & meetings
 First Aider
 Dealing with sensitive and confidential material
 Fire Safety Warden
 Stock/Material control & allocation
 Microsoft 365 Packages including:
 - Excel
 - Forms
 - Sway
 - PowerPoint
 - Publisher
 - Word
 - OneDrive
 - OneNote
 - SharePoint
 - Teams
 Expense claims
 Timesheets & Data Entry Input
 Customer/Client Liaison & Guidance
 GLOW/RMUnify
 View data
 Data text 90 equipment
 Outlook (Diary Management) managing/updating senior management diaries
 Shorthand Transcription/Minute taking/Proof reading
 PECOS / Purchase order requisitions & invoicing
 SAP/Absence management
 Groupcall
 SEEMIS
 Financial management tracking, including budget expenditure, allocation &
recording

Experience

Cartvale Secondary School
Clerical Assistant

   Oct 2007
— Current

I ensure all data is entered accurately and completely, providing precise and meaningful reports for managers and various outside agencies when required, using a number of in-house packages, including Microsoft packages. I deal confidently with colleagues, parents, pupils and outside agencies both face to face, via email and by telephone and respond to customer queries in a polite and efficient manner. I arrange transport, meetings and appointments for management, outside agencies and pupils. I also manage the diaries for all senior managers. I ensure the efficient payment and receipt of monies for the council including petty cash and purchase orders while ensuring council procedures are adhered to. I keep accurate records of expenditure to ensure no overspend on budgets and submit monthly spending reports to the head of the establishment. I effectively manage my time and work schedule by organising workloads performing such duties as filing, photocopying, reception duties and the accurate recording of meetings using shorthand transcription. I am responsible for ordering and maintaining stock/resources to ensure availability to colleagues for service delivery. I am also the First Aider and one of 4 fire safety wardens for the establishment. I am also registered with the PVG (Protecting Vulnerable Groups) Disclosure Scotland scheme.

Evans Halshaw
Service Advisor / Personal Assistant

   Sep 1994
— Sep 2007

My role as Service Advisor included close customer liaison, i.e., dealing with their enquiries, ordering parts, arranging appointments and ensuring the efficient control of a daily workshop diary. I also created and invoiced all job cards, from retail customers to warranty claims. I dealt with both Lease and Warranty Companies as and when required and I was jointly responsible for all monies received into the department. I was later employed as Personal Assistant to the Regional Director, carrying out general office duties including diary management and travel arrangements. I liaised closely with branch managers in the West of Scotland, provided up to the minute statistics and reports as and when required. I attended all regional meetings as minute taker and distributed and actioned minutes as required.

Shell UK Exploration & Production
Materials Assistant

   Mar 1991
— Apr 1994

Nov 92 – Apr 94 Company name:
Position Held: PEMS/Materials Assistant (on & offshore)
NELSON PROJECT: My duties on the Nelson Project were as those on the Gannet Alpha Project, in addition to this, towards the end of the project I was also required to input and validate all offshore time sheets.

Apr 92 – Nov 92
Position Held: PEMS/Materials Assistant (on & offshore)
GANNET ALPHA HOOK-UP: My initial role offshore was to establish the stock control system (MSC), locating material in stores. I also controlled the day to day material issues, including consumables, bulks and commissioning spares. Issued/traced job card material, receipted and input onshore generated manifests and onwards distribution as well as creating offshore shipping manifests for material/plant and equipment and container returns. I dealt with stock enquiries against requisition and new job card requirements and created and issued material status reports. I also assisted the Senior Material Controller with any clerical work and assisted the Radio Operator during meal breaks. I completed all relevant training and courses required for working on an offshore oil and gas installation.

Mar 91 – Apr 92
Position Held: Word Process Operator (onshore)
GANNET ALPHA HOOK-UP: My duties here were to type the commissioning procedures for the Gannet Topsides Project and, as relief only; I also covered switchboard/reception duties, ordered stationery and arranged transport for other members of staff. Towards the end of the project on site, I was moved to the Site Office where I began PEMS inputting for training offshore.

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