Royal College of Obstetricians and Gynaecologists

ROYAL COLLEGE OF OBSTETRICIANS AND GYNAECOLOGISTS

JOB DESCRIPTION

Job Title Administrator, Resources

Directorate Resources Directorate

Grade 4

Post Holder VACANT

Responsible to Executive Director of Resources

Executive PA, Resources Liaison with Honorary Secretary Honorary Treasurer Executive Director of Resources Committee Chairs

Hours 35 – fixed term contract for 1 year

The Directorate: e.g. structure / size of department, whether role is new, number of direct reports etc.

This is a new role in a revised structure of administrative and business support for Officers and senior staff.

The support team of the Resources Directorate is made up of two staff – the Executive PA and the Administrator.

Purpose: Describe the overall objective of the role and how it fits into the College

This is a crucial role, providing administrative support to the Executive PA, enabling the Honorary Secretary, the Honorary Treasurer and the Executive Director of Resources to work in the most organised and efficient way.

The key objective of your role is to provide the Executive PA with high level support, contributing to the optimum functioning of the Directorate.

Main Duties: Outline areas of responsibility

 Support the Executive PA with administration for the Honorary Secretary, the Honorary Treasurer and the Executive Director of Resources.

 As instructed by the Executive PA, ensure that the Honorary Secretary, the Honorary Treasurer and the Executive Director of Resources are well-prepared and well organised, carrying out background research, producing documents, briefing papers, reports and presentations as required.

 As instructed by the Executive PA, co ordinate diaries of the Honorary Secretary, the Honorary Treasurer and the Executive Director of Resources.

 Prepare dictation as required, utilising emerging technologies where possible to maximise efficiency.

 Provide support to the Executive PA in all areas of financial tracking required.

 Maintain systems, procedures and records in line with the College’s goals and objectives.

 Ensure necessary records are maintained that can readily provide current, accurate and accessible information.

 Support the College’s Membership Relations Department as follows: Co-ordinate, source articles and collate Membership Matters magazine Co-ordinate Consultant job description approval and appointment panels Co-ordinate attendance and publicity at external careers events Process nominations for elevation to Fellowship Process nominations for Fellowship ad eundem and honoris causa Assist with the annual membership survey Assist the National SAS Lead Assist the Chair of the Retired Fellows and Members Society Assist the Careers Advisors co-ordinating all careers advice

 Co-ordination and administration of College ‘representatives on outside bodies’ and associated database.

 Service key Committees as required.

 Support the Executive PA with administration of the central contracts repository.

 Administer the College meetings and events calendar.

 Administer the appointment of Committee members and Chairs, including Scotland, Wales and Northern Ireland and Honorary Appointments.

 Assist in collation and editing of the Annual report and Annual Review.

 Co-ordinate the annual RCOG Christmas Lecture.

 Contribute to the overall development of RCOG and its activities.

 Any other reasonable tasks required.

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to amendment in consultation with the job holder.

Signed by: Date: ROYAL COLLEGE OF OBSTETRICIANS AND GYNAECOLOGISTS

PERSON SPECIFICATION

Qualifications / Training Essential / Desirable

Educated to at least A-level or equivalent Desirable

Previous Experience

Experience in an administrative role Essential

Key Skills / Attributes

Flexible and willing to go “above and beyond” Essential

Delivers reliably to deadline Essential

Excellent communication, interpersonal and organisational skills Essential essential

Excellent IT skills, including Windows-based packages, Outlook, Word Essential and Excel

Excellent minute taking skills Essential

Shorthand Desirable

Ability and willingness to maintain strictest confidentiality Essential

Ability and willingness to work to own initiative and as part of a team Essential

Thorough, accurate and able to work under pressure and to tight deadlines Essential

Conscientious, discreet, enthusiastic, reliable and personable individual Essential

Other Requirements