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Charles Darwin University, Business Industry, Alice Springs, NT                                               01 2010 to 06 2010

Customer Service Assistant & Personal Assistant

Working 4 hours per day per week, I managed all administrative and data entry functions, including working as Personal Assistant to the Training and Assessment Lecturer.

Customer Service Assistant

Responsibilities include:

  • Greeting students entering the office to ascertain what each student wanted or needed.

  • Politely assisting customers in person and via telephone.

  • Directing all calls to appropriate individuals and departments.

  • Monitoring and managing student enrolment, class & academic records on the client system.

  • Organising enrolment forms, photocopying, filing records and preparing correspondence and reports.

  • Adding new material to file records and creating new records.

  • Worked as part of a team in a fast-paced and demanding environment.

  • Managing the flow of departmental correspondence, telephone and email communications

  • Maintain effective office time management practices by prioritising tasks, coordinating meetings, managing the diary, and collating advice to and from department staff within timeframes.

  • Personal assistance to the Training and Assessment (TAA) Lecturer.

Personal Assistant:

  • Answering TAA calls and handling TAA student queries.

  • Preparing correspondence on the TAA lecturer's behalf.

  • Organising meetings for TAA lecturer.

  • Liaising with staff and students.

  • Managing the TAA lecturer's electronic diary.

  • Managing and reviewing filing and office systems.

  • Sourcing and ordering stationary office equipment.

Key achievements:

  • Performing all tasks with high-level organisation while meeting the tight deadlines typical of an administrator.

  • Preparing and delivering accurate monthly diary reports to the TAA lecturer.

 

This role was a temporary fill-in position for a staff member who needed to attend to a personal issue. It ended after the completion of my contract.

 

Skills Used:

  • Organisation, e.g. scheduling repetitive tasks one week in advance and understanding the need to re-prioritise.

  • Communication orally and verbally.

  • Problem-solving skills.

  • Good listening skills.

  • Time management skills.

  • Practicing Patience.

  • Supporting Strategic direction.

  • Supporting productive working relationships.

  • Displaying consistent professionalism through dress attire and service.

  • Achieving results and goal setting with efficiency.

  • Self-Motivation.

  • Displaying personal drive and integrity e.g. seeking feedback, striving for continuous professional development.

  • Knowledge of the requirements of the relevant Health and Safety legislation and procedures.

 

 

IT Skills:

  • Extensive knowledge of Microsoft Outlook, Word, and PowerPoint, with a basic understanding of Excel, Publisher, Access, and OneNote.

  • Very competent in operating printer, fax and scanner.

  • TRIM (Total Records & Information Management), eLVIS/Oracle Financials (Processes Accounts Receivable), Callista Student Management System (Processes Accounts Payable), Smart Data Online (Corporate Credit Card reconciliation system) and Lotus Notes (Notes Database system).

Charles Darwin University, Trades Industry, Alice Springs, NT                                                  04 2008 to 09 2009

Administration Assistant (Trainee)

Working full-time while studying was fun yet challenging. I managed the day-to-day administration and monitored staff's whereabouts. I reported directly to my Team Leader.

Responsibilities include:

  • Organising customer enrolment forms and updating files and records.

  • Scheduling appointments for customers and stakeholders.

  • Organising business travel for all five areas of the trades department, including car hire and accommodations.

  • Organising monthly staff meetings and minute recording.

  • Obtaining signatures for financial documents and internal and external invoices.

  • Processing all payments to creditors, staff reimbursements, refunds and travel allowances.

  • Monitoring and managing the debtor's database, financial records on the Callista student system, and

  • accounts receivable in Oracle (eLVIS).

  • Raising invoices, solving payment issues, and the debt collection process on the Callista student system receipts with the general ledger receipts each month (from 10 to 70 per day).

  • Monitoring and dispersing material fees to faculties.

  • Receipting of all payments and end-of-day reports.

Key  achievements:

  • Performing the role of Proxy for 7 corporate cardholders within the 3 trade areas.

  • Preparing and delivering monthly financial reports to the finance manager.

  • Developing a standardised checklist for organising travel and financial transactions.

  • Developed a 'Forward Document Notice' system via Microsoft Office to improve communication between staff and faculty.

  • Created a simple register using Microsoft Office to improve the process of tracking the whereabouts of students' training plans. This decreased 'missing documents' within the department area by 98%.

 

I started this role as a trainee and later was employed on a contract basis. My traineeship was with Group Training, Nothern Territory (GTNT). Before my contract ended, I was given the opportunity to teach the new staff member the administration functions and IT systems, resulting in a smooth changeover. My team leader organized a farewell lunch on my behalf.

 

Skills Used:

  • Communicating with team leader, staff and customers.

  • Organising by prioritising and keeping track of everything that needs to be done in the office.

  • Managing Time by prioritising and working through distractions with utmost focus, being conscientious of business hours, and always punctual to work, meetings, and other scheduled functions.

  • Dependability and Reliability by going above and beyond when urgent predicaments arise without complaining.

  • Ensuring tasks are done correctly and making sure that my team leader or supervisor doesn't have to micromanage.

  • Practising Confidentiality means understanding the great responsibility of not disclosing information regarding client or business matters and staying out of personal gossip with others in the office.

  • Customer or Client Service orientated, I enjoy investing in helping others and guaranteeing satisfaction when dealing with internal and external clients.

  • Knowledge of the requirements of the relevant Health and Safety legislation and procedures.

 

 

IT Skills:

  • Extensive knowledge of Microsoft Outlook, Word, and PowerPoint, with a basic understanding of Excel, Publisher, Access, and OneNote.

  • Advanced in operating printers, fax and scanners.

  • TRIM (Total Records & Information Management), eLVIS/Oracle Financials (Processes Accounts Receivable), Callista Student Management System (Processes Accounts Payable), Smart Data Online (Corporate Credit Card reconciliation system) and Lotus Notes (Notes Database system) usually used in TAFE and Universities.

 

Kakadu Air, Kakadu, Nothern Territory                                                                                       01 2008 to 03 2008

Sales Receptionist

Working 3 days a week, I managed all sales, flight bookings, and tours and reported directly to the Manager. I left this role for personal reasons.

Responsibilities include:

  • Greeting customers entering the store.

  • Booking scenic flights and setting scenic river tour appointments.

  • Providing excellent customer service via phone, email and face-to-face. 

  • Housekeeping of workstation, kiosk and cleaning rubbish bins.

  • Monitoring style, size and display of merchandise.

  • Handling cashier machines and EFTPOS while ensuring a smooth sale transition.

  • Responsible for dealing with customer complaints.

  • Working within established guidelines, particularly with brands.

  • Attaching price tags to merchandise on the shop floor.

  • Responsible for security within the store and being on the lookout for shoplifters and fraudulent credit cards, etc.

  • Receiving and storing the delivery of large amounts of stock

  • Keeping up to date with special promotions and putting up displays.

Skills Used

  • Excellent knowledge of office etiquette and phone manners.

  • Microsoft: Word, Excel, PowerPoint, Access, Outlook, Explorer.

  • Excellent time management skills.

  • Sound oral and written communication skills.

  • Solid decision-making skills.

  • Strong communication, public relations and customer service skills.

  • Knowledge of the requirements of the relevant Health and Safety legislation and procedures.

 

 

IT Skills:

  • Extensive knowledge of Microsoft Outlook, Word, and PowerPoint, with a basic understanding of Excel, Publisher, Access, and OneNote.

  • Very competent in operating printer, fax and scanner.

 

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