Ayesha Trott
LONDON
Summary
A self-managed and result-oriented Business Administration Graduate, eight years of experience in project management and client relations. Strategic individual with strong interpersonal, communication, problem solving and decision-making skills. With the ability to establish and maintain strong alliances; lead and motivate teams; drive projects to successful completion; exceed customer expectations and achieve bottom-line results.
Highly experienced in administrative roles, with focus on delivering exceptional support services in fast-paced environments. Can streamline processes, manage challenging tasks and ensure smooth operations with exceptional multitasking skills and attention to detail. Possess unique problem-solving abilities and strong organisational skills to enhance workplace productivity and efficiency.
Overview
9
9
years of professional experience
Work history
Initial assessment Co-ordinator/ Administrator
Barnet, Enfield and Haringey Trust
05.2023 - Current
- Managed telephone calls and emails from outside agencies, deal with them or refer on to relevant
- Plan and coordinate workload to ensure all deadlines are met and objectives achieved
- Provide a comprehensive secretarial service to the service / department and senior management.
- Deal with conflicting priorities appropriately, including inquiries / complaints from service users.
- Diary management of clinicians and organise appointments with service users and external agencies using programmes such as RiO / Outlook.
- Typing letters / assessments, reports and any general correspondence as requested by the team
- To organise meetings as requested, including preparation of agendas, taking and transcribing minutes as required
- Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the administration support dept
- Provide reports as and when required
- Maintain and progress filing system as required
- Data Cleansing to create digital classification systems in order to manage archives.
- To sensitively manage service users concerns and information requests
- Drafted periodic reports to inform upper management on KPIs and operational issues.
- Identified and implemented improvements to address and resolve office workflow inefficiencies.
- Directed administrative team in high-quality clerical service delivery.
- Monitored inventory needs and worked with procurement team to facilitate supply chain operations.
- Produced high-quality documents, spreadsheets and presentations for internal and customer-facing needs.
- Took meeting minutes and distributed to core staff for effective inter-office communication.
- Collaborated with different departments to maintain positive rapport and smooth workflow.
- Oversaw database to maintain updated records and accuracy.
- Effectively managed incoming and outgoing mail to maximise office efficiency.
- Interacted with customers professionally by phone, email and in-person to deliver accurate service information.
- Answered inbound phone calls, resulting in excellent customer service provided to clients.
- Maintained high levels of data accuracy for smooth business operations by conducting regular database audits.
- Streamlined office operations by implementing efficient administrative procedures.
- Sorted incoming mail promptly, reducing clutter and improving organisation in the workplace.
- Compiled essential data into useful spreadsheets enhancing overall understanding of business performance.
- Handled sensitive information discreetly, maintaining confidentiality at all times as required by protocol.
- Provided comprehensive secretarial support to the managing director, ensuring smooth daily operations within the executive suite.
CATS Retrieval Administrator
Great Ormond Street Hospital
09.2021 - 09.2022
- Manage emergency HOTLINE switchboard calls when handling a referral call
- Accurate documentation and recording of telephone referrals / messages
- Ensure all information is forwarded appropriately to the relevant team member within the required timeframe
- To be aware of team position and the importance of tracking journey progress (situational awareness), ensuring smooth, efficient and professional communication at all times
- Efficient conference calling is paramount to the service, ensuring smooth communication throughout the retrieval process
- Ensure close collaboration with other services, such as other paediatric intensive care transport teams and hospitals in order to update records of intensive care bed availability as required
- Maintenance and prioritisation of the service's administrative requirements under the direction of the Service Support Manager in order to support the workload of the specialist team
- Accurate word processing including use of computer skills to maintain the intensive care transport database
- Maintain an accurate and retrievable filing system (which is already established) of any required paper records or databases & ensure patient referrals and transport forms are filed correctly and recorded accurately on the intensive care transport database
- Competent user of the Hospital's electronic record management system (EPIC) and its use to support the service
- Assist the team in producing activity reports using paper records and the intensive care transport database
- Prepare for daily team handover meetings and take notes during office hours, following the standard operating guidance laid down by the service
- Responsible for photocopying, preparing and distributing referral information as required
- Handled sensitive information discreetly, maintaining confidentiality at all times as required by protocol.
- Sorted incoming mail promptly, reducing clutter and improving organisation in the workplace.
- Resolved minor technical issues swiftly avoiding unnecessary delays in workflow.
- Streamlined office operations by implementing efficient administrative procedures.
- Improved record keeping system with attention to detail and thoroughness.
- Maintained high levels of data accuracy for smooth business operations by conducting regular database audits.
- Answered inbound phone calls, resulting in excellent customer service provided to clients.
- Facilitated internal communications with clear and concise memos and bulletins.
- Oversaw database to maintain updated records and accuracy.
Administrator
St Ann's Hospital - Barnet, Enfield and Haringey Trust
02.2020 - 08.2021
- Carry out a range of admin and clerical duties and support management when required
- Everyday duties involve managing post, scanning, filing, stationary checks, answering queries from the public via phone, email
- Manage department personnel filing, to ensure data records can be assessed quickly when required
- Use Microsoft office to process spreadsheets and utilise database software to prepare reports and documents, forward incoming general e-mails to the appropriate members and outpatients
- Assist with reception cover when needed
- Assist with ad-hoc tasks as required by management
- Data Cleansing for the entire database, securely transfer of hard copy personnel files to the electronic platform.
- Coordinated office operations by handling phone inquiries, managing correspondence and supervising office cleanliness.
- Streamlined administrative processes for increased efficiency in the workplace.
- Expedited document filing system with a new, organised method.
- Managed front desk duties to ensure smooth operation of reception area.
- Organised client meetings, prepared agendas and took detailed minutes.
- Maintained stock levels to avoid shortages in office supplies.
- Supported accurate record-keeping with proficient data entry skills.
- Handled sensitive information discreetly maintaining high level confidentiality at all times.
- Handled incoming calls for staff, answering questions, directing calls and documenting messages.
- Supported staff with administrative needs for photocopying, faxing and filing.
- Arranged filing systems for easy use and retrieval by personnel.
Ward clerk
BEH Trust - Chase Farm Hospital
Enfield, London
02.2018 - 01.2019
- Carry out a range of admin involving admission packs, clerical duties and support management when required
- Everyday duties involve managing post, scanning, filing, stationary checks, answering queries from the public via phone, email
- Manage department personnel filing, to ensure data records can be assessed quickly when required
- Use Microsoft office to process spread sheets and utilise database software to prepare reports and documents, forward incoming general e-mails to the appropriate members and clients
- Record service user admissions and discharges on the relevant IT systems such as RiO.
- Assist with ad-hoc tasks as required by management such as booking patient transport, co-ordinate nursing shifts
- To manage telephone calls, faxes and recorded messages to the unit and take messages for all departments, taking action where appropriate, including making calls to outside agencies
- Sort incoming mail and distribute to the relevant departments
- Organise Care plan assessment meetings on to the relevant IT system
- Input data on to the relevant systems and take responsibility for the quality of the data, reporting to data custodian any arising issues around quality
- Organise room bookings and pre- book rooms for regular meetings.
- Ensured patient comfort by providing assistance with personal care.
- Maintained patient records for smooth hospital functioning.
- Streamlined communication between medical staff to enhance patient care.
- Assisted in the admission and discharge process to expedite patient flow.
- Coordinated appointments for patients, improving treatment timelines.
- Provided accurate information to visitors with prompt responses to inquiries.
- Managed inventory of supplies, ensuring availability when needed.
- Handled confidential documents securely, maintaining patient privacy.
- Improved staff coordination by arranging meetings and updates.
- Offered emotional support to patients and their families, fostering a positive environment.
- Liaised with other departments for seamless operations within the ward.
- Assisted nurses with non-medical tasks, facilitating better focus on patient care.
- Checked and updated medical records regularly contributing towards accurate diagnoses.
- Filed reports timely, avoiding any backlog or confusion.
- Handled incoming calls professionally directing them appropriately within the department.
- Maintained strict confidentiality, displaying courtesy and discretion when dealing with patients and relatives.
Electoral Administration Assistant
City of London Guildhall
09.2017 - 02.2018
- Carry out a range of admin and clerical duties and support management when required
- Everyday duties involve managing post, scanning, filing, stationary checks, answering queries from the public via phone, email
- Manage department personnel filing, to ensure data records can be assessed quickly when required
- Use Microsoft office to process spread sheets and utilise database software to prepare reports and documents, forward incoming general e-mails to the appropriate members and clients
- Prepare for upcoming elections and postal votes, opening and sorting electoral registration forms returned in post
- Network with other branches and create tactics to improve store standards, customer needs and brand reputation
- Assist with ad-hoc tasks as required by management
- Data Cleansing for the entire pension's database, securely transfer of hard copy personnel files to the electronic platform.
Ward Clerk
Chase Farm Hospital, Enfield and Haringey Trust
04.2018 - 01.2018
Graduate Administration Assistant
London School of Economics and Political Sciences
08.2016 - 04.2017
- Data Cleansing for the entire pension's database, securely transfer of hard copy personnel files to the electronic platform
- Manage the receipt and distribution of mail in the department using Resource Link and Oracle database
- Create offer packs and manage graduate applications
- Assist with ad-hoc tasks as required by management
- Manage department personnel filing, to ensure data records can be assessed quickly when required
- Create and revise systems and procedures by analysing operating practices, recordkeeping systems, form control, office layout, budgetary and personnel requirements; implementing changes
- Use Microsoft office to process spread sheets and utilise database software to prepare reports and documents, forward incoming general e-mails to the appropriate staff members and clients
- Update and ensure the accuracy of the organisation's databases and provide secretarial and administrative support to management and other staff
- Plan, prioritise and organise tasks to meet internal and external turnaround times and deadlines
- Assess Graduate applications and assess the completion of form, put forward to selectors if successful
- Create rejections or pending files and request more data from applicants.
01.2016 - 01.2017
- In production management for urban artists and travelled to China, Dubai, Switzerland with friends.
Receptionist
University of Hertfordshire - Sports Village
02.2016 - 07.2016
- Responsible for delivering world class service face to face, phone and email
- Proactively providing assistance to customers with service information, help and advice on memberships
- Adapt to meet the needs of customers by offering help to those with special requirements
- Assist Supervisors and Management with incidents and emergencies, as directed, in line to ensure the safety of customers and staff and to be able to restore service as quickly as possible to customers
- Answer telephone calls, screen and direct calls and take and relay messages
- Greet customers entering facility, direct customer to correct destination
- Ensure knowledge of staff movements in and out of facility by monitoring visitor access and maintain security awareness
- Provide general administrative and clerical support; prepare correspondence and documents received, sorting mail and deliveries
- Schedule bookings/appointments and provide minor technical difficulties for conference rooms
- Monitor and maintain office equipment, control inventory relevant to reception area
- Provide online assistance according to customer needs with enquiries.
Education
BA degree - Business Administration
University of Hertfordshire
2015
South Camden Community School
2010
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Leyton Sixth form College
2008
Skills
- Communication skills
- Confident decision making
- Knowledgeable in [Type] systems
- Diary management
- Time management
- Problem-solving
- Teamwork and collaboration
- Interpersonal communication skills
- Conflict resolutions
Interests
I have been travelling with friends and co-producing UK music videos
Affiliations
- boxing
- fitness training
References
References available upon request.
Timeline
Initial assessment Co-ordinator/ Administrator
Barnet, Enfield and Haringey Trust
05.2023 - Current
CATS Retrieval Administrator
Great Ormond Street Hospital
09.2021 - 09.2022
Administrator
St Ann's Hospital - Barnet, Enfield and Haringey Trust
02.2020 - 08.2021
Ward Clerk
Chase Farm Hospital, Enfield and Haringey Trust
04.2018 - 01.2018
Ward clerk
BEH Trust - Chase Farm Hospital
02.2018 - 01.2019
Electoral Administration Assistant
City of London Guildhall
09.2017 - 02.2018
Graduate Administration Assistant
London School of Economics and Political Sciences
08.2016 - 04.2017
Receptionist
University of Hertfordshire - Sports Village
02.2016 - 07.2016
01.2016 - 01.2017
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Leyton Sixth form College
BA degree - Business Administration
University of Hertfordshire
South Camden Community School
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