Gail Jones

Experience

• 

  UK Ministry of Defence

  Jan 1997 - Jan 2000

  Customer Service Advisor
• 

  UK Ministry of Defence

  Aug 2001 - Jun 2009

  Key responsibilities:• Ran the Director’s outer office; answered all telephone calls, managed emails, tasked senior colleagues on his behalf and monitored progress of actions through to completion• Managed diary and produced a weekly pack for Director which listed all his meetings, administrative and travel arrangements and included all papers, briefings, background reading and any other ad-hoc information that would be needed by him during the week ahead• Proactively managed and co-ordinated the delivery of directorate management board papers and submissions to other senior-level board meetings attended by the Director or his deputy • Scrutinised management board packs and other senior-level meeting papers to ensure Director received relevant briefings from his senior managers ahead of the meetings• Acted as secretary for meetings chaired by Director, duties included issuing invitations, booking in visitors, preparing meeting rooms, ordering working lunch and other refreshments as required, issuing agenda and papers and drafting and issuing minutes• Managed the Directorate budget of £2.7m Show less Key achievement:• Acted as Directorate lead for preparations ahead of the implementation of the Freedom of Information Act, providing briefings to senior colleagues, updating the Director on the readiness of the Directorate and gave regular presentations to wider Directorate Key responsibilities:• Supported the delivery of the annual conference with statutory bodies and non-governmental organisations plus other Directorate seminars and conferences; there were approximately 10 events per year and attendance ranged from 20 to over 100 delegates, including Government Ministers• Sourced venues, drafted business cases, managed invitations, liaised with venues on all equipment and catering requirements and with presenters• Managed the Directorate budget of £3m Show less

  • PA - Director of Property

    Aug 2005 - Jun 2009

  • Business Support Officer

    Aug 2001 - Aug 2005
• 

  Maternity Leave

  Jun 2009 - Apr 2010

  Maternity Leave
• 

  UK Ministry of Defence

  Apr 2010 - Dec 2011

  Key achievement:• Managed arrangements for bi-monthly senior management workshops of approximately 100 attendees including the Chief Executive and Management Board which involved sourcing a venue, producing business cases, issuing invitations and overseeing the sourcing of equipment, catering and stationery; acted as focal point for queries and liaison point with venueKey responsibilities:• Conducting analysis of data from various sources to ensure that all relevant staff were invited to senior management workshops and made recommendations to the director responsible to add or remove staff from invitation list as necessary• Managed administrative arrangements for the delivery of a new format for cascade briefing across the organisation, which included collating and validating comprehensive lists of staff and their locations by region and issuing detailed instructions to focal points• Acted as focal point for the consultancy contract, responsible for verifying invoices for payment in accordance with contract, monitoring and reporting expenditure to Head Office Finance Show less Key achievement:• Played a key role in the successful merger of two directorates into one; devised new post titles, liaised with IT department to change email addresses, made all amendments on HR system and issued staff with instructions and updatesKey responsibilities:• Proactively managed and co-ordinated the delivery of board papers for all senior management level meetings on behalf of Director; this included monitoring the forward agenda, tasking senior colleagues, monitoring progress and proof-reading all papers prior to submission to ensure correct and consistent format, spelling and grammar• Acting as focal point for HR within the Directorate, advising senior military colleagues (including Brigadier Director) on civilian HR matters• Managed the Directorate budget of £3.5m, scrutinised business cases, produced accurate and timely forecasts and submissions to Head Office Finance Show less

  • Engagement Officer

    Jan 2011 - Dec 2011

  • Business Manager

    Apr 2010 - Jan 2011
• 

  Housing Plus Group

  Apr 2012 - Jan 2014

  Executive Support Officer

  Key achievement:• Managing three Directors of varied working styles and personalities, ensuring that each receives outstanding support • Managing the delivery of a series of internal communications focus groups, which included producing and handling all documentation as well as ensuring staff awareness and engagement in the groupsKey responsibilities:• Providing effective and proactive PA support to the Director of Customer Services, Director of Business Development and Director of Property Services; this includes diary management, travel booking and producing papers and presentations Acting as secretary for two meetings, one chaired by the Director of Customer Services and one by an external consultant• Providing cover in the absence of the Chief Executive’s PA, encompassing all members of the Executive Management Team. Show less

• 

  MHA

  Jan 2014 - Mar 2015

  PA to Group Director
• 

  Pertemps

  Apr 2015 - Jun 2015

  Temporary Administrator

  Working within the Claims Management Regulation Unit, part of the Ministry of Justice, processing fee payments and updating information on internal databases.

• 

  Hays

  Jun 2015 - Aug 2015

  Temporary Executive Assistant

  Providing executive support to the Managing Director, Director of Operations and Director of People Services.

• 

  Midlands and Lancashire Commissioning Support Unit

  Aug 2015 - now

  PMO Co-Ordinator within the Oxygen, Ventilation, Medical Devices & Clinical Consumables Programme, COVID-19 Response Part-time position within the Oxygen, Ventilation, Medical Devices and Clinical Consumables Programme, COVID-19 Response Executive Assistant to the Director of Finance & Commerce and the Associate Director for Primary Care; part-time from August 2020.

  • Senior Project Manager

    Apr 2024 - now

  • Program Manager

    Oct 2023 - Mar 2024

  • Senior Project Manager

    Apr 2022 - Oct 2023

  • Project Manager

    Oct 2021 - Apr 2022

  • PMO Co-Ordinator

    Jul 2021 - Sept 2021

  • PMO Co-Ordinator

    Aug 2020 - Jun 2021

  • Executive Assistant

    Aug 2015 - Jun 2021
• 

  NHS England

  Oct 2019 - Apr 2020

  Business Support Officer

  Temporary secondment to NHSE&I, supporting the Director of Primary Care and Public Health Commissioning