Sarah Carter
Stretham,Cambs
Summary
Dedicated Senior Executive Assistant with 20 years of experience. Expert in strategic planning and organisation and providing comprehensive support to company leaders. Goal-orientated with ability to meet long-term goals through daily organisation.
Expertise in Microsoft Office, Word, Excel and PowerPoint. Resourceful and well organised with excellent leadership and team building record. Works well under tight deadlines and willing to take on greater responsibilities to meet team goals.
Overview
36
36
years of professional experience
1
1
Certification
Work history
Executive Assistant to the Professor of General Practice
University of Cambridge, Department of Public Health
Cambridge
11.2018 - Current
- Calendar Management: Manage the diary of the Professor, including arranging appointments, notifying attendees, catering arrangements, and preparing paperwork necessary for forthcoming appointments
- Keeping abreast of changing engagements to ensure that the Professor's diary is always kept up to date
- Restructured and reformatted a 47-page CV with publications and awards to improve accessibility, incorporating revisions, additions, and design
- Preserve and control the records of personnel-related data in both paper and the database
- Problem Solving, anticipating needs, identifying problems, and proactively finding solutions to ensure smooth operations
- Expenses: Finance/grant management/Reclaiming works expenses through SAP Concur
- Controlling group annual leave time database, and spreadsheet design
- Facilitating the acquisition of research licenses for General Practitioners (GPs) and students Preparing and finalising required visas and risk assessments for meetings abroad
- Procurement procedures identified cost-effective suppliers through strategic sourcing methods and negotiated favourable terms to achieve significant cost savings
- Facilitate effective communication by promptly responding to phone calls
- Arranged complex travel itineraries, including flights, accommodations, and transportation, whilst demonstrating strong organisational skills
- Expertise in handling client communications with a focus on addressing inquiries promptly and ensuring satisfaction
- Efficient with Microsoft Office, Word, Excel, PowerPoint, and Teams
- Relationship Management: Building and maintaining positive relationships with clients, colleagues, and other stakeholders
- Proactively identified and solved problems, anticipated needs, and made decisions in the executive's absence
- Coordinated meetings by creating detailed agendas, preparing meeting materials, and distributing them to participants
- Managed and updated Excel spreadsheets containing cost codes, expenses, and sensitive personal information, ensuring accuracy, confidentiality, and compliance with data protection regulations.
Executive Assistant to Caroline Saunders Director of Operations
Cambridge Clinical Research Centre, Addenbrookes
Cambridge
04.2016 - 10.2018
- Planning and organising key research meetings
- Devising and maintaining the office system, data management and filing
- Compiling and preparing reports, briefing papers, and reminding the Director of important tasks and deadlines
- Developed and circulated meeting agendas for various professional events Adding fresh staff members to relevant CUH IT Networks, Local U Drive and relevant IT systems
- Updating the database, budgets, contract status, post changes and the request for new vacancies whilst being cost conscious
- Developing new job descriptions and person specifications from the old system to make this easier to understand
- Preparing job adverts, checking application forms, updating the information
- Preparing the staff Rota, this process involved planning and organising the schedules for employees who work on rotation or shifts, ensuring that the right staff members with the appropriate skills and qualifications are assigned to the right place at the right time
- Training new employees: Reception duties, booking in patients, entering patient details, answering calls and switchboard operation
- Shortlisting, interviewing, and selecting candidates
- Developing HR planning strategies, which may consider immediate and long-term staff requirements
- HR policies and employment relations issues and contractual matters
- Line managing the reception and administration staff
- Approving annual leave, performing appraisals, delegating appropriate tasks to improve service delivery
- Making sure all staff were compliant with Health & Safety/Risk Management/training support, whilst offering support and advice
- Booking and researching for cost effective travel and accommodation Boardroom minute taking: Taking effective board meeting minutes, ensuring transparency, accountability, and a clear record of the meeting.
Vascular Pathway Co-Ordinator
Vascular Pathway Dept, CUH
01.2014 - 03.2016
- Pathway coordinator to track the RTT 18-week pathway across all Vascular business units
- Ensure a proactive approach is taken in ensuring the 18-week RTT target is met with the minimum of delays across the entire pathway
- Providing reports directly to the nursing and surgical team
- Reporting information regarding delays or areas for improvement in the access pathway
- Dealing with public/customer queries
- Providing a comprehensive and full range of administrative/Co-ordination duties
- Taking responsibility for the non-surgical aspects of the patient's journey
- Attending and documenting the MDT meetings, delivering feedback and unanswered questions
- Directly coordinating and negotiating patient waiting lists and admissions on behalf of the consultant.
Physician's Assistant
Pathology Clinical Services, CUH
11.2011 - 12.2013
- To undertake specific interventions for patients and reporting and documenting on the Trusts IT website
- Effective communication with all those involved in the direct or indirect care of patients
- Supporting the professionals with clinical activities specific to their own clinical area by preparing the patient
- Varies procedures included: Venepuncture, Cannulation, Urinary catheterisation and bladder scanning, Arterial blood gas samples
- Always Promoting dignity
- Promoting equality and ensuring individualised care
- Maintaining confidentiality.
Ward Clerk
Ward D9, Oncology ward, CUH
03.2008 - 11.2011
- Coordinate and manage administrative tasks within the oncology ward to ensure smooth operations
- Greet patients, visitors, and healthcare professionals entering the ward, providing assistance and directing them as needed
- Maintain patient records accurately, including admissions, discharges, transfers, and updating electronic medical records systems
- Schedule appointments, tests, procedures, and consultations for patients in coordination with medical staff and other departments
- Answer phones, take messages, and relay information promptly and accurately to the appropriate personnel
- Coordinate with nursing staff to ensure timely and efficient delivery of patient care, including arranging transportation and escort services as required
- Assist patients and their families with inquiries, providing information about hospital services, policies, and procedures with empathy and professionalism
- Manage ward supplies, including ordering, stocking, and organizing inventory to ensure availability of necessary items for patient care
- Collaborate with other ward clerks and administrative staff to support departmental initiatives, projects, and quality improvement efforts
- Adhere to confidentiality and privacy regulations, handling sensitive patient information with discretion and integrity
- Participate in training programs and professional development activities to enhance job knowledge and skills in oncology care and administrative duties.
PA/Secretary
Winter Wilkinson Solicitors
Huntingdon, Cambridgeshire
03.1988 - 03.1993
- Maximised team productivity by maintaining adequate levels of office supplies.
- Created and maintained updated CRM records to track office communications.
- Handled basic clerical needs to help staff focus on more pressing matters.
- Processed mail, email and phone enquiries, minimising correspondence backlogs.
- Drafting and preparing legal documents, such as correspondence, contracts, and agreements.
- Transcribing dictation and handwritten notes into typed documents.
- Organizing and maintaining legal files and case documents.
- Managing Solicitors calendars, scheduling appointments, coordinating meetings and court appearances.
- Coordinating communication between Solicitor's, clients, courts, and other parties involved in legal proceedings.
- Handling administrative tasks such as answering phones, responding to emails, and managing office supplies.
- Proofreading and editing legal documents for accuracy and consistency.
- Handling billing and invoicing tasks, including preparing client invoices, and tracking billable hours.
- Assisting with client intake and maintaining client databases and contact lists.
- Providing administrative support to Solicitor's, such as scheduling travel arrangements and processing expense reports.
- Maintaining confidentiality of sensitive information and adhering to ethical and professional standards in all aspects of work.
Education
A Level Art -
Norwich High School
GCSE Grade B English Literature - undefined
Norwich High School
GCSE Grade B Mathematics - undefined
Norwich High School
GCSE Grade B Science - undefined
Norwich High School
GCSE Grade B Religious Education - undefined
Norwich High School
GCSE Grade C History - undefined
Norwich High School
GCSE Grade C Geography - undefined
Norwich High School
Skills
- Database maintenance
- Appointment setting
- Excel spreadsheets
- Efficient under pressure
- Appointment scheduling
- Event planning
- Meeting planning
- Professional correspondence
- Microsoft Office proficiency
- Office administration
- Proofreading and editing
- Travel coordination
- Thorough minute-keeping
Certification
In House Training
- Anti-Bribery & Corruption e-module (2023)
- Health & Safety e-module (2023)
- General Data Protection Regulations Certificate e-module (2023
- Equality & Diversity Essentials (2023)
- Awareness of Health and Safety at Work (2022)
- Complaints Handling Workshop and Crisis Management (2018)
- Endnote & Symplectic training (2018)
- iProcurement (2018)
- Website Training (Cambridge University) (2018)
- Recruitment Selection &, Appraisal training (2016)
- Security & Fraud, GCP awareness. Fire Safety awareness (2016) (2023)
Training & certificates
RSA (Royal Society of Arts) qualifications on a 2-year secretarial course at college after leaving school.
Pass I/II 1984 to 1986
TQUK level 2 Certificate in Understanding Children and Young People's Mental Health (RQF)
Cambridge Regional College. 2022
Timeline
Executive Assistant to the Professor of General Practice
University of Cambridge, Department of Public Health
11.2018 - Current
Executive Assistant to Caroline Saunders Director of Operations
Cambridge Clinical Research Centre, Addenbrookes
04.2016 - 10.2018
Vascular Pathway Co-Ordinator
Vascular Pathway Dept, CUH
01.2014 - 03.2016
Physician's Assistant
Pathology Clinical Services, CUH
11.2011 - 12.2013
Ward Clerk
Ward D9, Oncology ward, CUH
03.2008 - 11.2011
PA/Secretary
Winter Wilkinson Solicitors
03.1988 - 03.1993
A Level Art -
Norwich High School
GCSE Grade B English Literature - undefined
Norwich High School
GCSE Grade B Mathematics - undefined
Norwich High School
GCSE Grade B Science - undefined
Norwich High School
GCSE Grade B Religious Education - undefined
Norwich High School
GCSE Grade C History - undefined
Norwich High School
GCSE Grade C Geography - undefined
Norwich High School
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