CURRICULUM VITAEDIANE TERESA DAY

3 Brookmill CloseWatford Herts WD19 4BB(Landline 01923 238446)

(Email diane33555@mypostoffice.co.uk) (Mobile: 07702 308 251)

PERSONAL PROFILE:I have 45 years experience as a Secretary/Administrator and the skills I have acquired are transferable within any organisation. I am a qualified Pitman’s copy typist with speeds of 70wpm. I believe that it is better to work as a team in order that targets are meet should a crisis arise within the department. I can also work on my own and ensure that the department is run professionally and effectively. I am also organised, adaptable, flexible and have a keen interest in computer technology.

EDUCATION: Uxbridge College Hayes Site - NVQ Business Administration Level III – May 1997

CAREER HISTORY:Dacorum Borough Council 16th June 2015 (Temp ContractCupids Green Depot Hemel Hempstead till December 2016)Job Title: Vehicle Repair Service AdministratorI am working as the Vehicle Repair Shop Administrator, Dacorum Borough Council, Cupids Green Depot, Hemel Hempstead, One of my many and varied duties is to ensure that the Council’s Fleet Vehicles are Serviced, Road Taxed, MOT’d, Plated and follow strict guidelines as laid down the Freight Transport Association (FTA).

It is my responsibility to provide and efficient and effective administration system throughout the Vehicle Repair Shop Environmental Services as the Administrator. I ensure that all post is collected from Main Reception, to sort through the documentation and categorise as necessary for the Vehicle Repair Shop Foreman.

I then proceed to open up the relevant programmes on my computer that are needed on a regular basis. These are as follows: Outlook Express (email), Tranman (Release 7), this is the fleet vehicle database, shared group drives and my personal drive.

My main priority each morning is to ensure that all job sheets are created using the Tranman (Rel 7) database system when I first arrive. These jobs will arise from unscheduled works which arose throughout the previous day.

I then check my emails to see if there are any urgent matters that need my attention. I use the Outlook Express Calendar to ensure that weekly and monthly targets are met with deadline dates. I set up monthly reminder tasks for the Vehicle Repair Shop Foreman, so that he does not miss his targets. This is also used to send out invites to meetings with other members of our team and other regulatory government bodies i.e. Council Officers, Freight Transport Association and Department of Transport.

It is my duty to liaise with Council Officers Environmental Services and other Departments with specific emphasis on issues relating to the vehicle fleet. This could be in the form of Hiring Refuse vehicles from the designated Hire Companies or relating to a technical fault with one of our fleet vehicles. However, as the Vehicle Repair Shop Administrator it is my duty to act as primary point of contact for queries relating to the vehicle fleet, to deal with basic enquiries where possible and recording and maintain the details as appropriate. This could be in the form of a fleet vehicle breaking down and needing attention.

It is my duty to ensure that a Refuse Hire Vehicle is found quickly and this involves ringing round for quotes and availability so that our refuse collecting service is not affecting the public. I must also ensure that I regularly liaise with the Environmental Services Manager regarding the status of the situation.

I must administer and input data onto various IT systems on a daily, weekly and monthly basis using Excel, Word and Access programmes. To update records so that this information can be provided for financial and statistical data when requested.

I also complete all job sheets during the day as and when these works are closed off. In the event that the Vehicle Repair Shop Foreman is away, I can cost up the works and complete this procedure with the help of our Vehicle Repair Shop spare list.

I have typed up various Vehicle Repair Shop Tranman procedures such as: “How to add data to job sheets and closing the job, How to create job sheets, How to process invoices, How to road tax vehicles which are zero rated, How to update mot’s and road tax and How to use the VOSA site for Operator Licences”. These procedures are kept in the shared drive so that my colleagues can assess them in the event that it is not my working day.

I telephone various Suppliers and order spare parts, lubricants and consumables as required and to raise invoices in a timely fashion. It is important to remember that any items ordered must be accompanied by a Vehicle Repair Shop order number.

On a daily basis I process Suppliers invoices through the Agresso system by either raising a GRN (Good Received Note), which means that a Purchase Order (PO) has been raised for the company, or a REQ (Requisitions Note), the goods have been delivered but there is not PO and these are passed as “one off” payments.

I must also run the fortnightly invoice run off the Tranman database system and ensure that all invoices printed off and sent to the Finance Department. It is also important to ensure that any OUT tickets are accompanied by a cost code for costing.

To check, monitor and log all invoices which are received on the Vehicle Repair Shop Microsoft Excel spreadsheet. These invoices must be accompanied by the right cost code they are then forwarded to the Environmental Services Manager for authorisation and then sent to Finance Section for final payment.

I prepare, draft a copy of the vehicle service schedule and monitor and maintain it as appropriate, advising individuals of any changes when necessary. I prepare all schedule servicing job sheets on a monthly basis. To ensure that vehicles users present their vehicles for inspection and servicing. It is important to remember that servicing schedule is adhered to by all managers and vehicle users.

All MOT’s and Road Tax is updated on the Tranman database system on a monthly basis along with an as and when the MOT’s run out. It may be necessary to run system report to check if the fleet vehicle dates are correct in order to produce a Microsoft Excel Spreadsheet for the necessary Officers.

To ensure that all year end invoices and payments are submitted by the deadline date, and to ensure that all outstanding workshop jobs are costed off by the official Finance Section designated date. To liaise with the Finance Manager on any issues that may not be able to be completed by this date, due to unexpected non-scheduled job that arise on a daily basis.

To keep up to date with the DORIS Mandatory/Internal training courses using this computerised Intranet system. It is also necessary to have access to the Internet in order to check up legal procedures relating to Heavy Goods Vehicles and any changes that could be made to regulatory regulations.

I ensure that any new fleet vehicles files are created and assign a Fleet Number, to file all relevant paperwork in the fleet files on a daily basis in the Vehicle Repair Shop.

Age UK Hertfordshire 27 January 2015-15-June 2015Clitheroe Club & Wellbeing CentreJob Title: Voluntary Administrator/Computer Technology TrainerI was working as a volunteer at the Age UK (Clitheroe Health and Wellbeing Club), as the Administrator, 2 days a week. I worked closely with the Project Manager, and ensured that all administration work was carried out in an efficient and effective manner. I also had access to the

Management diary so that I was able to double check her appointments. I took the iniatitive and created an Microsoft Excel spreadsheet which contained data of those using the services of the club. I also felt that it needed to be password protected so that access to the clients data was restritcted and only for the Project Manager and myself . I also had access to the Age UK Charity Login database and used this application to input and update member’s personal data. I received training on how to access SOUL, and ensured that data was updated in order to monitor the member’s health and wellbeing. Other duties include: taking calls from potential clients who wished to use our service, giving them advice on the 10-2 Club, IT training sessions, Events, Information and Advice Sessions, Chiropody and Toenail cutting, Hearing and Eye Clinics and what actually happens in the facility. I also dealt with those who call in personally and hand out leaflets promoting the service. I also had adhoc tasks such as: composing letters/memos using Microsoft Word, creating sub directories and using Outlook Express for sending/receiving emails

I also trained the Silver Surfers on how to use Microsoft Office, open an email account, creating emails and the use of surfing on the internet. I have a group of 4-5 Silver Surfers and a small group of 2 who I train how to use their Smartphones. I enjoyed the role even though it was not permanent as I communicated on a daily basis with the elderly, disabled and those on low incomes who attend the 10am-2pm club. I built up a strong empathy with my technology groups as well as those who use the Club.

London Borough of Hillingdon 25 April 2005 -30th April 2014Job Title: Revenue Administration OfficerWhen I was employed in the post of Revenues Admin Officer with the London Borough of Hillingdon, Benefits Housing section was to provide an efficient and effective administration service to the Senior Management Team.

My first prority each morning was to check my Gmail inbox to ensure that all important issues are dealt with when I arrived. To check the benefit support faxes, save on my desktop in a PDF file and attach to the claimants claim using our Comino database system. To collect, sort, collate all incoming post for the whole benefits department every morning and afternoon. To update and monitor the Register of Deaths reports using Groups drive in Gmail.

To mail over our Notification/Council Tax letters to our designated contractors every morning using the Northgate system. To convert, save the reports into excel format and ensure that the totals are monitored on the microsoft excel spreadsheet.

To process and take the monthly System Control Team meeting minutes. To book and plan all meetings well in advance and then email out the dates to all staff so that I am aware of them attending. To process and track all Housing staff’s overtime hours worked on a monthly basis and make sure that the excel spreadsheet is emailed over to Payroll within the deadline.

Create and format the Benefit User Audit Civica report on a monthly basis, email to the Senior System Control Officer so that any ex-employees are deleted from the Northgate system for security reasons. To create, format the Local Housing Allowance Rent report, convert into TXT format and download onto the Direct Gov LHA web page, this task is also carried out on a monthly basis.

To create all Text messages using the Neo Generic appointment system on a daily basis. These messages must be formatted in an CSV format and saved in the applicable sub directory folders so that they are compatable with Easy Text Pro system.

To sit on Housing Benefit reception and deal with claimants/customers who wish to have their documentation scanned into their claims. To call them using Qmatic, create a receipt using Onyx and scan their paperwork directly onto the Civica scanning system. Ensure that good customer services is given.

I helped and assisted to locate bedroom data for Private Sector, Housing Associations and Registered Social Landlords. This was an important task as it was needed for the new Council Tax Reduction scheme. (The bedroom tax). I had to telephone Landlords as some of the information was missing from their spreadsheets. I also ensured that all bedroom data was put onto the Northgate system for future reference so that we could

calculate the claimant claims. To action on a yearly basis all rent increases using the spreadsheets provided by the various Housing Associations.

To monitor and track performance indicators, manual adjustments and payment vouchers. Write and type up any new office administration procedures in accordance with the council corporation format. I also overseed temporary staff and train them accordingly in any administration duties that were required. I have been granted proxy access to the following systems:- Landlord Portal, Local Housing Allowance Benefits, Housing Benefits box, In/Outs GCSXMAIL

British WaterwaysNorwood Top Lock, Southall Sept 1999 to 22nd April 2005Job Title: Administrator/SecretaryMy main responsibility as Administrator/Secretary, British Waterways, London was to deputise for the Operations Manager in his absence and liaise on a daily basis with the Moorings Coordinator, Enforcement Officer and oversee the Supervisors for the Grand Union, Regent’s Canal and Rivers Lee and Stort.

To ensure that all letters, faxes, memos, reports, and other documentation conform to our in-house corporate formats using Microsoft word. To use Groupwise to confirm appointments. To arrange and organise meetings/appointments for the Operations Manager, and update the office electronic diary on a daily basis. Liaise with the Enfield office for their input in the weekly diary and any other documentation that maybe needed from time to time.

To book mechanical and electrical, health and safety and computer training courses for staff. To liaise with internal/external trainers. To arrange accommodation. To provide any refreshments, presentation equipment, papers and pens.

To update staff training records for staff using the AS400 system. To enter data into the SAP system and process timesheets, expenses, overtime and absences for the Norwood and Enfield office.

To attend and participate in User Group and Team Meetings. To arrange refreshments and venues. To prepare the agenda’s, take the minutes and distribute after the final draft. To produce the monthly London/Lee & Stort Period Report. To contact all senior members of staff for input in this document. To help and assist the Operations Manager in the yearly Powerpoint Business Plan presentation

To monitor and log all customer complaints and respond within the 14 days period. To maintain confidentially. To process all insurance claims.

To inform all User Groups i.e. Associations, Hotel Boats, Trip Boats, Marine Services, as well as other Waterway office and Lock Keepers, or any emergency stoppages/closures on the navigational system.

To set up an office filing system, along with a colour code filing list and circulate to all staff. To carryout regular checks on stationery and update inventories. To order stationery and obtain quotations. To check every morning that the franking machine has sufficient funds for postage of the mail. To provide advice, support and training to colleagues on how to use Microsoft Word, Excel and Powerpoint when necessary, and ensure that the correct use of the shared drive is adhered too. To create sub-directories for colleagues work, and instruct staff how to create their own sub-directories. Liaising with the Occupational Health Nurse and maintaining confidentially at all times in connection with employees yearly medical assessments.

Watford Borough Council Dates: June 1991 - August 1999 Watford Museum - WatfordJob Title: Administration Assistant.To draft and prepare documentation including: letters, memos, reports, press releases, newsletters, agenda’s and minutes, for myself and other members of staff. Collating local history information together and devising a format that is suitable for presentation to a wide range of audiences. Taking bookings from members of clubs, societies or schools, for “local history talks or our National Curriculum hands-on services”. Organising the education workshop programmes, as well as arranging sponsorship and prizes for our Museum Fun Day. In the

event of unforeseen circumstances it was my responsibility to step in as Duty Manager. Organising and setting up various temporary exhibition displays. Establishing a reminiscence library for the need of future generations. To monitor the Museums budget expenditure. Processing all incoming/outgoing correspondence. Maintain a strict control of the Manager’s/Museum filing system.

P.C. Business Services Ltd Dates: 1988-May 1991Watford (Computer Company Dealers)Job Title: Personal Assistant/Secretary to Managing Director.Ensuring that all administration duties were carried out on a daily basis such as: mail, letters, fax, memos, confidential work, quotations, filing, sales calls, delivery notes, invoices, report and ensuring that the small office was run in a professional manner. Ordering of stationery keeping check of stock/plus keeping check of literature. Processing customers requirements etc. I was the Buyer for the Company, liaising with the necessary distributors ensuring that good discounts were negotiated at all times. Communicating at all times with the Technical Support Manager over the condition of equipment, making sure that they were delivered in good working order. Processing all the necessary forms, expenses etc. Dealing with all staff leave etc., Credit chasing and liaising with the Accounts Manager at all times. Customer training of Office Writer WP software, selling consumables out in the field. Arranging appointments for the Director when necessary. Working with the Director at all times on a confidential level.

PROFESSIONAL MEMBERSHIPS:Driving Licence member of the Institute of Advanced Motorists.

REFERENCES:Mrs Amila Heder-Kasic Mr Jon GuestSenior System Control Officer Operations ManagerLondon Borough of Hillingdon London Waterways Civic Centre 1S Canals and Rivers TrustHigh Street Docklands OfficeUxbridge 420 Manchester RoadMiddx UB8 1UW London E14 9STTelephone: 01895 556101 Mobile: 07711796370Email: ahederkasic@hillingdon.gov.uk Email: jon.guest@canalrivertrust.org.uk