The Royal College of Radiologists (RCR)
JOB DESCRIPTION AND PERSON SPECIFICATION
Job Title: Professional Standards Administrator
Responsible to: Professional Standards and Services Manager
Responsible for (direct reports): N/A
JOB PURPOSE
A. To provide secretarial and administrative support to College Officers and the Professional Standards Team as required.
B. To provide secretariat service to committees, activities and projects.
C. To maintain and manage data and information relating to assigned areas of work.
Scope and limits of authority
The post holder has day-to-day responsibility for:
· Activities to support Officers of the RCR, Chairpersons, committees and meetings.
· Assisting on projects and activities for the Professional Standards Team.
· RCR website updates related to assigned areas of work.
· RCR membership database updates and other records for all areas of their work.
· Keeping within budget allocation.
The role is collaborative in nature but requires independent planning and working, decision making and sound judgement.
JOB TASKS
A Secretarial and Administrative Support
a. Providing secretarial and administrative support to College Officers as required, including: holding diary information and coordinating availability, arranging ad hoc meetings, assisting with the provision of briefing and advice, booking travel and accommodation as necessary, processing and recording expense claims, undertaking research eg identifying materials and email addresses, drafting correspondence and sending emails, and filing materials.
b. Supporting the Professional Standards and Services Manager to arrange team meetings including booking rooms, noting decisions and actions and ensuring action points are carried out, and undertaking other tasks as required.
c. Supporting colleagues as necessary in the organisation, delivery and follow-up associated with Committees and Boards serviced by the team, including co-ordinating travel bookings, checking expenses claims in accordance with RCR policy, and the conduct of agreed diversity monitoring processes.
d. Providing cross cover and support as required to ensure the maintenance of service to members and Fellows, including fielding and dealing with queries received by the team in liaison with the Professional Standards and Services Manager and other members of the team.
B Secretariat service for meetings, activities and projects
In consultation with the Professional Standards and Services Manager and other team members as appropriate, provide secretariat support to committees, activities and projects as follows:
e. Arranging meetings including room and catering bookings, the preparation and distribution of agendas and meeting papers, taking minutes and following up action points in a timely manner.
f. Working with the relevant Chair of Committees and College Officers on the appointment of new members, ensuring that committee terms of reference are updated with membership changes promptly.
g. Responding to enquiries, including applications for special interest group status, seeking advice from the team when necessary.
h. Contributing to the regular review of relevant memoranda of understanding and contacts.
i. In consultation with the relevant Officer, key stakeholders and the Professional Standards and Services Manager, overseeing arrangements for Clinical Oncology fellowships to encourage a good level of applications, support successful applicants and ensure that associated reports are approved by the relevant committee.
C Data and Information Management
Maintain electronic and paper records accurately and in a timely manner relating to assigned committees and activities. Tasks to include:
j. Accurately maintaining files and ensuring data and information are well organised, readily accessible and kept up to date on RCR systems and databases, including relevant webpages.
k. Keeping up-to-date with, and adhering to, data protection legislation and RCR information governance and security protocols at all times, seeking appropriate advice when necessary.
l. Developing and maintaining comprehensive desk notes for the duties of the post, including an up-to-date calendar of activities and descriptions/flow charts of processes.
Key working relationships
· Professional Standards Team members
· Officers, Chairpersons, Heads of Service, Special Interest Group Leads and administrators, Colleagues at the Cyclotron Trust and members of committees
· Executive Director and staff of the Department of Professional Practice
· Publications team
· Communications team
PERSON SPECIFICATION
Knowledge and qualifications
· Educated to A-Level or equivalent, with a good standard of literacy and numeracy.
· Advanced-level MS Word and Outlook. Intermediate-level MS Excel and PowerPoint.
Skills and experience
· Excellent written and oral communication skills with accurate use of English, including drafting communications, minutes and reports with minimum guidance.
· Experience of providing of high level support to senior professionals, including provision of briefing and advice, and preparation of correspondence and reports to a high quality standard.
· Experience of committee management and administration, including minute-taking, co-ordination of committee business and secretariat support to the Chairperson and members.
· Experience of using and maintaining a database or equivalent to store and retrieve information so that information is kept up to date and readily accessible
· Clear and analytical thinker with the ability to exercise sound initiative, judgement and discretion and think through issues to offer practical solutions.
· Able to use the internet effectively for research purposes.
· Good attention to detail.
· Genuine and supportive team player with the ability to work independently and flexibly.
· Able to manage own time effectively and prioritise work across a range of activities in order to ensure that work is delivered to deadline.
· No prior clinical or medical knowledge is required although some experience of working with doctors or other high-profile professionals would be advantageous, as would an understanding of the NHS and the provision of healthcare services.
Personal qualities
· Self motivated, committed to working to high standards.
· A team player able to work collaboratively with colleagues.
· Enthusiasm for learning and developing and taking on new tasks.
· Interest in owning and developing tasks, working independently and taking the initiative.
· Commitment to provide a professional and friendly service and for dealing with enquiries from a range of sources with tact, discretion and patience.
· Commitment to equality and valuing diversity, and an understanding of how this applies to delivery of own area of work.
· Commitment to the aims and charitable objectives of the College.
Royal College of Radiologists Administrator – Professional Standards Team
Job Description 1 of 2 May 2017