Stephanie McGhee
Coatbridge,North Lanarkshire
Summary
Dedicated Secretary with significant experience supporting Chief Executives. Skilled in diary management, document preparation, and meeting coordination, ensuring confidentiality of sensitive information. Managed enquiries and improved administrative processes using Microsoft Office Suite and Oracle. Previously served as Committee Assistant, providing procedural guidance and clerical support for council meetings while prioritising data confidentiality and organisational efficiency.
Overview
25
25
years of professional experience
Work History
Secretary
Falkirk Council
08.2018 - Current
- Provide a professional, effective, efficient and confidential secretarial service to the Chief Executive, using a high level of initiative.
- Delivered high quality secretarial support through diary management, directing hard copy and electronic mail, managing calls and enquiries, and arranging meetings and travel.
- Managed face-to-face, telephone, mail, and email enquiries, redirecting appropriately on behalf of the Chief Executive.
- Create and update documents and presentations, co-ordinate meetings and prepare associated papers in time for meetings.
- Attend, take minutes and complete relevant actions from meetings as required.
- Organised and maintained confidential sensitive information, ensuring effective document management including data protection, version control, filing, retention, and destruction in line with Council policies.
- Provide cover for the Chief Executive’s Personal Assistant, as and when required.
- To undertake appropriate duties in relation to all complaints and enquiries, including input to the Council’s Customer First system.
- Prioritised workload to meet agreed deadlines with support from the line manager.
- Undertook specific projects and tasks assigned by Chief Executive’s Personal Assistant to support departmental goals.
Committee Assistant
Falkirk Council
09.2006 - 08.2018
- Supported organisation and servicing of meetings, including hybrid and virtual formats, while providing procedural guidance to elected members.
- Assisted in preparation, collation, and distribution of agendas, reports, and minutes for council and committee meetings within set deadlines.
- Delivered efficient clerical support by managing written and electronic enquiries effectively.
NHS Quality Improvement Scotland
09.2005 - 09.2006
- Database creation and management for multi-disciplinary medical professionals
- Implementing and maintaining accurate incoming/outgoing mail logs
- Provision of personal secretary duties to head of department and three professional officers
- Reception and switchboard duties
- Training and induction of new staff members
- General assistance at external meetings and conferences
- Various ad hoc duties
Morrison Property Care
06.2005 - 09.2005
- Processing subcontractors' invoices and certificates
- Preparation of invoices
- Assigning job references for accurate record management
- Production of tax return and vat paperwork for IR submission
BCW Solutions
08.2004 - 06.2005
- Invoice requests and reports administration
- Invoice dispute management
- Client liaison, processing high priority invoice requests
- Updating database to reflect transactions
- Providing in-house training sessions to new staff members
Capita Property Consultancy
02.2003 - 08.2004
- Meticulous logging of incoming and outgoing mail
- Collation, logging and distribution of incoming faxes
- Implementation and maintenance of filling system
- Photocopying
- Copy and audio typing
- Maintenance of diaries
- Maintaining office sundries stock levels
- Reception duties including a large switchboard
- Booking of and setting up of meeting rooms
- General ad hoc tasks
- After six months with Capita I was promoted to Junior Accounts Assistant/Admin Assistant and my role involved cash handling (petty cash), collation and processing of various financial papers and records, creation and maintenance of multiple databases.
11.2000 - 01.2003
- Various part-time positions at Supreme Food Catering, Balmoral Interiors (call centre), Boots Distribution factory.
Education
Standard Grade - English, Maths, Spanish, Modern Studies, Biology, Art, Home Economics
01-2002
Higher - English, Maths, Administration, Health and Food Technology, Art and Design
01-2002
First Aid, Microsoft package-training courses
Skills
- Microsoft Word
- Microsoft Excel
- Microsoft Access
- Microsoft Outlook
- Oracle
- Email correspondence
- Administrative efficiency
- Customer service
- Data confidentiality
- Verbal and oral communication
- Team collaboration
- Problem solving
- Initiative
- Office software
References
Available on request.
Hobbies and Interests
- Being creative
- Listening to music
- Going out with friends
- Meeting new people
Coursework
- First Aid course
- Microsoft package-training courses including Excel, PowerPoint and Access.
Timeline
Secretary
Falkirk Council
08.2018 - Current
Committee Assistant
Falkirk Council
09.2006 - 08.2018
NHS Quality Improvement Scotland
09.2005 - 09.2006
Morrison Property Care
06.2005 - 09.2005
BCW Solutions
08.2004 - 06.2005
Capita Property Consultancy
02.2003 - 08.2004
11.2000 - 01.2003