Ellie Alexander

HR Coordinator at the National Portrait Gallery

Level
Junior
Location
Dartford, United Kingdom
Availability
Locked Pro Plan feature
Professions
-

Projects

About me

Strong administrative professional with a Master of Arts in History from The University of Edinburgh.

Locked Pro Plan feature

Skills

  • Microsoft Office
  • Social Media Marketing
  • Teamworking
  • Communication
  • Data Entry
  • Payroll
  • Recruitment
  • Diary Management
  • Travel Coordination
  • Training

Companies I’ve worked with

  • National Portrait Gallery

    National Portrait Gallery

    • Arts and Culture
  • T

    The University of Edinburgh

    • C

      CeX

      • S

        St Giles Cathedral

        Work history

        Currently

        Jul 2019
        • Charing Cross, London WC2N 5BY, UK
        • Full Time
        • Acting as the first point of contact within the Department, answering queries via telephone and managing multiple shared inboxes for the team alongside my own. Assisting with end-to-end recruitment campaigns across a range of departments and senior positions simultaneously. Advertising jobs on Vacancyfiller, Indeed, Artsjobs, NMDC, and Reed to attract a range of candidates externally and our intranet for internal applicants. Progressing applications according to confidential shortlisting, scheduling interviews and liaising with panel members regarding questions to produce interview packs and administering candidate tests. Conducting interviews for various positions, scoring candidate answers and providing HR support on recruitment to agree on application outcomes. Collating paperwork and following up with unsuccessful candidates, providing feedback where requested. Managing onboarding for all new starters including reference, medical and DBS checks, liaising with new members of staff and gathering new starter forms for payroll. Informing line managers of procedures, paperwork and deadlines and working collaboratively to ensure successful integration of new employees into teams. Running induction sessions and drafting both permanent and casual contracts, extension and resignation acknowledgement letters. Coordinating both in house and online training, assisting with inductions and the creation of both physical and digital records for new joiners. Liaising with trainers to provide sessions, organising room bookings and equipment, monitoring attendance and collecting feedback. Supporting the HR Director with event organisation for the SMT, facilitating HR team meetings and allstaff weekly Monday Morning Meetings. Managing SEND placements and temporary staff members of staff within the department to support with the busy workload. Planning and running events - including budgeting, data analysis, advertising, arranging for external providers to visit the Gallery, and acting as event photographer. Processing payroll each month to add new starters, contract variations and leavers. Managing post payroll actions such as updating Skillgate and running reports on fixed term contracts, DBS expiration dates and Visa status. Sending pension pack spreadsheets and keeping in touch emails for staff on parental, sickness and long term absence leave. Liaising with suppliers and finance to raise purchase orders and ensure payment of goods and services using Soprano. Writing allstaff communications for a range of awareness days including mental health awareness, pride, and black history month. Publishing news articles and updates on the intranet for staff to publicise the cycle to work scheme, pension updates and online culture events. Producing furlough letters and maintaining the spreadsheet for furlough leave, communicating changes to staff throughout the period as to when they were returning to work and leave. Supporting managers throughout the change programme of over 150 redundancies for front of house staff, voluntary exit schemes and voluntary redundancy. Organising all staff meetings for discussion, assisting with the scheduling of consultation meetings, editing Q&A documents and T&Cs and producing letters for affected staff. Maintaining accurate records both electronically and physically in line with the HR retention schedule and GDPR guidelines, keeping the leavers cabinet accessible during audits and archiving older information in accordance with records management advice.

        2019

        Executive Assistant

        Ad-Lib Digital

        Apr 2019 - Jul 2019
        • London, United Kingdom
        • Full Time
        • Inbox, travel and diary management for the CEO using Google Suite, including liaising with external clients to arrange meetings, organising international team business trips and raising the company profile within the industry. Navigating internal and external obligations including catering for a range of rapidly changing schedules across various time zones. Providing support to the wider team by driving the weekly deck, liaising with the CSM’s and chasing for the acquisition of Purchase Order numbers in order to send out invoices and secure funding. Assisting with ad hoc support including presentation preparation, data extraction and administration to ensure the smooth running of the product. Working simultaneously under the Chief Operating Officer and with the Office Manager to ensure the day to day running of the office. Invoice creation and spreadsheet management for both outgoing and incoming invoices including client billing, reconciling expenses and managing financial spreadsheets. Handling company accounts for purchasing staff equipment, organising team training and processing international payroll. Using a variety of software including Xero, Fastpay and Transferwise.

        2018

        Student Research Room Volunteer

        The University of Edinburgh

        Oct 2017 - Apr 2018
        • Edinburgh, United Kingdom
        • Internship
        • As a member of the SRR volunteer team, my main responsibilities included: -Managing the study space for HCA students -Facilitating the lending of books and allowing access to locked cabinets -Liaising with IT to alert them of technical issues

        2018

        Admin and Marketing Assistant

        Scottish Historic Building's Trust

        Oct 2017 - Apr 2018
        • Edinburgh, United Kingdom
        • Internship
        • I worked as a member of a small team at the SHBT to assist with the running of the office and upcoming activities. This included data entry, spreadsheet creation and management, inventory checks, ensuring the AirbNb property is ready for check in and room preparation for office meetings for external companies. I also worked on a project involving Edinburgh's twin cities and created a series of posts for the facebook and twitter pages to encourage international visitors.

        2018

        Sales Assistant

        CeX

        Jun 2017 - Jan 2018
        • Dartford, United Kingdom
        • Internship
        • My job involved working as part of a small team to serve customers and merchandise consumer goods and electronics on the shop floor. At times this involved dealing with goods previously purchased and offering alternatives or refunds. Items which were sold into the store had to be made presentable for resale, and the store had to be kept tidy whilst managing busy periods and large queues. The position increased my confidence with sales and handling large sums of money.

        2018

        Jan 2017 - May 2018
        • Edinburgh, United Kingdom
        • Internship
        • My role included two main responsibilities. The first was manning the welcome desk to greet visitors, sell photo permits and guides. I also worked as a visitor guide, offering tours to groups of people and information on the history, heritage and architecture of the building. The Cathedral also offers craft events for families and children which link the history and heritage of the building to creative activities. These craft sessions require more hands on help from volunteers such as myself where we are responsible for set up and clean up, but also involvement within the events, encouraging children to have a go. My position at St Giles has allowed me to interact with visitors of all ages and helped me tailor my communication skills to different age groups.

        2018

        Anatomy Museum Open Day Assistant

        The University of Edinburgh

        Jan 2017 - Mar 2018
        • Edinburgh, United Kingdom
        • Internship
        • This position involved greeting and engaging with visitors to make them feel welcome and answer any questions about the university collections. I helped run the pop up shop and ensure no photographs are taken within the museum or any disrespect is shown to the artefacts. We encourage younger guests to take part in our skeleton trail.

        2018

        Administration Assistant

        Mortgagefind

        Sep 2014 - Jul 2018
        • Bexley, United Kingdom
        • Part Time
        • Assisting advisors with mortgage and life assurance applications using the in-house software to add new clients on to our system and upload supporting documents. Liaising with lenders for individual progress reports and relaying any further queries or issues to customers. Handling incoming enquiries via telephone and email and organising customer appointments with consultants whilst working as part of the wider administration team to ensure the smooth running of the office.

        Education

        2018

        History Degree (BA)

        The University of Edinburgh

        Sep 2014 - Jul 2018
        • Edinburgh, United Kingdom

        2014

        A*AA A Levels in Psychology, History and English Literature

        Dartford Grammar School for Girls (Sixth Form)

        Sep 2012 - Jun 2014
        • Dartford, United Kingdom

        2012

        Sep 2007 - Jun 2012
        • Wilmington, Dartford, UK