Supporter Engagement Administrator

Job Title: Professional Support Administrator

Reports to: Head of Professional Support

Line reports: N/A

Contract terms: Permanent 35 hours per week 

Salary: £26,815-£27,437

Location: London-based, with hybrid working

The Royal College of Ophthalmologists (RCOphth) is a membership organisation and the voice of the profession, with over 4,000 members in the UK and overseas. Our role is to champion the specialty, set standards of training and practice, and influence change to make a difference to the lives of patients with eye conditions.

Job Purpose

The post holder will provide administrative support across several key functions of the department focusing mainly on clinical job description approval and sourcing of volunteers to attend appointment panels across the UK (Advisory Appointments Committee), support delivery of the RCOphth academic journal Eye, and committee administration.

Main responsibilities

• Responsibility for the day-to-day administration of the College’s Advisory Appointments Committee and ophthalmologist job planning advice service
• Provide administrative support to the Managing Editor of Eye ensuring the manuscript submission, review and publication processes are effective
• Department committees e.g.  scheduling meetings, agenda setting, minute taking and following up on actions
• Additional department administrative support as required

Advisory Appointment Committees (AACs)

• Administering the approval process for job descriptions (c. 200 a year) – assigning work to relevant Council Representatives and supervision of the progress of approvals to meet the average 3 week turn around
• Coordinating volunteers to attend AACs on behalf of the RCOphth including recruitment, training and database management
• Providing general advice and guidance to stakeholders on job descriptions in accordance with the agreed job description guidance
• Supporting the head of department and chair of the job planning committee in monitoring and identifying changes in external and internal policies that effect the guidance and the process and liaising with Head of Department and relevant chairs to implement necessary change.
• Six monthly reporting on AACs and outcomes for RCOphth Committees and internal stakeholders
• Ensuring AAC appointments announced quarterly in College News and ensuring the membership team are informed to review membership categories of appointees
• Represent the College at meetings of the Joint Royal Colleges AAC Intercollegiate Group

Eye journal

• Administer the manuscript processes, from submission to peer-review and overall decision, using the online manuscript tracking system and in line with agreed workflows including:

o    Liaising with the Editor in Chief for the initial review of new submissions

o    Allocating submissions to a relevant section editor and associate editor (including scheduled reminders)

o    Sending of review invitations and notifying the section editor if further referee suggestions are required

o    Sending of decision letters to authors, ensuring accuracy of content and correct use of letter templates by editors

o    Administering appeals, liaising with the Managing Editor and relevant Associate Editor

o    Providing information to the Editorial Board, authors and reviewers on the manuscript submission, review, and publication processes as required

• Provide first line support for queries received by email and telephone
• Support authors, reviewers, and Editorial Board Members in the use of the manuscript tracking system

Committee management

• Managing the annual calendar and meeting administration for about 15-20 meetings per year)
• Liaising with chairs, producing agendas, taking minutes and ensuring actions are followed up and completed
• Administering recruitment to committee positions i.e. subcommittee chair or members vacancies.
• Database entry to enable efficient and accurate administration

General Responsibilities

• Providing support to other members of the team as and when required including responding to queries
• Liaison with other College Departments to ensure members and other stakeholders’ experience of any interactions with the College is proactive, positive, and efficient.
• Work with the Head of Department and other colleagues to make full use of the Contact Relationship Management system’s functionality to support achievement of the College strategic plan

Other

• Carry out from time to time and as directed, any other duties as required in addition to the above that will be both reasonable and within your capabilities.

Inclusion and Diversity statement 

RCOphth is committed to encouraging inclusion, equity and diversity among our staff, and eliminating unlawful discrimination, harassment and victimisation by complying with the Equality Act 2010. We want a working environment where individual differences and the contributions of all staff are recognised and valued. To do this, we will proactively tackle discrimination and disadvantage and ensure that no individual or group is directly or indirectly discriminated against for any reason. We expect all employees to champion and live our values through their work at every opportunity.  

Our values are: 

Inclusion

• actively welcoming a diversity of experiences and perspectives
• everyone being respected and encouraged to participate regardless of their background or role

Integrity

• being open and honest, demonstrating accountability in all its work
• evidenced-based and transparent decision-making, utilising a range of data, information, expertise and experience

Innovation

• creating novel opportunities to advance and deliver on its aims, anticipating changing circumstances
• actively welcoming fresh ideas and approaches
• fostering a climate of ambition and excellence drawing on expertise from across the College’s communities

Improvement

• being a learning organisation, reflecting on both successes and mistakes
• continuous and sustainable development across all its activities

Person Specification

Criteria

Knowledge, Qualifications and Experience

• Previous experience of a similar role e.g. committee administration and minute taking
• Knowledge and experience of Microsoft applications, including Word, Excel, Outlook and PowerPoint
• Knowledge of journal publication and review processes

Skills and Abilities

• Committed to providing excellent customer service
• Excellent interpersonal skills, the ability to build rapport and work effectively with staff and stakeholders
• Ability to identify issues and solve problems logically
• Excellent written and communication skills
• Ability to contribute new ideas and suggest improvements to ways of working
• Ability to work on own initiative and meet strict deadlines
• Respects and cooperates with colleagues, working effectively with other departments when needed

Personal Qualities (Attributes)

• Commitment to equity and diversity and understanding of how this applies to own area of work
• Committed to own continuing professional development

Other requirements

• The post holder may occasionally be required to work some evenings and work away from home in the UK

Staff benefits

We offer a friendly and supportive working environment and make sure our employees are well looked after with a great benefits package, which includes:

Work life balance and family friendly benefits:

• Hybrid working
• Flexi-time
• 25 days of annual leave, increasing to 30 days with length of service (plus bank holidays and office closure between Xmas and New Year)
• 1 day of paid leave to move house
• Enhanced parental leave

Planning for your future:

• Employer pension contributions up to a maximum of 12%.

Career development

• All staff are offered opportunities for learning and development, in addition to a comprehensive e-learning package
• Study loans

Travel

• Season ticket loan
• Cycle to work scheme

Wellbeing

• Eye test contribution
• Summer Fridays (staff can finish 90 minutes early from 17th July – 31st August)
• Enhanced Employee Assistance Programme (with access to free counselling sessions)
• Free flu vaccinations

How to apply

Please submit your CV (maximum 2-pages) and a covering letter (maximum 1 page). The cover letter must explain what makes you suitable for the role. Please use the Job Description for reference.

Interviews will be held at our office in Euston, week commencing 26 February. Please indicate if you are likely to need any reasonable adjustments to successfully complete this interview.

Applicants must already have the right to work within the UK without restriction. Only shortlisted candidates will be contacted.

The closing date for applications is Friday 16 February 2024.