Summary
Overview
Work history
Education
Skills
Timeline
Generic

Melissa Coutts

Musselburgh,East Lothian

Summary

Astute administrative support professional adept at managing operations with precise attention to detail. Organised Practice Manager accomplished in optimising office performance. Collaborates with Senior Management and Board of Directors to implement continuous improvements to client service delivery. Experienced in all aspects of administrative and financial work. Dedicated to client satisfaction, team efficiency, and strict compliance with regulations. Skills include organisation and file management. Detail-oriented, follows procedures and upholds policies and processes. Reliable in completing accurate work and supporting operations with paperwork, payments and reporting. Detail-oriented team player with strong organizational skills. Ability to handle multiple projects simultaneously with a high degree of accuracy. Strong work ethics and works to a very high standard.

Overview

32
32
years of professional experience

Work history

PRACTICE CO-ORDINATOR/QA & EM MANAGER

David Adamson & Partners Limited
Edinburgh, Midlothian
08.2006 - Current
  • Oversaw office budget to responsibly allocate equipment and resources.
  • Produced high-quality documents, spreadsheets and reports for internal and customer-facing needs.
  • Managed administration staff enhancing productivity and driving efficiency.
  • Optimised finance and accounting systems to minimise processing times.
  • Handled conflicts and complaints (both internally and externally) with strong problem-solving and mediation skills.
  • Consulted with senior management (Board of Directors) to develop operational enhancements, streamline processes and increase team performance. Wholly responsible for implementation and maintaining ISO Standards : ISO 9001 : 2015 and ISO 14001 : 2015.
  • Responsible for office inventory ordering, requisitions and stocking.
  • Conducted risk assessments to reach regulatory compliance and promote staff health and safety.
  • Acted as main point of contact for all employees, expertly addressing concerns and queries.
  • Improved overall office efficiency by establishing smooth workflow processes, monitoring daily productivity and implementing modifications to eliminate operational bottlenecks.
  • Managed high volumes of correspondence with excellent record-keeping and minimal response times.
  • Managed projects/tasks etc within strict deadlines and budget constraints.
  • Interacted with clients professionally by phone, email or in-person to provide information and direct queries to appropriate staff members.
  • Oversaw staff training for all employees, ensuring all staff training was up-to-date.
  • Provided complete meeting support, including materials preparation and minute-taking (usually for Board meetings).
  • Reviewed timesheets, administered employee entitlements, maintained all HR records.
  • Enhanced productivity of managers by providing expert administrative support.
  • Prepared client invoices and processed incoming payments. All financial transactions processed via Sage Accounting software.
  • Maintained and responsible for in-house databases.
  • Organised physical files and digitised records to ensure ease of accessibility and retrieval by team members. Set up systems for archiving of files -both electronically and paper format.
  • Provided expert administration support to over internal staff and management (in both offices) by handling wide range of routine and special requirements.
  • Working closely with management to evaluate personnel performance to complete development reviews, addressing concerns and making progress recommendations.
  • Completed orientations to integrate new staff to company systems and culture. Responsible for Induction Packs/Manuals for all new staff, ensuring information/manuals are continually updated.
  • Collaborated and clearly communicated across teams to achieve consistent service delivery.
  • Managed costs and billing, resolving financial discrepancies effectively through organisational management of account information.
  • Supervised senior management with daily office operations, coordinating meetings and other tasks as requested.
  • Built rapport with key stakeholders (Board of Directors) to improve communication and operational delivery.
  • Tracked and recorded team expenses and reconciled accounts to maintain accurate, current and compliant financial records.
  • Coordinated and maintained impressive office organisation to keep facilities efficient, organised and professional.
  • Recruited and hired qualified candidates for vacant and new positions.
  • Oversaw appointment scheduling for clients and employees.
  • Negotiated with suppliers to minimise costs and improve service delivery.

REGIONAL ADMINISTRATION MANAGER

MARIE CURIE CANCER CARE
Edinburgh, Midlothian
01.2001 - 08.2006
  • Purchased office supplies and maintained reliable supplier relationships.
  • Resolved issues as they arose for smooth daily management of administrative operations.
  • Directed operations for accounts, reconciliations and payroll.
  • Controlled, monitored and documented administrative processes and procedures for the region of Scotland. Carried out all administrative tasks on a daily basis.
  • Managed Team of Administration Staff.
  • Set office policies and procedures to keep team members coordinated.
  • Created and submitted progress reports to upper management (Regional Director and Management at Head Office).
  • Responsible for staff and HR for the region.
  • Instructed employees in company policies and procedures, maximising compliance and consistency.
  • Updated office management on team's activities and progress at weekly meetings and at monthly regional meetings.
  • Maintained high standards of accuracy and quality in data entry and recordkeeping.
  • Assessed employee performance on quarterly basis and implemented corrective actions.
  • Identified skills gaps and arranged relevant training to upskill clerical team.
  • Worked closely both with Senior Management, Regional Director and Head Office Management. Worked to tight deadlines as well as dealing with confidential matters.
  • Processing of all financial information, bank reconciliations, sales and purchase ledger within in-house financial system as well as financial reporting on weekly basis for management. Responsible for processing of all transactions etc for month end processing.

OFFICE AND PAYROLL ADMINISTRATOR

VARIOUS
Edinburgh , Midlothian
07.1997 - 01.2001
  • Evaluated discrepancies and rectified payroll errors.
  • Collaborated with HR department to streamline employee data.
  • Responded to enquiries and provided information regarding payroll related matters.
  • Managed employee records on database to maintain accuracy and updated information.
  • Dispensed forms such as P45s and P60s accurately and on time.
  • Utilised advanced Excel skills to create up-to-date reports.
  • Provided administrative support to all departments.
  • Audited time and attendance records, enhancing payroll accuracy.
  • Handled challenging situations with sensitivity and understanding regarding payroll issues/queries.
  • Strong communicator - both written and oral skills. Excellent numeracy and organisation skills. Able to work to tight deadlines and with high level of accuracy. Excellent at Multi-tasking, prioritising and have a high level of attention to detail.

ADMINISTRATION AND RECEPTION

VARIOUS
MELBOURNE , AUSTRALIA
01.1992 - 06.1997
  • Tracked daily activities and important data with spreadsheets and in-house databases.
  • High level of data entry, able to meet tight deadlines and with a high level of accuracy.
  • Coordinated incoming and outgoing packages and mail to facilitate distribution.
  • Administration tasks such as reception duties, faxing, filing, photocopying, providing administration support for all departments.
  • Managed high volume of incoming calls from multi-line telephone system and documented messages.
  • Oversaw office supply orders and replenished stock for staff use.
  • Wrote professional letters, memos and emails for internal and external business communication.
  • Offered knowledgeable, friendly support to in-office guests.
  • Solved administrative and customer service issues with knowledgeable assistance and friendly support.

Education

Certificate of Higher Education -

BRENTWOOD HIGH SCHOOL
MULGRAVE, VICTORIA

Skills

  • Sage proficiency
  • Practice Management Systems (PMS) training
  • Practice equipment maintenance
  • Records management
  • Report generation
  • Bookkeeping
  • Project scheduling
  • Accounts receivable
  • Multi-line phone systems
  • Credit and collections
  • Business administration
  • Ability to prioritize
  • Complaint resolution
  • Human resources best practices
  • Scheduling and calendar management
  • Database administration
  • File and data retrieval systems
  • Report writing
  • Employee management
  • Data management
  • Data entry
  • Workflow planning
  • Policy and procedure modification
  • Payroll and budgeting
  • Accounts Payable and Receivable (AP/AR)
  • Documentation control
  • Office inventory management
  • Office management
  • Administration support
  • Month-end closings
  • Sage 50
  • VAT processing
  • Bank reconciliation

Timeline

PRACTICE CO-ORDINATOR/QA & EM MANAGER

David Adamson & Partners Limited
08.2006 - Current

REGIONAL ADMINISTRATION MANAGER

MARIE CURIE CANCER CARE
01.2001 - 08.2006

OFFICE AND PAYROLL ADMINISTRATOR

VARIOUS
07.1997 - 01.2001

ADMINISTRATION AND RECEPTION

VARIOUS
01.1992 - 06.1997

Certificate of Higher Education -

BRENTWOOD HIGH SCHOOL

Similar Profiles

Create profile
Melissa Coutts