Summary
Overview
Work history
Education
Skills
Affiliations
References
Timeline
Generic

Gillian McKenna

Renfrew ,Renfrewshire

Summary

Committed and motivated Administrative Assistant with exceptional customer service and decision-making skills. Strong work ethic, professional demeanour and great initiative.

Overview

39
39
years of professional experience

Work history

Administrative assistant

Castlehead High School Renfrewshire Council
Paisley
11.2018 - Current
  • Supervision of 4 clerical staff. Carry out one to ones 6 monthly.
  • Oversee & allocate workload to staff on a daily basis.
  • Prioritise own workload and teams workload on a daily basis to ensure KPI are always met.
  • Knowledge and understanding of how to share and configure individual and team calendars, using auto-forward and email management systems within Microsoft outlook
  • Analyse and validating large datasets, presenting data in a visually interesting and accessible format using microsoft excel
  • EMA audit on a quarterly basis to ensure audit requirements are always met.
  • Process payroll for supply teachers within the school using Business World ensuring deadlines are always met.
  • Maintaining and updating staff absence on all appropriate systems ensuring all key stakeholders are kept up to date and absence management procedure is followed.
  • Oversee all cash handling within the school.
  • Oversee the online payments through the new Parent Pay portal.
  • Update the school app on a daily basis to ensure parents are kept up to date.
  • Updating confidential information on a daily basis. Ensuring data protection is adhered to at all times within the office.
  • Inputting the correct data for the whole school timetable.
  • Working with ICT in ensuring all laptops and PC ‘s are connected to printing facilities.
  • General clerical duties including typing using Microsoft word, input in data using Microsoft excel, photocopying, reception duties and call handling.



Clerical assistant

Castlehead High School Renfrewshire Council
Paisley
04.2011 - 10.2018
  • Handled incoming calls for staff, answering questions, directing calls and documenting messages.
  • Maintained detailed administration and office procedures to improve accuracy and efficiency.
  • Maintained office files for reliable reference, including electronic and hard copies.
  • Kept office tidy, organised and stocked with supplies.
  • Responded to telephone enquiries from parents and members of public.
  • Photocopied, laminated and bound documents to support class teachers in their lesson plans
  • Ran reception areas by greeting visitors and responding to telephone and in-person requests for information.
  • Arranged filing systems for easy use and retrieval by personnel.
  • Managed incoming and outgoing mail on, maintaining prompt responses and filing for maximum office efficiency.
  • Conducted thorough data entry tasks, maintaining accuracy in information on Microsoft excel
  • Organise large annual events within the school, including the annual Award Ceremony, ensuring all invites are sent, equipment is all ordered and senior management team were aware of order of events.
  • Booking transport buses, taxi's for school trips and consortium pupils to other schools.

Clerical assistant

Arkleston Primary - Renfrewshire Council
Renfrew
08.2005 - 04.2011
  • Supported staff with administrative needs for photocopying, faxing and filing.
  • Handled basic invoicing and mail management for office staff.
  • Entered handwritten data into computers for easy retrieval.
  • Processed and managed documentation, facilitating smooth recordkeeping and retrieval.
  • Responded promptly to phone and email inquiries
  • Handled incoming calls for staff, answering questions, directing calls and documenting messages.
  • Maintained detailed administration and office procedures to improve accuracy and efficiency.
  • Kept office tidy, organised and stocked with supplies.
  • Responded to telephone enquiries from parents and members of the public.
  • Maintained office files for reliable reference, including electronic and hard copies.
  • Kept records of office activities, staff calendars and events.
  • Photocopied, laminated and bound documents to support class teachers with lesson plans
  • Ran reception areas by greeting visitors and responding to telephone and in-person requests for information.
  • Managed incoming and outgoing mail on, maintaining prompt responses and filing for maximum office efficiency.
  • Understanding of how to optimise email configuration to suit individual users within Microsoft outlook
  • Greeted guests and clients with warmth and professionalism.
  • Carried out all cash handling within the school including school fund and petty cash
  • Organise large annual events within the school; ensuring all invites are sent, equipment is all ordered and senior management team is aware of order of events
  • Support pupils with various issues on daily basis ensuring confidentiality was always maintained

Clerical assistant

Moorpark Primary, Renfrewshire Council
09.2002 - 08.2005
  • Oversee own workload on a daily basis
  • Provide & collate statistical information
  • Using Microsoft outlook for everyday Email. Knowledge and understanding of how to share and configure individual and team calendars
  • Analysing and validating large datasets, presenting data in a visually interesting and accessible format using excel
  • Carry out all cash handling within the school including petty cash, school fund and forgotten lunch monies ensuring audit requirements are always met
  • Updating confidential information on a daily basis on several systems including seemis
  • Check the internal and external mailbox regularly throughout the day
  • General clerical duties including typing, photocopying, call handling , incoming and outgoing mail
  • Reception duties

Sales assistant

Victoria Wine & Haddows Off Sales
Renfrew
06.1994 - 09.2002
  • Provided service with a smile, offering courteous, helpful advice to best meet customer needs.
  • Greeted customers and offered assistance with selecting merchandise, finding accessories and completing purchases.
  • Listened to customer needs and preferences to provide targeted advice, increasing sales opportunities.
  • Worked energetically to maintain efficient operations during peak trading hours.
  • Shelved and merchandised new products in visually appealing, organised displays to engage customers.
  • Operated cash registers with accuracy and processed cash and card transactions.
  • Followed company procedures and guidelines for smooth retail operations.
  • Maintained knowledge of products and features to provide recommendations to customers.
  • Took interest in customers' needs and concerns to provide thoughtful advice and product recommendations.
  • Engaged customers to enhance in-store experience and provide outstanding customer service.
  • Conducted stock checks, faced-up shelves and recorded out-of-stock items to fulfil customer demand.

Receptionist/clerical assistant

E Williams & Co Ltd Plumbing
Renfrew
07.1992 - 10.1993
  • Greeted incoming customers in a professional manner and provided friendly, knowledgeable assistance.
  • Answered and helped resolve enquiries from clients, vendors and general public.
  • Kept reception area clean and neat to give visitors positive impression of the company.
  • Solved administrative and customer service issues with knowledgeable assistance and friendly support.
  • Delivered front of house duties with warm and professional manner.
  • Managed calendars, strategically scheduling appointments to maximise availability.
  • Handled office petty cash and maintained flawless records.
  • Prioritised tasks to maintain reliable service throughout peak times.

Purchase ledger assistant

Scottish, English & Welsh Woolgrowers
Hillington
09.1985 - 07.1992
  • Implemented cash flow management strategies to help minimise errors.
  • Verified accounting records, following up outstanding transactions.
  • Examined financial documents to check totals, verify transaction accuracy and identify discrepancies.
  • Prioritised administrative tasks based on tight deadlines.
  • Stored confidential information safely and securely in line with company protocol.
  • Allocated bills and accounts in line with department strategy.
  • Resolved invoices queries and raised credit notes by communicating clearly and professionally.
  • Verified invoices against purchase orders to support smooth execution of month-end processes.

Education

SQA communication, SQA Office Studies - Clerical

Reid Kerr College
Paisley, Renfrewshire
Aug 1982 - Jun 1983

SVQ Level 3 Business Administration -

Castlehead High School
Jul 2016 - Jul 2017

Scottish Qualifications Certificate -

Park Mains High School
Renfrewshire
Aug 1978 - Jun 1982

Skills

  • Attention to Detail
  • Microsoft Office
  • Payroll administration
  • Excel database maintenance
  • Excellent telephone and email etiquette
  • Microsoft Outlook
  • Provide excellent customer service at all times

Affiliations

  • Walking, Swimming spending time with grandchildren

References

References available upon request.

Timeline

Administrative assistant

Castlehead High School Renfrewshire Council
11.2018 - Current

Clerical assistant

Castlehead High School Renfrewshire Council
04.2011 - 10.2018

Clerical assistant

Arkleston Primary - Renfrewshire Council
08.2005 - 04.2011

Clerical assistant

Moorpark Primary, Renfrewshire Council
09.2002 - 08.2005

Sales assistant

Victoria Wine & Haddows Off Sales
06.1994 - 09.2002

Receptionist/clerical assistant

E Williams & Co Ltd Plumbing
07.1992 - 10.1993

Purchase ledger assistant

Scottish, English & Welsh Woolgrowers
09.1985 - 07.1992

SQA communication, SQA Office Studies - Clerical

Reid Kerr College
Aug 1982 - Jun 1983

SVQ Level 3 Business Administration -

Castlehead High School
Jul 2016 - Jul 2017

Scottish Qualifications Certificate -

Park Mains High School
Aug 1978 - Jun 1982

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Gillian McKenna