Abigail Jones

43 Micawber Avenue, Uxbridge, Middlesex, UB8 3NZ

07506 204667 • 01895 811935 • abirjones@live.co.uk

Profile

I am currently looking for a position in which to further my experience in an administrative role. I am an organised, enthusiastic, conscientious, reliable character, who is adaptable and enjoys working closely with others and as well as an individual. I am also keen to fulfil challenging targets and to develop new skills in which to build upon my confidence and knowledge.

Key Skills

Proficiency in all areas of Microsoft Office, including Excel, Word, PowerPoint and Publisher Excellent communication skills, both written and verbal Good knowledge of different database systems including SIMS, CACI, Madisun, IBMS & FSI Fully Trained in Paediatric First Aid, Fire Safety, Health & Safety, Equality & Diversity and

Safeguarding

Employment History

M&S Contract Administrator – DC – Westway Services(29 th Dec 14 to Present)

The main purpose within this job role was to carry out varied administrative support functions within the Marks & Spencer’s Admin Team. To ensure process deadlines & KPIs are met and for all duties to be carried out efficiently, promptly and to a high standard of quality. My main duties were:

• Take responsibility for all administration duties for the DC M&S Contract.• To maintain the documentation & processes which are relevant to all tasks involved within the

contract.• The dedicated point of contact for the M&S Client, Westway Management team & DC Engineers

providing reactive support to all.• Management of all quoted works, following the correct procedure in raising quotes and placing

purchase orders with the relevant suppliers once approved. Maintaining Quoted works spreadsheet.

• Monitoring the completion of all pre planned maintenance (PPM) jobs ensuring the relevant statutory certificates are received within the set timescales and loaded on to the M&S system. Liaising with the DC sites, sub-contractors and M&S Compliance team.

• Ensuring the correct procedure for PPM failures is followed and reported to M&S Compliance.• Respond to requests for information from the M&S Compliance team. Also liaising with the RM

and Lead Technicians to ensure we are compliant.• Maintain various budget spreadsheets for the Client and Management team, including Quoted

Works, Monthly budget, Critical Spares, and Overtime.• Monitor receipt of engineer’s timesheets weekly and input on to IBMS. Complete the monthly

overtime spreadsheet for the DC contract ensuring overtime authorisation process has been followed.

• Produce daily, weekly and monthly reports for the Management team to ensure KPI’s are met.• Provide adhoc reports and information in response to requests by the Client and Management

team.• Carry out all other general administrative tasks required to support the contract, including

checking and chasing of supplier invoices, raising purchase orders and responding to adhoc requests.

• Support the wider M&S admin team when required.• Reporting to M&S Administration Manager• Working with the Account Manager, Regional Manager, Lead Technicians, Engineers, Team

Members and all other Westway staff.• Also communicating with our client, Marks and Spencer’s Technical Operations DC Manager,

Compliance Team, and the Retail Assist team.

Originally, I began this role on a temporary 3 month contract with the opportunity of becoming a permanent member of staff. I have recently secured the position and Westway Services have taken me on as a permanent member of staff.

Receptionist/ Administrator- Whitehall Infant School, Reed Employment Agency, Uxbridge(1 st to 19 th December 2014)

I was employed on a temporary contract to cover the receptionist role until the school found someone permanent to fill the position. Based mainly within the reception area, my duties were:

• Meeting and greeting staff, parents, visitors etc.• Making and receiving calls via the switchboard• Using email, written & verbal communication to deliver internal & external messages• Creating and editing letters for parents• Producing informative posters• Knowledge of SIMS system• Sorting incoming and outgoing post• Photocopying• Typing of staff minutes

Administrative Assistant, SE Recycling, Manchester(August 2014 to November 2014)

As an administrative assistant at SE Recycling I was under direction of the managing director, deputy manager and the sales manager. My role and daily tasks were varied and ever changing, which included but not limited to:

Communication skills in making and receiving calls via the switchboard, face to face communication with visitors, providers etc.

To create and maintain customer lists and contact details, customer databases & files, supplier databases & files

Assist in research & sourcing of external services e.g. packaging, transport, cleaning/ maintenance etc.

Recording and maintaining stock intake and outtake via Excel Dealing with new enquiries from new customers and administering relevant paperwork Photocopying, faxing, emailing and collating documents and general typing Maintaining photographic and paper product databases Produce spreadsheets, reports, charts and tables Liaison with Warehouse & Accounts departments Analysing, reporting and presenting information Designing and creating leaflets Ordering products and services Using email to deliver internal & external messages Writing of references for temporary employees Create and maintain employee time sheets i.e. contracted hours, holidays, sick/absent etc.

Project Coordinator- Clinical Trials Dept, Durbin PLC, South Harrow(April 2014 to July 2014)

The main purpose of my job role was to carry out any administrative tasks for the Divisional Head Clinical Trials Supply. My job role included:

General administration duties for Division Maintaining customer lists and contact details Maintaining customer databases & files Maintaining supplier databases & files Entering of price quotes onto in-house Supply Chain System (Madison) Dealing with new enquiries from new customers and administering relevant paperwork Answering and making telephone calls and taking messages Photocopying, faxing, emailing and collating documents and general typing Post duties and reception cover as required Maintaining photographic and paper product databases Produce spreadsheets, reports, charts and tables Management of In-House Supply Chain System (Madisun) including:-

o Extraction of information from systemo Input into systemo Production of quotes, pro-forma’s, packing lists & invoiceso Proactive checking with Clinical Trials Manager/Project Supervisoro Gaining approval and sign off from relevant manager/Project supervisor

Following company procedures Liaison with Warehouse, Logistics & Accounts departments Assist in sourcing pharmaceutical products and liaise with the manufacturers and suppliers as

directed.

I understood when I took this position that I was exceeding beyond what I had taken on before. However, I was eager to challenge myself with a new and exciting role. It did not pan out; nevertheless I took from this experience a positive outcome to further my experience and build my confidence

Administration Junior, Charville Children’s Centre, Hayes(October 2013 to March 2014)

After my NVQ Level 3 Apprenticeship in Business and Administration was completed, Charville Children’s Centre made a decision to keep me on and employ me as an Administration Junior. My role and duties were much the same as during my apprenticeship as well as hot-desking mostly within the main office, main reception and various other rooms.

Level 3 NVQ Business and Administration Apprentice- Hillingdon Training Limited, Charville Children’s Centre, Hayes(September 2012 to October 2013)

My apprenticeship involved a full time role at the centre, what's more due to lack of desk space I was hot-desking mostly within the main office, main reception and the consulting room when a desk became free. The skills I have gained and improved upon include:

• My reception duties were making, receiving and transferring phone calls, face to face communication with families, visitors, providers etc.

• Booking appointments with external providers e.g. Midwifery & Citizen’s Advice Bureau. • Knowledge and experience with the CCM Database, such as analysing and reporting data,

adding attendances, adding new families/family members, transferring families, merging information etc.

• Analysing, reporting and presenting information• Designing and creating displays• Ordering products and services• Co-ordinating an event• Using email to deliver internal & external messages• Typing of staff minutes

The apprenticeship was through Hillingdon Training Limited, which involves course work, training, exams and on site assessments. During my apprenticeship I attended training courses organised by the children’s centre, these were Safeguarding, Paediatric First Aid and Fire Safety Training.

Level 2 NVQ Business and Administration Apprentice - Hillingdon Training Limited, the Douay Martyrs School, Ickenham(September 2011 to July 2012)

My apprenticeship involved a full time role at the school, based mainly within the office and the skills I have gained include:

• Communication skills in making and receiving calls via the switchboard• Covering the receptionist when she is away from her desk• Knowledge of SIMS system• Creating and editing work sheets and letters for parents and students• Sorting incoming and outgoing post• Photocopying• Using email, written & verbal communication to deliver internal & external messages• Producing informative posters and signs• Typing of staff minutes• Standing in as an Invigilator during exams when requiredThe apprenticeship was through Hillingdon Training Limited, which involves course work, training, exams and on site assessment. As stated in my Education & Skills I have completed an Equality & Diversity course, an ICT exam and a Health & Safety course.

Filing Clerk- Temporary contract, Kuehne & Nagel, Uxbridge(June to August 2011)

• I was employed on a temporary contract to clear the backlog of filing and to sort out the filing cabinets.

Sales Assistant- Part Time, Maidenhead Aquatics, Hillingdon(April 2008 to January 2011)

This was a weekend position whilst I was a student at Bishopshalt School and my duties included:

• Serving customers and assisting with enquiries• Working behind the counter and operation of the till• Sorting till receipts and putting into date order• Maintaining cleanliness throughout, including hygiene of kitchen, cleaning tanks, and sweeping

the floors• Occasionally counting the money in the till and putting it on record.

Education

Bishopshalt Secondary School:(September 2011 to October 2013)

A-Level: English Literature Grade D Photography Grade C Religious Studies Grade E

GCSE: English Literature Grade B English Language Grade C Mathematics Grade C Science Grace C

Art Grade C Geography Grade C Religious Education Grade B Food Technology Grade C Additional Science Grade D

Hillingdon Training Limited:(September 2011 to October 2013)

Short Courses: Equality & Diversity PASS ICT Exam PASS Health & Safety Course PASS Safeguarding Course PASS Paediatric First Aid PASS Fire Safety Training PASS

Hobbies & Interests

I enjoy going to the cinema and watching movies in my free time, I also benefit from socialising, not just with friends but with newly acquainted people as well. I take pleasure in shopping, walking, cycling, swimming and reading, autobiographies and fiction. I like to immerse myself in history and art.

References

Liz Goldsworthy – Head-teacher’s PA Karen Gray – ManagerThe Douay Martyrs School Charville Children’s Centre Edinburgh Drive Bury AvenueIckenham HayesMiddlesex Middlesex UB10 8QY UB4 8LF

Jo Stannard – Project Coordinator (Team Leader)Durbin PLC 180 Northolt RoadSouth HarrowMiddlesex HA2 0LT