Sumathi Dilling

5 July 2017 – 13 February 2024     University of Central Lancashire (UCLan)

Phase 2 Officer

• Supported the work of the Theme Leads, Clinical Module Leads and tutors to enable delivery of the Year 3 programme.
• Liaised with the placement team and partner organisations about clinical placements, inductions, student allocations and clinical supervision.
• Liaised with placement providers, both clinical and third sector, to coordinate provision of teaching sessions by external staff.
• Worked with the Theme Leads to ensure accurate timetabling is provided to staff and students.
• Raised purchase orders for services provided by partner institutions ensuring transparency of finance.
• Undertook student attendance monitoring using My Progress, and collated weekly timesheets ensuring correct placement partners and Skills Team were notified in the event of absence.
• Organised student inductions on campus and liaised with placement partners to coordinate inductions within the clinical and third sector setting.
• Arranged student travel and processed travel claims.
• Contributed to the planning and delivery of Campus Days and other teaching, including providing assistance to visiting teaching staff, and worked and liaised with Clinical Module Leads and Heads of Year to ensure staffing input to Campus Days.
• Conducted appropriate quality assurance for Campus Days providing the feedback to Theme and Clinical Module Leads.
• Conducted Right to Work Checks for individuals providing services to Phase 2.
• Maintained and produced reports from the technical side of the student e-portfolio system My Progress. Allocate students to groups and created / deployed forms. 
• Monitored student e-portfolio submissions to ensure appropriate professional standards and supervision requirements were met. Liaised with partner institutions regarding remedial action resulting from the monthly audits. 
• Issued alerts and announcements as required, via Blackboard and other appropriate channels.
• Organised and prepared agendas and documents attended and took minutes of the meetings with placement providers as well as any training events / conferences and checked action taken as required for the School.
• Evaluated and suggested further relevant developments within the Phase 2 Administration processes to ensure effective integrated administrative practices and networking across partners and within the University to provide seamless delivery of the programme.
• Acted as a point of contact for administrative staff at partner institutions and regulatory bodies.
• Acedt as a first point of contact for students with concerns and determined appropriate actions, liaising as required with other members of the pastoral team. Organised appointments with the Professionalism, Wellbeing and Safety Tutors. Information sharing with partner institutions and regulatory bodies as appropriate.
• Monitored the MBBS Phase 2 email mailboxes and responded and actioned as appropriate. Provided cross cover for other Phase 2 Administration staff if required.

2015 – 2017      National Spiritual Assembly of the Bahá’ís of the United Kingdom

Administrative Assistant/Records Officer

• Managed a major project involving the digitisation of the National Spiritual Assembly’s paper records. Tasks included supervising volunteers involved with the checking of the scanning quality of the e-documents, determining that e-documents and paper records matched and tallied, organising the shredding of the paper records and storage of the records that the National Assembly wished to keep, liaising with the scanning company accordingly, and preparing project review reports for management.
• Supervising and training volunteers looking after the reception desk. 
• Managing the bookshop – ordering books, keeping track of sales, liaising with the main bookshop regarding the digitisation of the accounting and sales system, and supervising the reception volunteers who looked after the sale of the books.
• Assisted with the preparation of the Records and Volunteers Manuals as well as the tour guide booklet for the volunteers.
• Organised the department’s social events. 
• Assisted the Coordinator of the Department in various tasks, such as maintaining petty cash records and preparing the credit card statement analysis for the Finance Department as well as helped coordinate volunteers for management meetings.
• Maintained the National Database.  This involved keeping the records up-to-date – registering new believers, transferring believers in and out of the country, closing the records of deceased friends, change of address and marital status – printing and sending letters and credential cards to believers, fielding questions from the friends and liaising with the Local Spiritual Assemblies, Groups and other agencies, preparing monthly reports for National Assembly and other reports as requested by the Local Assemblies, Groups and agencies.
• Managed the completion of the digitisation of national records and archive material in liaison with external agency.

2010 – 2015                                             Malaysia and United Kingdom

English Editing Services

• Helped my husband with the administrative aspects of his English editing and proofreading business

2007 – 2010                           William Russell                                         Malaysia

Office Manager and Insurance Executive

• Set up the office
• Liaised with external contractors/agencies in the setting up of the office
• Prepared staff recruitment letters
• Maintained staff records
• Maintained petty cash records
• Organised payment of utilities, external contractors/agencies and office supplies
• Prepared monthly accounts (petty cash and cheque payments) for the head office in the United Kingdom
• Processed medical insurance claims made by clients and hospitals
• Liaised with doctors and hospitals for information regarding medical conditions reported by the clients

2006 – 2007      Social and Economic Development Services (SEDS) Malaysia     

Office Manager

• Assisted with various tasks, such as helping with the organisation of meetings/conferences and preparing letters of appointment for staff
• Liaised with managers/directors and other internal and external agencies on matters pertaining to the SEDS projects
• Organised meetings, training courses and events for SEDS, and liaised with external agencies
• Maintained petty cash and bank accounts, and kept the account books  
• Organised the payment of utilities, staff salaries and payments to other agencies
• Organised staff meetings, and took and prepared minutes 

2001 – 2006                  Bahá’í World Centre                                  Israel

Executive Assistant

• Prepared itineraries and arranged international travel for the member of the International Teaching Centre.
• Assisted with the organisation of international conferences including arrangements for accommodation and visa applications.
• Drafted letters and reports, undertook research, analysis of budgets, trained new staff and performed other advanced secretarial duties.
• Analysed and collated the statistics for the officers of the International Teaching Centre and liaised with the statistics department to ensure accuracy.

1998 – 2000                  Orkney Health Board                 United Kingdom

Secretary to the Director of Operational Services

• General secretarial duties
• Administrative arrangements for travel and accommodation
• Maintained confidential records
• Responsible for the scheduling of diaries, arranging appointments and organising meetings, taking and preparing minutes of meetings
• Processed time sheets for nursing staff
• Liaised extensively with other departments and outside agencies
• Part of the organising committee for visit by the Minister of Health

1995 – 1998                  Drever and Heddle                     United Kingdom

Legal Secretary

• Prepared dispositions, wills, standard securities and affidavits
• Performed general secretarial duties
• Liaised with external agencies including Court officials and Local Authority

1992 – 1995                  Elektrisola                                           Malaysia

Head of Administration Department and Personal Assistant to Managing Director

• Directed the day-to-day office operations providing fundamental support to the Managing Director and team of consultants. 
• Coordinated the purchasing, security and transportation departments, and the canteen
• Responsible for the organisation of administrative staff and vetting of suitable applicants for senior positions.
• Organised the inaugural opening of the factory including arrangements for ministerial delegation, and other internal company functions 
• Organised travel, accommodation and visas for the Managing Director and staff attending training to sister factories in Europe
• Attended meetings, recorded and prepared the minutes of the meetings
• Organised the move of the entire office and factory from its temporary location to its permanent premises, including the sourcing quotations for office furniture, equipment and utilities, as well as liaising with the successful companies to ensure that the deadlines for installation were met 
• Responsible for identifying and procuring the housing of the company’s factory staff.

1979 –1992                   Various Companies                              Malaysia

Secretary to Managing Director/General Manager

• General secretarial duties
• Conducted research for German foreign investors
• Responsible for accounting and personnel matters