Job Title:Administrator for The Vascular Society of Great Britain and Ireland

Accountable to:Vascular Society Trustees

Directed by:Honorary Secretary

The Vascular Society of Great Britain and Ireland is a registered charity and the pre-eminent organisation in the country promoting vascular health by supporting and furthering excellence in education, training and scientific research.The Society represents & provides professional support for over 600 members, including vascular surgeons, vascular radiologists & others involved in independent vascular practices in Great Britain and Ireland. The success of the Society stems from its three day Annual Scientific meeting and Exhibition for 600 delegates. The Society also provides advice and guidance to its Members and, through its fundraising arm, provides research grants and raises awareness of vascular disease amongst the public.

The Administrator supports the Honorary Secretary in managing the activities of the Society, the Council and Honorary Officers. The Administrator is also responsible for managing the administrative function of the Society for Vascular Technology.

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Key responsibilities

To:

  • Provide administrative support to the Honorary Secretary, Officers, and Council
  • Support the Society’s Committee structures
  • Liaise with the Honorary Treasurer with regard to financial management
  • Manage the administration of the membership database
  • Maintain effective communication between the President, Officers and Members of the Council and Society

Responsibilities:

  1. Committee Administration

1.1Attending meetings of the Council and sub-committees, recording and writing minutes

1.2Preparation of committee papers

1.3Co-ordination of room bookings, catering and accommodation for meetings

  1. Membership

2.1Maintaining the Society’s membership database, ensuring the accuracy of the Society’s membership list is maintained and kept up to date

2.2Management of annual subscription payments, liaising with bank to set up Direct Debits, recording all annual payments on membership database and monitoring outstanding subscriptions

2.3Co-ordination of new membership applications, preparing list for Council, writing to new members with membership pack and requesting payments once approved

2.4Responding to queries from members

2.5Ensuring members receive regular Society updates and newsletters

2.6Development and management of membership area on Society website

2.7Maintaining data integrity and confidentiality

  1. Financial management

3.1Day to day management of the Society’s finances, in liaison with the Honorary Treasurer

3.2To maintain all financial records of the Society including monitoring and processing invoices, recording all transactions, arranging on-line payments and reconciliation of accounts

3.3Prepare all information required for Honorary Treasurer’s quarterly reports to Council

3.4Prepare information required for quarterly VAT returns in liaison with the Society’s accountants

3.5Prepare annual accounts for the Society and VSGBI Ltd, and liaise with the Society’s accountants

  1. Society for Vascular Technology

4.1Attending quarterly Executive meetings, recording and writing minutes; arranging meeting rooms and catering

4.2Sending out membership packs to new members

4.3Co-ordination of quarterly newsletter mailings

  1. Website

5.1To oversee the management of the Society website, liaising with the Society’s webmaster to ensure regular update and design

  1. Society Management

6.1Maintain good communication with VS officers and ensure they are kept informed of all issues affecting the Society. Liaise with members of Council and other VS Committees as required.

6.2Maintain and develop communication with other relevant organisations, eg SVT, SVN and the Rouleaux Club, and be proactive in promoting the Society.

6.3 Co-ordinate and administer the postal ballot for the annual Council elections, and co-ordinate elections for President and Honorary Officers

  1. Office

7.1Manage all office resources, including office rental, IT, telephones.

The post-holder is expected to work the hours necessary for the proper and efficient performance of the duties of the post. The post holder will occasionally be expected to perform duties outside of normal working hours including travel and overnight stays in other UK locations

This job description is intended as an outline of the responsibilities and may be amended in consultation with the post holder in the light of changing needs of the organisation.