Haleema Javeed
Oxford
Summary
Dynamic Senior Executive Assistant with experience of progressive experience supporting top leaders in strategic planning, organisation and agenda management aligned to corporate objectives. Strongly committed to service excellence, client satisfaction and team collaboration.
I have a diverse basket of skills in charity legacy administration, fund management and governance with a proven track record of success gained by utilising a flexible and holistic approach to any project. Passionate about personal development and leveraging technology to solve problems. Possesses excellent communication and interpersonal skills.
Overview
12
12
years of professional experience
4
4
years of post-secondary education
Work History
Medical Secretary
Oxford University Hospitals NHS Foundation Trust
Oxford , United Kingdom
2014.12 - 2015.07
- Delivering efficient and accurate secretarial service to consultant and their teams, taking into account their individual requirements
- Opening post and taking appropriate timely action
- Audio typing skills
- Including some complex documents including letters and documents of a sensitive or distressing nature
- An understanding of medical terminology
- Receiving and taking appropriate action on telephone calls from patients, general practitioners, Trust personnel and referring clinicians
- Handle all calls in a confident, courteous and professional way ensuring any messages are communicated promptly and accurately
- Ensuring that investigations and appointments are arranged as per medical staff instruction and are done in a timely and meticulous manner
- Receiving investigation results, presenting them to medical staff and then filing into patients' notes or taking action as directed
- Request all documentation, medical notes and x-rays from other departments/hospitals as indicated by the medical or nursing staff in time for the patient's appointment ensuring their return after use
- Following the correct procedure for all referrals
- Presenting referral letters to medical staff for attention and action/prioritisation in line with the Trust Elective Access policy
- Update patient information on hospital computer systems in line with the Trust Data Quality specifications
- Liaising with the Consultants(s) and Directorate Elective Access team to co-ordinate admissions, including checking the contract status and completing documentation to comply with hospital statistical and management information systems
- Working with the Directorate Elective Access team to ensure that all 18wk targets are met regarding patient pathways and contacting referrers to obtain correct data for input onto the OUH Patient Administration System (Millennium)
- Participate in the training of new and temporary staff.
Trainee Customer Service Manager
Sainsburys
Oxford , United Kingdom
2012.02 - 2015.07
- Provide help to customers using organization's products or services
- Communicate courteously with customers by telephone, email, letter and face-to-face
- Investigate and solve customers' problems, which may be complex or long-standing, that have been passed on by customer service assistants
- Handle customer complaints or any major incidents, such as a security issue or a customer being taken ill
- Issue refunds or compensation to customers
- Keep accurate records of discussions or correspondence with customers
- Analyze statistics or other data to determine the level of customer service organization is providing
- Produce written information for customers, often involving the use of computer packages and software
- Write reports and analyze the customer service that your organization provides
- Develop feedback or complaints procedures for customers to use
- Improve customer service procedures, policies and standards for company and checkouts
- Meet with other managers to discuss possible improvements to customer service
- Manage staff recruitment and appraisals with help from Team Leaders
- Train staff to deliver a high standard of customer service
- Lead or supervise a team of customer service staff
- Learn about products or services and keep up to date with changes
- Keep ahead of developments in customer service by reading relevant journals, going to meetings and attending courses.
Executive Assistant to Chief People Officer
Oxford Brookes University
Oxford
2023.07 - Current
- Provided general support to CPO and wider directorate including prioritising and allocating communications that came to CPO, copying appropriate person within the Directorate, and prepaed draft replies as appropriate. Drafted original correspondence as required by CPO including a wide range of confidential and sensitive university business where discretion and good judgement are vital.
- Maintained a complex and busy electronic diary. Scheduling and organising meetings with relevant attendees, both internal and external, including logistics and refreshments.
- Booked travel, accommodation and conferences.
- Managed and understanding CPO’s workload to ensure they meet deadlines, and have sufficient planning and preparation time. Keep track of multiple action plans coming out of meetings and committees and follow up on them.
- Ensured CPO is fully prepared for all meetings with appropriate materials and updates on actions undertaken by members of the Directorate.
- Organising conferences and events for the Directorate such as staff ‘away days’ and a number of social / teambuilding events each year.
- Support management of the PD Senior Management Team: recruitment and induction processes, recording leave, expenses, and PDRs.
- Ensuring the Directorate maintains all appropriate administrative and management processes, such as records of PDR completion, annual leave and absence
- Maintaining up to date knowledge of university procedures, processes, and current initiatives, projects and issues, particularly those relevant to the CPO.
- Improving systems and processes.
- Using the E5 Finance system to order goods and services, raise invoices, purchase orders, and authorise purchase orders within agreed financial limits.
- Working with the Procurement team to add new suppliers to the system
- Scheduling, preparing and collating papers, ensuring deadlines are met and minute-taking for university committees (VCG Recruitment sub-group; Senior Management Team meetings).
Legacy and Governance Officer
Oxford Hospitals Charity
Oxford , United Kingdom
2018.01 - 2023.01
- Working with the CEO and Chair of Trustees to plan and deliver the meetings of the charity's meeting of the Board of Trustees, the Head of Strategic Finance and Committee Chair to plan and deliver the quarterly Audit Committee meeting
- Planning the agendas including managing a carry-over list of future topics
- Coordinating the writing of papers by SMT and others; and ensuring the papers are distributed in a timely manner
- Attending all meetings to take notes that accurately reflect the discussions and decisions; writing up these notes in an agreed format ensuring all actions and responsibilities are captured
- Working across the charity and with the different members of the Senior Management Team to identify areas requiring updated policies for good governance of the charity
- And to ensure appropriate policies are developed, implemented, adhered to, and updated in light of changes to statutory and other national frameworks
- Developing and maintaining procedures for the use, maintenance, archiving, and deletion of hard copy data, including implementing a digitisation programme
- Assisting in the completion and submission of payroll documentation for the department
- Leading all aspects of the administration of legacies left to Oxford Hospitals Charity, ensuring that the value received is maximised and received in a timely manner
- Making ongoing improvements to the efficiency of the legacy processes through further integration with databases and implementing a paper light approach
- Ensure the charity's processes and approach keeps up to date with legal developments and best practice
- Corresponding with solicitors, lay executors, funeral directors, Trust staff, fund advisers and the families of the legator as appropriate, and in line with good practice (produced by the Institute of Legacy Management) and internal guidelines on brand, voice etc
- Engaging with family of legators during and after the administration of the legacy to tell them about the impact of the legacy and the work of the Charity
- Maintaining appropriate records of all correspondence concerning actual and potential legacies, ensuring all information is recorded on the CRM system and legacy spreadsheet
- Regularly reviewing the legacy pipeline to provide an understanding of future cash flow
- Undertaking regular financial reconciliation of legacy monies received and calculate accruals to inform the management and statutory accounts
- Ensuring regular claims are made to the HMRC for reimbursement of tax paid by estates on residuary legacies
- Dealing with both contentious and non-contentious legacies, Ex Gratia payments and international estates
- Preparing all guidance and procedure notes on legacies
- Overseeing and managing Legacy Admin assistant, payroll, performance reviews and day to day management.
Fund and Legacy Manager
Oxford Radcliffe Hospitals Charitable Funds
Oxford , United Kingdom
2015.07 - 2018.01
- Providing an administrative service to the charities in management including the provision of specific reports as required
- Maintain and update fund files and approved signatory records
- Maintain and update records of fund details using Excel
- Maintain and update records of fund details on the fundraising database
- Interrogation of specialist financial systems and databases (Harlequin)
- Undertake a periodic review of the activity of funds across the individual charities, providing advice, direction and guidance to fund advisors as appropriate to ensure correct and timely fund use across all areas in line with charity law, trustee guidelines and audit requirements
- Opening and closing funds
- Updating and creating Excel records and the bespoke financial systems, overseeing the production of necessary paperwork for file, and making sure correct authorisation has been given by an authorised signatory/fund advisor for the opening, closing and amalgamation of funds
- Production of ad-hoc reports for trustees and hospital staff on any aspect of fund management as and when required
- Responsibility for the full administration of legacies for the NHS charities in management including: A general understanding of the processes for granting of probate
- The reading/understanding of a will
- Understanding the powers and duties of executors and the rights of beneficiaries
- A broad understanding of the legislation in force impacting on legacies
- Correspondence/communication with solicitors, funeral directors, Trust staff, fund advisers and the recently bereaved
- Providing information to members of the public enquiring about making a bequest and related matters
- Maintaining accurate and up-to-date records of correspondence concerning legacies in hard copy and using Excel
- Undertaking regular financial reconciliation of all legacy monies received for reporting to Trustees and reconciliation with the annual accounts
- Completing regular claims to HMRC for reimbursement of tax paid by estates on residuary legacies
- Assisting in the completion and submission of payroll documentation for the department.
Education
BSC Law and Marketing Management - Law and Marketing Management
Oxford Brookes University
Oxford, Oxfordshire 2007.09 - 2010.05
Skills
- Legacy Management
- Probate, Trust and Charity Law
- Accounting knowledge
- Tax Knowledge
- Excellent communication and relationship building skills
- Dictation
- Team Management
- Minute Taking
- Policies and Procedures
- Diplomacy
Accomplishments
- Minute taking
- Policies & Procedures
- Diplomacy
- Wills
- Probate
- Legacies
- Bequests
- Attention to Detail
Timeline
Executive Assistant to Chief People Officer
Oxford Brookes University
2023.07 - Current
Legacy and Governance Officer
Oxford Hospitals Charity
2018.01 - 2023.01
Fund and Legacy Manager
Oxford Radcliffe Hospitals Charitable Funds
2015.07 - 2018.01
Medical Secretary
Oxford University Hospitals NHS Foundation Trust
2014.12 - 2015.07
Trainee Customer Service Manager
Sainsburys
2012.02 - 2015.07
BSC Law and Marketing Management - Law and Marketing Management
Oxford Brookes University
2007.09 - 2010.05
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