JOB DESCRIPTION

Job title:Membership Engagement Coordinator

Directorate:External Affairs

Grade:5

Post holder:

Responsible to:Head of Membership

Hours:21

The Department

This post is in the Membership Team, which forms part of the External Affairs Directorate (which also includes Knowledge & Information Services, Marketing, Web, Policy & PR and Journals).

The Membership Team undertake all aspects of work relating to membership recruitment, engagement, retention, subscriptions and records management. The main responsibilities include: analysis of membership needs and the targeting of services to meet those needs; development of professional support services to ease workplace challenges, analysis of the O&G workforce; membership communications and engagement activities; growth of the membership; enabling access to membership products and services; the Fellowship selection process, Member and Fellow admission ceremonies; admin support to a number of Specialist Societies; managing RCOG awards/fellowships, as well as providing a helpdesk to the membership.

Purpose

This is a key role, supporting the delivery of the membership engagement strategy. Specifically the role will manage the engagement with key membership groups both in the UK and internationally, including International Representative Committees (IRCs) and Liaison Groups (LGs).

You will be responsible for providing high-quality stakeholder engagement to the membership supporting the coordination and implementation of projects to meet their specific professional needs.

You will work closely with the Head of Membership to develop and support membership engagement activities supporting the delivery of project and initiatives. You will act as a key contact between membership groups and staff across the College engaged in projects and support ensuring excellent communication and coordination of work.

Main duties

  • Support the work of the Vice President for UK and Global Membership, the Vice President for Global Health (in relation to IRCs), the Director of Membership and Head of Membership, supporting the delivery of high qualitymembership engagement projects and activities
  • Ensure the Vice President for UK and Global Membership, the Vice President for Global Health (in relation to IRCs and LGs), International Council Representativesand Director of Membership are kept up to date on engagement activities, pro-actively carrying out background research, producing reports and presentationsas required.
  • Plan and implement membership engagement, representation and support projects from inception through to completion; including communications, scheduling and implementing plans and timetables.
  • Coordinate and represent the RCOG at (virtual) IRC, LG and international stakeholderengagement meetings
  • Support the organisation of the annual IRC Chairs Meeting, and other country specific meetings, at the RCOG World Congress, including communications, venue logistics, agendas and speakers including the attendance of relevant RCOG staff.
  • Manage and advise on the nomination and election process for the IRCs and other relevant international membership groups.
  • Support the LGs to engage and work with the IRCs, creating and sending communications and providing them with updates on relevant projects, IRC activities and members
  • Support the establishment of links between an IRC and their local O&G societies and groups, developing contacts and engagement opportunities.
  • Support the attendance of appropriate RCOG representatives at international conferences and events, including speakers, drafting appropriate correspondence, arranging visas, travel and accommodation and offering advice and guidance on the relevant country. Also oversee the organisation of an RCOG stand, where relevant, coordinating logistics and supporting the provision of promotional materials.
  • Support the annual Fellowship selection process by acting as the main point of contact between the College and IRC Chairs for feedback on applicants relevant to their country.
  • Ensure necessary records are maintained that can readily provide current, accurate and accessible information.
  • Ensure appropriate support is provided to all relevant membership groups,as determined by the Head of Membership, and co-ordinate the output and activities emerging from each of these groups.
  • Act as the main point of contact for enquiries from IRCs, LGs and other international membership groups liaising with relevant staff to provide updates and support to those groups.
  • Contribute to the overall development of RCOG and its activities.
  • Any other reasonable tasks required by the Head of Membership.
  • Monitor web content relevant to membership groups, ensuring timely updates.
  • Contribute to the overall development of RCOG and its activities.

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: ______Date: ______

PERSON SPECIFICATION

Education requirements

Essential criteria / Desirable criteria
  • Educated to degree level or equivalent

Experience

Essential criteria / Desirable criteria
  • Excellent administrator with experience of delivering front line customer services
  • Experience of organising and facilitating meetings with stakeholder groups

Skills and abilities

Essential criteria / Desirable criteria
  • Strong interest in international engagement
  • Good knowledge of international geography
  • Excellent written and verbal communication skills for external use as well as internal liaison. Enjoys talking to people face to face and on the telephone
  • Excellent customer service skills
  • An excellent work ethic, ‘can do’ attitude and approach to work. Willing to work around the standard hours as and when required
  • Excellent IT skills, including Windows-based packages, Outlook, Word and Excel
  • Excellent minute taking skills
  • Ability and willingness to work to own initiative and as part of a team
  • Thorough, accurate and able to work under pressure and to tight deadlines
  • Conscientious, discreet, enthusiastic, reliable and personable individual
/
  • Project management skills

Other requirements

Essential criteria / Desirable criteria
  • Flexible and inclined to go “above and beyond” in pursuit of excellence

Competencies

  1. Personal Effectiveness
  • Takes ownership and organises self to deliver results
  • Is reliable, consistent and demonstrates a positive “can do” attitude
  • Solves problems by selecting from well-defined procedures but exercises discretion on the most appropriate response
  1. Quality
  • Is skilled and knowledgeable in own functional area
  • Seeks improvement and takes responsibility for self-development
  1. Communication
  • Communicates courteously, clearly and effectively with colleagues and external customers
  • Adapts communication depending on audience needs and desired outcome
  • Influences successfully across the College and beyond
  1. Working Together
  • Builds good working relationships
  • Contributes to the success of the team
  • Demonstrates a commitment to equality of opportunity and dignity at work
  1. Customer Focus
  • Provides a high quality customer service
  • Builds rapport with customers and treats them consistently and well
  • Adapts own ways to meet customer needs
  1. Managing Change
  • Adapts to and manages change effectively and supports others in doing the same
  • Is open-minded and seeks innovation