PA to the Medical Director and Director of Workforce

• Apr 2020 - Present

PA to the Medical Director

• Jan 2012 - Sep 2021

Responsible for the provision of high level, confidential and effective PA support to the Medical Director. This includes pro-active email and diary management, monitoring of action points from meetings, coordination of briefing papers, pro-actively drafting letters for approval from verbal instruction and managing all travel arrangements.Key Achievements:· Finalist in the Scottish PA Network, PA of the Year 2017 Awards.· Mentoring other PA's and Administrative Officers within the Medical Directorate of Healthcare Improvement Scotland.· Responsible for the project management of the Measurement and Monitoring of Safety Programme from August 2014 - January 2015. Involved in coordinating of original bid details, arranging attendance at London interview for 10 people and booking meeting rooms and arranging travel and accommodation. Also prepared and distributed monthly programme board papers.· Successfully on-boarding the Safety, Measurement and Monitoring Administrative Officer and Medicines Team Administrative Officer . Providing 1-1 support and providing training via the Lync system in purchase order processing and WebEx set up.· Co-ordination of team huddles at the IHI National Forums in Orlando from 2012 to 2018 and IHI International Forum 2013-2017. Included co-ordination of specific meeting point and distribution of contact details for all attendees from NHSScotland.· Accessing free PA networking sessions in order to expand my knowledge in my field and also allows me to share knowledge and learning with those not in my organisation. Events attended include a talk on the modern PA/CEO relationship with the CEO of STV, attendance at the Scottish PA Conference 2015 and 2016 , Hays PA Report Roadshow, From Moneypenny to M with Baroness Margaret Ford at the Glasgow Science Centre and the Scottish PA Network Spring and Winter Showcases in 2016. Show less

Workforce Administration Advisor

• 2007 - 2010

Accountable for processing monthly payroll advising policies and procedures and key liaison for employees, managers and key Centrica client.Key Achievements:• Successfully monitored absentee levels and provided guidance on best practice for HR Managers to handle local absence issues which resulted in reduced absence levels across the business.• Generated monthly absence trend report using data from SAP which reduced absence levels within target business units.• Successfully transitioned in quarterly bonus scheme and provided on going support within budget.• Created standard operating procedure for absence, flexible benefit scheme, quarterly bonus scheme and death in service which was incorporated into induction training for new associates.• Managed “PIL Log” and implemented any subsequent training required which resulted in improved team performance. Show less

Expatriate Advisor

• May 2003 - Mar 2007

UK Liaison to over one hundred BP Expatriates coming on assignment from the USA. Advised on policy, managed compensation, coordinated contracts, briefings, immigration and provided support on procedural/ process changes.Key Achievements:• Successfully co-ordinated entry to the UK of expatriates and completed work permit applications within short timescales.• Liaised with Home Office and Immigration Consultants to resolve any ad hoc issues.• Conducted briefings with incoming expatriates to the UK advising on travel, accommodation, policy, schools and services which enabled smooth integration to the UK.• Maintained and administered monthly expatriate payroll ensuring salaries and expenses paid on time.• Liaised with third party contractors to arrange freight, banking and housing for expatriates.• Maintained up to date and accurate databases to enable reports to be produced for senior management.• Trained new advisors on expatriate policy and procedures. Show less

Personal Assistant

• Apr 2002 - Apr 2003

Supported three company Directors. Responsibilities included the provision of a high standard of personal and confidential secretarial services to the Directors. Managed files, maintained an up to date diary, handled telephone calls, scheduled meetings, compiled agendas, arranged discussion and background papers and liaised with clients. Key Achievements: · Provided administrative support to the HR Manager. · Ran ad-hoc reports on sickness absence. · Recognised health and safety representative and first aid person. · Created and implemented new health and safety policy and procedure. · Successfully attended specialised training courses in health and safety. Show less

Administrative Assistant

• 2001 - 2002

Distributed mail, co-ordinated and delivered files to medical advisors, processed changes to pay accounts, dealt with other Government Department queries and maintained and updated the current disablement database. Key Achievements: · Deputised as Administrative Officer during periods of staff long term sickness absence. · Successfully managed pay accounts. · Liaised with Army units resolving pay queries. · Managed disablement claims Show less