Teresa O'Donovan
NANTWICH,Cheshire
Summary
Detail-oriented professional with expertise in educational and in financial systems and administrative tools. Demonstrates exceptional organisational skills, precision under pressure, and attention to detail. Adept at utilising educational platforms like Blackboard, Canvas, and Quercus to streamline processes. Committed to delivering efficient solutions while maintaining high standards of telephone etiquette and self-motivation. Proven ability to multitask and prioritise workloads, ensuring smooth and efficient office operations. Aiming to streamline administrative processes and contribute to team productivity. Committed to delivering efficient solutions while maintaining high standards of telephone etiquette and self-motivation.
Overview
35
35
years of professional experience
6
6
years of post-secondary education
Work history
Administrative Assistant (Grade 3)
University of Galway – Huston School of Film & Digital Media and Drama
02.2023 - 02.2025
- Publicising all Huston School and Drama programmes in the University and also nationally, and internationally, using websites (T4) and any other relevant media (X and Facebook accounts)
- Dealing with press queries
- Collating student handbooks each year and gathering and finalising course outlines before each semester
- Responding to all College of Arts queries re Huston School and Drama - Calendar updates, Syllabus Files, Registrations issues, Student information etc
- Working with School Director on the formulation of timetables and room bookings
- Working with ISS to ensure efficient IT operations
- Scheduling all servicing of equipment
- Checking invoices and statements, following through payments with Accounts Department
- Drawing up POs
- Working with staff on research grant management
- GRN all invoices
- Arranging schedules and travel for seminars, conferences and visiting speakers
- Working with School Director and academics on all new module preparation including relevant paperwork for College approval using AKARI
- Liaising with all programme co-ordinators regarding applicants
- Liaising with Post Graduate Admissions and College Office to ensure the proficient assessment and handling of applications
- Preparing reports from CRM data, following up on Qualifying Exams and deposits
- Point of contact for all students attending Huston School and Drama programmes
- Working with Disability Office and International Office to ensure smooth transition for students with specific requirements or students from abroad
- Working with Fees Office and Registration to ensure all student fees are paid
- Following up on any student queries
- Receiving all assessments and assignments on respective submission dates
- Recording all extensions and deferrals and holding all assessment records and hard copies of essays etc
- Ensuring all marks are returned on time and attending Exam Board meetings
Administrative Assistant
University of Galway – Centre of Adult Learning & Professional Development
06.2022 - 01.2023
- Supporting the application, admission and registration process for students in association with the relevant university offices and Programme Coordinator
- Student support: Provision of information and guidance for registered students
- Includes advising students on registration procedures, course content, deferral procedures, credit requirements and assessment schedules
- Responding to level 1 student queries and liaising with senior team members, module tutors and University administration as appropriate on these matters
- Assisting the programme co-ordinator in updating module materials using the on-line learning system and updating of online programme information
- Supporting the preparation of results for programme exam boards
Year 5 Coordinator (Grade 4)
University of Galway - School of Medicine
01.2022 - 05.2022
- Responsibility and accountability for the co-ordination of final year undergraduate programme, to ensure students are exposed to the required elements of the curriculum per the accrediting body requirements
- Teaching schedule management with colleagues in both the School and in SAOLTA
- Management of all aspects of the School's teaching delivery
- This includes the scheduling of the final med
- Teaching timetable which is very changeable
- Oversee the implementation of a document management system and maintenance of all processes and procedures
- Establish, implement and maintain clear, effective and efficient communication in working relationships throughout the School and with all stakeholders
- Setting up Zoom Meeting and Blackboard Collaborates
- Point of contact for Year 5 student queries
Accounts Payable Administrator
Peter Curran Electric Ltd
01.2021 - 12.2021
- Matching GRNs to suppliers invoices
- Posting supplier invoices
- Price validation/resolving queries on price issues with supplier invoices
- Creditor statement reconciliation at month end
- Dealing with customer queries via telephone
- General Ad Hoc office administration
Administrative Assistant
University of Galway – School of Nursing & Midwifery
04.2019 - 11.2020
- Co-ordinating administrative assistant on the Undergraduate Programme and some Postgraduate Programmes
- Producing all programme related materials and competency assessment booklets
- Responsible for maintaining students records
- Dealing with student and prospective student queries on programmes offered within the School of Nursing & Midwifery
- Tracking and producing student Certificates to meet programme accreditation requirements, Basic Life Support and Manual Handling Certificates
- Setting up class groups and attendance on Blackboard
- Student affairs meeting
- Looking after The School of Nursing & Midwifery Social Media
Accounts Administrator
Rehab Enterprises Galway
03.2018 - 03.2019
- Matching GRNs to all suppliers invoices
- Posting all supplier invoices
- Issuing sales invoices
- Price validation/resolving queries on price issues with customer invoices
- Creditor statement reconciliation at month end and each quarter
- Sending out customer invoices with signed copy of delivery docket
- Gathering month end accrual amounts for Head Office Finance Dept
- Chasing up suppliers in regards to outstanding orders
- General Ad Hoc office administration
Accounts Administrator
Tec Support / ICE Cube
09.2017 - 03.2018
- Processing purchase invoices and purchase orders
- Issuing sales invoices
- Sending out monthly Statements
- Bank Reconciliation
- Credit Card Reconciliation
- Processing Employee Expenses
- Credit Control
- Stock Monitoring
- General Ad Hoc office administration
Administrator (Grade 3)
University of Galway – Registration Help Desk
08.2017 - 09.2017
- Registration of Students / Module Selection
- Issuing Student ID cards
- Dealing with student queries in person at the Help Desk, via email and telephone
- Uploading of photos to students record
- Updating student records
- Checking/adding SUSI Grant number to students record
Administrator
University of Galway – Fees Office
01.2017 - 08.2017
- Dealing with student queries regarding payment of their fees at the front counter in person and also via email
- Setting up instalment plans for students who were finding it difficult to pay fees
- Issuing students with Giro's for payment at the bank
- Issuing receipts for Revenue
- Contacting students via telephone and email for outstanding fees
- Dealing with other Schools within NUIG via email in regard to clearing students for fees paid so they could be registered
- General ad hoc administration duties
Sales Administrator (Maternity Contract)
Motorpark Ltd
04.2016 - 12.2016
- Order and control all new stock built from factory to dealer delivery
- Was my responsibility to balance new stock between 3 locations and keep old aged stock at a minimum
- Daily communication will all sales personnel and management in the 3 locations ensuring incentives and targets were communicated
- I was the liaison within the sales team for the 3 locations
- Manage fleet company sales
- This involved over 100 units on a yearly basis
- My responsibility was to co-ordinate and manage both the logistical and financial planning for these sales within a very tight timeframe, ensuring all cars were Registered, Pre-delivery inspection complete, Invoiced to finance company to ensure prompt payment
- Day to day running of the sales department including: Registration of a vehicle, Invoicing, Taxing of a vehicle
Account's Administrator
Mor Oil Limited
03.2007 - 04.2016
- Processing of sales invoices
- Pricing invoices according to customer rebates
- Debtor reconciliations
- Sales reconciliations
- Stock reconciliations
- Bank and credit card reconciliations
- Allocating of cash receipts, bank statement and credit cards correctly to customer accounts
- Credit control / ensuring timely and accurate collection of current and aged debts
- Count cash, balance lodgement
- Prepare lodgement for Brinks
- Ensure Brinks transfer is correct and cheques lodged are correct
- General office administration within the team
- Handling of customer orders via phone and online
- Setting up customer accounts and credit facilities
- Updating website
Documentation Administrator
Boston Scientific
09.1999 - 01.2001
- Worked within the busy Documentation Department
- Processing Document Change Orders (DCO's) which ensured the control and maintenance of the following: - Manufacturing procedures, Quality Procedures, Standard Operating Procedures
- Equipment, material and label specifications
- Item masters, Routers and Bills of Material
- Liaising with Engineers in regard to the above
Senior Administrative Assistant
The Bank of New York
01.1996 - 07.1999
- Working within the ADR Department
- Responsible for monthly Stamp Duty Related Tax for ADRs issued to clients and sending returns to Inland Revenue
- Provide administrative backup to individual officers for client follow-up and client liaison
- Booking travel itineraries, ordering / returning currency, completing and monitoring AMEX expenses
- Responsible for all Corporate Entertainment e.g
- Ascot, Stella Artois Tennis Championships etc
- Diary management (arranging meetings, lunches, dinners and business entertaining within Europe, booking appropriate venues/facilities etc)
- Up-dating the team's client database / files
- Ordering / monitoring stationery
- Monitoring department's budget to ensure effective cost control and handling of invoices
Personal Assistant (temporary assignment)
Tyndall Australia
11.1994 - 10.1995
- Diary organisation, arranging travel, accommodation and meetings for the NSW Manager Superannuation & Investment Products
- Central contact point for General Agents and Advisors
- Responsible for monthly AMEX expenses and ensuring the cost of stationery and internal printing did not exceed budget
- Co-ordinating ‘Choice Plus' meetings to help General Agent's market and sell Tyndall Insurance products
- Typing of letters, memos, meetings and organising the office environment in terms of filing and storage
Intelligence Officer
Financial Intermediaries Mangers & Brokers Regulatory Association (FIMBRA)
08.1990 - 10.1994
- Company Overview: now Personal Investment Authority (PIA)
- Sole responsibility for the Intelligence Unit
- Duties included assisting Enforcement Officers in the execution of investigations
- Financial Vetting of all applicants for membership which involved carrying out credit checks, searching internal records for adverse information and liaising with other Self Regulatory Organisations
- Provide Broker Fund performance graphs on Micropal for use in investigations and for routine compliance visits
- Carry out checks for parties such as Financial Fraud Information Network, Bank of England, Securities and Investment Board, DTI, Police and other SRO's
- Now Personal Investment Authority (PIA)
Education
Office Administration -
Rossa College
Skibbereen, Co. Cork 01.1987 - 01.1988
Mercy Heights Secondary School - undefined
Mercy Heights Secondary School
Skibbereen, Co. Cork 01.1982 - 01.1987
Skills
- Microsoft Office
- TAS Accounting
- Titan
- Xero
- Receipt Bank
- ConnectWise
- EFACS
- Oracle
- Blackboard
- Canvas
- Quercus
- CRM
- Akari
- Core
- Precision under pressure
- Attention to Detail
- Organisational skills
- Self-motivation
- Accounts Payable/Accounts Receivable
- Telephone etiquette
Affiliations
- Volunteering
References
References available upon request.
Timeline
Administrative Assistant (Grade 3)
University of Galway – Huston School of Film & Digital Media and Drama
02.2023 - 02.2025
Administrative Assistant
University of Galway – Centre of Adult Learning & Professional Development
06.2022 - 01.2023
Year 5 Coordinator (Grade 4)
University of Galway - School of Medicine
01.2022 - 05.2022
Accounts Payable Administrator
Peter Curran Electric Ltd
01.2021 - 12.2021
Administrative Assistant
University of Galway – School of Nursing & Midwifery
04.2019 - 11.2020
Accounts Administrator
Rehab Enterprises Galway
03.2018 - 03.2019
Accounts Administrator
Tec Support / ICE Cube
09.2017 - 03.2018
Administrator (Grade 3)
University of Galway – Registration Help Desk
08.2017 - 09.2017
Administrator
University of Galway – Fees Office
01.2017 - 08.2017
Sales Administrator (Maternity Contract)
Motorpark Ltd
04.2016 - 12.2016
Account's Administrator
Mor Oil Limited
03.2007 - 04.2016
Documentation Administrator
Boston Scientific
09.1999 - 01.2001
Senior Administrative Assistant
The Bank of New York
01.1996 - 07.1999
Personal Assistant (temporary assignment)
Tyndall Australia
11.1994 - 10.1995
Intelligence Officer
Financial Intermediaries Mangers & Brokers Regulatory Association (FIMBRA)
08.1990 - 10.1994
Office Administration -
Rossa College
01.1987 - 01.1988
Mercy Heights Secondary School - undefined
Mercy Heights Secondary School
01.1982 - 01.1987
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