Gemma Carroll
Haverhill,Suffolk
Summary
I am a highly experienced PMO Senior Administrator, Personal Assistant, and Medical Secretary, with a career in administration spanning since 2003. Over the years, I've worked across diverse sectors including Independent Financial Services, the NHS, and currently in the Pharmaceutical industry. I have a strong passion for the science and medical field, and take pride in contributing to a company whose mission is to develop and deliver innovative treatments for life-threatening diseases. Being part of a team that makes a real difference to patients' lives makes work both meaningful and rewarding.
Overview
18
18
years of professional experience
1
1
Certification
Work history
Change Control Coordinator (Contractor)
Gilead Sciences
Cambridge
11.2023 - 09.2025
- Lead the end-to-end coordination of G.Plan Change Control Management, ensuring all aspects of the process run smoothly and efficiently.
- Maintain the Change Control Tracker, ensuring it is consistently updated with the latest status of all submitted Change Requests (CRs).
- Review, validate, and process submitted Change Requests in line with defined SLAs and procedural requirements.
- Schedule and facilitate Core CCB, Full CCB, and ad-hoc Change Control Board meetings, including preparing agendas, documenting minutes and action points, sharing outcomes, and following up on outstanding items.
- Track and monitor Change Requests throughout their lifecycle, ensuring timely progress and accurate status reporting.
- Communicate Change Request updates and decisions to all relevant stakeholders and internal teams in a timely and clear manner.
- Ensure compliance with established change management procedures and approval workflows to maintain consistency and quality across the process.
- Identify and escalate risks, issues, or conflicts to appropriate stakeholders to enable swift resolution.
- Chase status updates from relevant teams, supporting DevSystems and IT to ensure readiness for releases and implementation of operational changes.
- Conduct initial business process impact assessments using detailed design documentation, highlighting potential issues or dependencies.
- Support the creation and maintenance of change control documentation, including the Operational Manual and supporting materials using tools such as Word, PowerPoint, OneNote, and Visio.
- Assist in post-implementation reviews, helping to evaluate the success and impact of changes.
- Oversee and manage the G.Plan mailbox, responding to incoming emails or redirecting them to the appropriate contacts.
- Coordinate Month-End Close Process calendar for GPM Project Managers, uploading timelines to G.Share site and sending Outlook calendar invites with key deadlines.
- Provide administrative support for G.Plan license management, including processing and tracking license requests.
- Maintain and regularly update the G.Plan Operational Manual, ensuring all documented procedures reflect current business practices.
- Manage and update G.Plan distribution lists, ensuring all contact details are accurate and up to date.
PMO Senior Administrator (Contractor)
Gilead Sciences
Cambridge
06.2022 - 11.2023
- Facilitate high-level administrative assistance to Project Management Office, Systems and Development Team, and UK-based Regulatory Project Management Team, including effective diary management for Senior Directors.
- Manage Smartsheet and Office license requests, ensuring timely access and allocation.
- Support expense submissions via Concur, assisting with accurate and timely claims processing.
- Raise Purchase Orders and approve invoices as required, ensuring alignment with budget and procurement procedures.
- Maintain the PMO budget tracker, recording actual expenditures and flagging any discrepancies for resolution.
- Coordinate travel arrangements (UK/Overseas) for team members, including booking and preparing detailed travel itineraries.
- Organise and support meetings, including scheduling, drafting agendas, taking minutes, and tracking action items.
- Provide logistical and administrative support for meetings with external clients, visitors, and partners.
- Support onboarding and offboarding processes, ensuring a smooth and compliant transition for new joiners and leavers.
- Coordinate internal team events, large onsite meetings, and external/internal training sessions.
- Trained in SharePoint: Skilled in updating SharePoint pages, creating new sites and document libraries, uploading and managing files, setting permissions, and archiving documents.
- Working knowledge of Microsoft Project: Familiar with core features to support project planning, task scheduling, and timeline tracking.
- Proficient in Microsoft Office tools, including Teams, SharePoint, Visio, and PowerPoint.
Neuroendocrine PRRT coordinator / Adrenal MDT Coordinator Band 4
Addenbrookes Hospital
Cambridge
06.2022 - Current
- Coordinate initiation of PRRT for newly identified patients who meet treatment criteria, including completing patient journey documentation, scheduling infusion cycles with Nuclear Medicine and EIU, and arranging inpatient admissions where necessary. Act as main point of contact for patients and their families, addressing queries related to treatment and follow-up procedures.
- Organise bi-weekly Adrenal MDT meetings by adding new patient referrals, gathering all relevant clinical documentation, and distributing patient lists to appointed Lead Consultant and Professor of Endocrinology. Accurately record decisions made during meetings and share outcomes with internal and external referrers within agreed timeframes. Monitor patient progress along Adrenal Pathway, promptly identifying and escalating any delays to all appropriate teams.
Course Coordinator
Cambridge Medical Education
Cambridge
05.2018 - 09.2025
- I work privately for Cambridge Medical Education, coordinating courses for Consultants, Junior Doctors, Advanced Nurse Practitioners, Paramedics, and Nurses. This part-time role, mainly weekends, involves managing approximately 6 medical courses annually.
- Key responsibilities include:
- Handling course bookings, registering candidates, and providing them with relevant materials before course begins.
- Researching and securing suitable venues, acting as primary point of contact for venue bookings.
- Setting up webinars and sending registration details to all candidates.
- Serving as main point of contact for candidates before and after bookings, as well as liaising with course volunteers and faculty members.
- Raising invoices for Trusts booking places on courses, as well as for faculty members, and ensuring requisition forms are completed when needed.
- Ordering course-related equipment, confirming delivery, and ensuring items meet course requirements.
- Creating and distributing feedback forms, sending completion links to candidates, and issuing attendance certificates for candidates to upload to their e-portfolios.
Endocrine Medical Secretary Band 4
Addenbrookes Hospital
Cambridge
12.2018 - 06.2022
- Provide comprehensive medical secretary and PA service to Consultants and Specialist Nurses, including managing complex email accounts and calendars.
- Offer efficient audio and copy typing service for Endocrine Specialists, accurately typing letters, reports, and patient referrals with focus on quality and attention to detail.
- Handle patient queries and medical concerns with empathy and professionalism, escalating urgent issues to Consultant Specialists while maintaining strict patient confidentiality.
- Responsible for ensuring that all work meets required quality standards of the Trust and department, including adhering to clinic letter turnaround times and other deadlines.
- Manage patient follow-ups on EPIC and alert Clinic Coordinator to any missed or delayed appointments.
Healthcare Assistant Band 2
Addenbrookes Hospital
Cambridge
01.2017 - 01.2018
- My passion for the medical field led me to step away from administration for a year to work as a Healthcare Assistant on the Hepatobiliary Ward at Addenbrookes Hospital. There, I cared for some of the most critically ill patients. Despite many challenges, this experience remains the most rewarding of my career so far.
Senior Secretary/PA Band 4, Emergency Department
Addenbrookes Hospital
Cambridge
01.2008 - 01.2017
- Delivered comprehensive secretarial and personal assistant support to 5 Emergency Department Consultants, including Clinical Director and Deputy Medical Director of the Trust. Additionally, I assisted the Lead Consultant Microbiologist in organising quarterly meetings on emerging diseases, with findings being reported to the Government.
Skills
- Strong attention to detail with high level of accuracy in all tasks
- Skilled at building and maintaining positive working relationships across all levels
- A committed team player who enjoys contributing to collective goals
- Demonstrates leadership within my role, taking ownership of responsibilities
- Flexible and adaptable in approach to changing priorities and demands
- Proficient in prioritising, planning, and organising workload effectively
- Confident and composed when handling challenging or sensitive situations
- Excellent communication skills — face-to-face, phone, and email
- Experienced in extensive diary management for senior colleagues
- Strong understanding of confidentiality, data protection, and professional boundaries
- Able to work effectively under pressure, maintaining quality and focus
- Highly organised, with the ability to manage multiple tasks and meet deadlines
- Demonstrates initiative and able to work independently with minimal supervision
- Committed to continuous learning and open to acquiring new skills and knowledge
- Approachable and friendly
Certification
- ITIL 4 Foundation Certificate in IT Service Management: April 2025
- GNVQ Level 3 in Business and Administration: 2012
- Advanced Medical Terminology: 2010
- GNVQ Level 3 in Advanced Business Hospitality & Catering Management: 1999
- 9 GCSE's A-D (including Maths, Science and English): 1997
Hobbies and Interests
In my time away from Work I enjoy going on long walks and running., I spend most of my Saturdays and Sundays stood on the side of a football pitch cheering on my Husband's youth football teams that my Son plays in. I enjoy Reading, in particular Biographies and real-life medical stories., I love spending quality time with my Family and Friends.
Timeline
Change Control Coordinator (Contractor)
Gilead Sciences
11.2023 - 09.2025
Neuroendocrine PRRT coordinator / Adrenal MDT Coordinator Band 4
Addenbrookes Hospital
06.2022 - Current
PMO Senior Administrator (Contractor)
Gilead Sciences
06.2022 - 11.2023
Endocrine Medical Secretary Band 4
Addenbrookes Hospital
12.2018 - 06.2022
Course Coordinator
Cambridge Medical Education
05.2018 - 09.2025
Healthcare Assistant Band 2
Addenbrookes Hospital
01.2017 - 01.2018
Senior Secretary/PA Band 4, Emergency Department
Addenbrookes Hospital
01.2008 - 01.2017