Donna (Clark) Jacobson

Experience

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  Allscaf Domestic Services

  Jan 2004 - Jun 2013

  Administration

  Receive & manage emailed & mailed plans and orders, tender requests.Provide internal staff with professional administrative support including taking accurate & properly detailed messages, word processing duties, attending to routine correspondence and when required prepare written reportsFirst point of contact complex bookings for scaffoldFiling & Database Management-Access system-maintaining records of job actions, tracking invoicing of jobs eg variations.Was instrumental in new functions being created in Access data-base to increase efficiencyContractor payments-reconcile invoices, compile & prepare for paymentAccounts receivable-Produced invoices & chased overdue accounts & reconciled payments produced month end reports & sent out statements in a timely manner. Responsible for correspondence-Microsoft Outlook & WordTyped documents Microsoft Word & Excel.Maintenance of OH&S documentation in construction (scaffold).Maintenance & preparation of documents for human resources as requiredSet up spreadsheets for scaffold tender calculations in excel.Reconciling contractor invoices with job actions on Access, assisting the paymistress in keeping up to date records of all contractor requirements eg:relevant Insurances.Organised catering, barbeques and social events in the offices for team building.Internal sales & maintaining of showroom for tile displays and customer service, problem solvingHandling of petty cashShopping, banking, post officeIdentified & carried out general office duties as required to support all office staff, yard staff, site staff, drivers and clients especially client supervisors on site as well as client office staff Show less

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  Terra Sancta College (CEO Parramatta)

  Oct 2013 - Sept 2014

  Front Desk Receptionist Casual

  • Front desk reception• Answering and distributing telephone calls internal and external• Customer service – attending to student and parents enquiries, first aid to students• Filing, bus pass applications, leave applications• Various adhoc administrative duties including assisting enrolments and leavers and making up enrolment packs, website updates, being responsible for monitor nomination and student notices. • Data entry using eschool, millennium to manage absenses and sms responses• Credit card and cash payments for fees, enrolment fees, miscellaneous student purchases.• Google apps-familiar with gmail, calenders and contacts.• Bus pass applications and follow up. Show less

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  Westmead Children's Hospital

  Sept 2014 - Jun 2015

  Administration Assistant Temporary Role ENT Department (Outpatients) Children’s Hospital WESTMEAD 18 May-30 June 2015• Action or redirect calls, escalate according to expertise. Answer phone and in person queries in support of ENT department.• Manage scheduling of appointments for specialists and registrars including call backs, letters, reschedules.• Following triage, prepare correspondence for notification of unsuccessful specialist referrals to patients and GPs.• Set up own spreadsheet to for quick reference and reply for enquiries about successful referrals from GP’s ahead of making non urgent appointments. Maintain existing spreadsheet of unsuccessful referrals.• Receive and distribute external and internal mail, faxes, email.• Scan and upload consent letters and recommendations for surgery, doctors notes, forward hard copies in timely manner to bookings or medical records departments. Dispatch all outgoing mail. Show less • Following self created procedure of scanning and uploading all recruitment and employment documents to erecruit database to ensure generation of employment assignment on stafflink namely priority to banking, tax and superannuation documents to expedite set up and payment of salary to employees.• Making of Personnel files and final checking that staff member is correctly set up on stafflink.• Sending of relevant documents to Healhshare and Fundraising.• Accessing records on stafflink system for various tasks including issuing forms for issue of ID badges.• Managing filing of major backlog of documents to personal files as well as maintaining day to day filing• Reception duties for breaks and other occasions when receptionist is out of the office.• Opening, stamping, recording and distribution of incoming mail• Assist in addressing inbound queries including erecruit to recruitment department• Following up and maintaining self created spreadsheet tracking return of employment documents from successful candidates via phone/email• Assist team in auditing files by printing relevant essential employment documents required highlighting missing documents. Lodging and for NCRC and WWCC clearance on websites.• Being introduced to ERC in order to stay in touch and understand the recruitment process• Daily tasks to assist team includes loading printer with paper, calling IT for service of same, checking NCRC lodgment status.• Checking WWCC as required to assist team• Participate and contribute ideas to recruitment team to promote team work and improve service to clients• Systematic mail outs, recording all outgoing mail• Prepare employment packs Show less

  • Administration/Booking Officer

    May 2015 - Jun 2015

  • Recruitment Adminstrator

    Sept 2014 - May 2015
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  Children's Court Clinic

  Aug 2015 - now

  Administration Officer

  Opening, sorting and distributing incoming mail, ensuring confidentiality is guarded at all stages.Receiving and dispatch in mail in compliance with the clinic's procedural requirements nd established arrangements, including database entry.Provision of information in relation to routine, direct contact and telephone enquires from clients on clinic processes, such as file movements and assessment dates, providing clear and concise information.Answering, screening and directing telephone calls, and responding to telephone inquiries. TO BE CONTINUED. Job description has evolved - Need to update. Show less