Victoria Townsend
Empingham,Rutland
Summary
Project coordinator with proven ability to manage projects from initiation to completion, ensuring on-time delivery and adherence to quality standards. Expertise in administrative tasks, including minute-taking, diary management, and effective communication with senior leadership and project teams. Proficient in maintaining documentation for compliance and audit purposes, with a strong focus on case management and regulatory reporting. Advanced skills in Microsoft Office Suite, and specialised databases for tracking KPIs and project metrics, complemented by strong stakeholder engagement and meeting coordination capabilities.
Overview
22
22
years of professional experience
1
1
Certification
Work history
Administration Coordinator/ Project Coordinator
Heidelberg Materials
2014.08 - 2026.05
- Compliance & Audit Management: Coordinate internal and external audits by maintaining up-to-date documentation and managing the FORS portal for timely data submission.
- Data Integrity & Record Keeping: Maintain comprehensive records for in strict alignment with project criteria. Troubleshot technical issues, enhancing office workflow efficiency.
- KPI Reporting & Analytics: Monitor and report on advanced metrics, including collision reduction and sustainability, while producing regular distribution cost reports via SAP.
- Financial Administration: Manage purchase orders, requisitions, and payments in SAP, alongside resolving invoice and haulier queries.
- Operational Coordination: Work alongside senior management to develop schedules, monitor project deadlines, and coordinate resources to drive operational improvements. Prepare reports with data compilation and analysis.
- Stakeholder & Vendor Relations: Develop and maintain effective professional relationships with vendors, suppliers, and departmental leads.
Researcher
Ruddle Merz
2013.06 - 2014.08
- Business Development & Client Management: Generated new business opportunities and managed the end-to-end client onboarding process, including conducting credit checks.
- External Liaison: Professionally communicated and collaborated with various Councils and Valuation Office Agencies.
- Data Governance: Expertly managed, reviewed, and cleansed information within the client database to ensure data accuracy and efficiency.
- Research & Project Leadership: Contributed to the planning, design, and testing of research projects, collaborating with senior researchers to interpret results and identify new business avenues.
- Audit & Financial Support: Managed contracts and billing, while providing critical assistance to the bill audit team during annual audits.
- Reporting & Analytics: Created detailed reports by analysing and interpreting data held within the customer database.
- Marketing & Communications: Managed regular email marketing campaigns and served as a point of contact for resolving customer queries and inquiries.
- Operational Support: Provided comprehensive project management and general administrative support across all internal teams.
Assistant Practice Manager
Market Overton and Somerby Surgeries
2009.03 - 2013.06
- Operational Management: Provided comprehensive management for two General Practice surgeries, ensuring all Primary Care Trust requirements were strictly upheld.
- Compliance & Governance Leadership: Acted as the lead for Information Governance, Health and Safety, and Incident Reporting, while writing and implementing practice-wide policies and procedures.
- Audit & Performance Analysis: Conducted monthly, quarterly, and annual audits, utilizing data to analyze performance and identify strategic areas for improvement.
- Financial Oversight: Managed accounts, budgets, and payroll, ensuring the practice met financial targets through effective billing, collections, and invoice processing.
- Team Leadership: Directed the recruitment, training, and supervision of medical receptionists and secretaries, providing performance feedback and corrective action when necessary.
- Systems & Resource Control: Oversaw patient and drug management systems while maintaining strict control over equipment, medication, and stationery stocks.
- Facility Compliance: Inspected facilities and recommended modifications to ensure emergency readiness and adherence to access, safety, and sanitation regulations.
Secretarial Assistant/Personal Assistant
Leicestershire Partnership Trust
2008.03 - 2009.03
- Executive Governance Support: Provided high-level secretarial assistance to the Chief Executive's Office and Non-Executive Directors.
- Diary Management: Managed the Assistant Chief Executive's diary to ensure effective scheduling and time management.
- Stakeholder Liaison: Acted as a key point of contact, liaising professionally with service users, Directors, and Consultants.
- Meeting Documentation: Conducted professional minute-taking for meetings as required to maintain accurate corporate records.
- Trust Promotion: Represented the Trust at events to assist with and promote the organization during its Foundation Trust application.
- Office Administration: Performed general office administration to support the smooth operation of the executive office.
IT Assistant/Data Entry Clerk
Oakham Medical Practice
2006.02 - 2008.03
- Systems Coordination: Provided critical support to the IT Manager, coordinating department operations and troubleshooting technical issues in their absence.
- Data Integrity & Analysis: Managed both manual and computerised medical record systems, performing high-level data entry, control, and analysis.
- Audit & Reporting Support: Contributed to the development of reports and assisted with clinical and operational audits to ensure data accuracy.
- Staff Development: Facilitated staff training sessions to improve team proficiency with internal systems and IT protocols.
- Operational Management: Oversaw the patient recall system and maintained optimal stock levels for both IT equipment and office stationery.
- Administrative Excellence: Performed general office administration and professional minute-taking for internal meetings as required.
Receptionist
Oakham Medical Practice
2004.09 - 2006.02
- Patient & Stakeholder Liaison: Efficiently managed high-volume telephone inquiries and facilitated communication between patients, GPs, nurses, and hospitals.
- Compliance & Audit Support: Assisted in the preparation of audits and reports, ensuring data accuracy within medical records.
- Conflict Resolution: Resolved complex patient queries and complaints while maintaining high standards of customer service.
- Prescription Management: Managed the resolution of medication queries and the printing of repeat prescriptions.
- Administrative Operations: Responsible for appointment booking, new patient registrations, and accurate cash handling.
- Operational Responsibility: Trusted as a key holder for the practice, ensuring site security and professional standards were upheld.
Education
Level 3 Transport Manager CPC -
Innovate Awarding
FORS Advanced Practitioner -
Fleet Operator Recognition Scheme
A-Levels - Business Studies, ICT, English Literature and Language
Rutland College
Skills
- Project Coordination: Skilled in facilitating, coordinating and monitoring projects across the full lifecycle to ensure timely delivery
- Administrative Excellence: Expert in professional minute taking, diary management and coordinating communications for senior directors and project teams
- Documentation and Control: Extensive experience in maintaining audit trails, reference files and ensuring project files and ensuring project files comply with requirements
- Case Management: Proven ability to handle sensitive compliance issues, regulatory decisions, and incident reporting
- Technical Proficiency: Advanced user of SAP, JIRA-adjacent platforms, Microsoft Office Suite, and specialised database systems to track KPI's and project metrics
- Data & Reporting: Skilled in producing cost reports, compliance metrics, and advanced KPI reports
- Stakeholder Engagement: Professional experience in minute-taking, coordinating meetings, and liaising with directors, consultants, and external vendors
Certification
Confidentiality and Information Governance, Employment Law, Health and Safety. First Aid in the Workplace.
REFERENCES
References available upon request
Timeline
Administration Coordinator/ Project Coordinator
Heidelberg Materials
2014.08 - 2026.05
Researcher
Ruddle Merz
2013.06 - 2014.08
Assistant Practice Manager
Market Overton and Somerby Surgeries
2009.03 - 2013.06
Secretarial Assistant/Personal Assistant
Leicestershire Partnership Trust
2008.03 - 2009.03
IT Assistant/Data Entry Clerk
Oakham Medical Practice
2006.02 - 2008.03
Receptionist
Oakham Medical Practice
2004.09 - 2006.02
Level 3 Transport Manager CPC -
Innovate Awarding
FORS Advanced Practitioner -
Fleet Operator Recognition Scheme
A-Levels - Business Studies, ICT, English Literature and Language
Rutland College