23 April 2018

Dear Applicant

Education and Training Administrator

Thank you for your interest in working for The Royal College of Ophthalmologists.

The Royal College of Ophthalmologists champions excellence in the practice of ophthalmology. We are the only professional membership body for medically qualified ophthalmologists and for those who are undergoing specialist training to become ophthalmologists with over 4,000 members worldwide.

The College acts as the voice of the profession, we set the curriculum and examinations for trainee ophthalmologists, provide training in eye surgery, maintain standards in the practice of ophthalmology, and promote research and advance science in the specialty. Ophthalmologists are at the forefront of eye health services because of their extensive training and experience in the area.

The College oversees the training, education, examinations, and continuing professional development of ophthalmologists.The Education and TrainingAdministrator role is an opportunity to be involved in the delivery of medical education.

To apply please complete an application form, and email it to alternatively, send your completed application by post to Jo Longden, Executive Assistant, The Royal College of Ophthalmologists, 18 Stephenson Way, London, NW1 2HD.

The closing date for applications is 17.00,Monday 14 May 2018. Interviews will take place in the week commencing 21 May 2018.

If you would like to speak to someone about the role, please contactAlex Tytko, Head of Education and Training, on 020 7935 0702. Office hours are 09.00-17.00 or via

I look forward to receiving your application.

Yours faithfully

Alex Tytko

Head of the Education and Training Department

Working for the RCOphth

We offer a supportive working environment in friendly, modern offices in a central London location with excellent transport links. We are pleased to offer the following benefits to employees:

LEAVE

Annual Leave

25 days annual leave, or the pro rata equivalent for part time staff. Annual leave increases by one day for each complete year of service up to a maximum of 30 days.

Statutory Holidays and College closure days

Public holidays, when the office is closed, are recognised as statutory holidays with pay.

In addition to these and to your annual leave entitlement, the College is closed between Christmas and New Year.

Moving day

In addition to the above, staff are allowed 1 day to move house. This will not be deducted from their annual leave total.

PENSION

The College currently contributes to the occupational pension scheme administered by the

Superannuation Arrangements of the University of London (SAUL); the employer contribution is 16% of gross salary and employees contribute 6%.

SEASON TICKET ADVANCE

Staff who have satisfactorily completed six months’ probation may apply for an interest free loan for the purchase of an annual season ticket for travel between home and work at the College. A proportion of the sum will be deducted from their salaries on a monthly basis.

MATERNITY AND PATERNITY PAY

Enhanced maternity pay and paternity pay is available to eligible staff members.

LEARNING AND DEVELOPMENT

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

STUDY LOANS

Staff who have satisfactorily completed two years of service may apply for a study grant and loan. Subject to approval of the course to be studied the College will grant up to 60% of the course fees* and will provide an interest free loan for the balance. The balance to be repaid over an agreed period.

*total course fees should not exceed £5,000

CYCLE TO WORK SCHEME

A salary sacrifice scheme to aid the purchase of a bicycle for travelling to work is available.

CHILDCARE VOUCHERS

A salary sacrifice scheme to support payment of childcare is available to eligible staff members.

EYE TESTS

The cost of eye tests (up to £30) will be reimbursed.

EMPLOYEE ASSISTANCE SCHEME

This scheme provides access to health advice, confidential counselling and occupational health advice.

FOOD AND DRINK

The College receives a weekly delivery of fresh fruit for staff to enjoy. Tea and coffee (including Nespresso machine) is provided on each staff office floor.

This is an example of the current benefits offered by the College and is not contractual.

Role Description

Education and TrainingAdministrator

Scope of the job

The post holder must ensure that trainees and consultants receive a high quality of service whilst maintaining standards and managing competing work streams.

The Education and Training Administrator works with minimal supervision but in accordance with established policies, procedures and precedents. On matters which are exceptional, the post holder will work in consultation with the Head of Education and Training. He/she will also be responsible for improving procedures in consultation with the Head of Education and Training and assist with the review and revision of policies when required.

To support the Head of Education and Training in the running of thedepartment as required.

Main Purpose and Deliverables

  • Administering travel awards and clinical/research fellowshipsin Ophthalmology.
  • Administering the appointment of College Tutors and Regional Advisers.
  • Provide administrative support to the work of the Education Committee, mainly, but not exclusively, to the Leads listed below.

Undergraduate and Foundation Lead

Mentoring and Buddying Lead

New Consultants Lead

Training the Service Managers Lead

Lead for Training the GPs and other Specialties

  • Administrative support to the Head and Deputy of Education and Training Department.
  • Updating sections of the Ophthalmic Directory on the College website.
  • Support the Education and Training Co-ordinator in running courses when required.
  • Support on e-portfolio/Continuing Professional Development (CPD)diary queries.
  • Taking minutes at Committee meetings.

Main Areas of Work and Responsibility

Administering travel awards and clinical/research fellowships in Ophthalmology

  • Advertise a range of Awards and Scholarships in a timely manner
  • Process and acknowledge all applications received
  • Administer the marking and shortlisting process
  • Organise interviews and meetings when required
  • Liaise with the Chair of the Awards and Scholarships Sub-Committee
  • Liaise with organisations providing funding
  • Keep the Awards and Scholarship webpage up to date
  • Write minutes from meetings as and when required
  • Provide information to the Education Committee on the progress of the awards.

Manage the appointment of College Tutor and Regional Advisers

  • Manage the appointment of College Tutors (approx. 140)
  • Work with the panel considering nominations and ensure appropriate official communication of appointments
  • Ensure information on College Tutors is up to date on CRM, e-portfolio and web-based Ophthalmic Directory
  • Write to College Tutors approaching the three-year end of term in office and maintain up-to-date CRM lists
  • Accurate and timely communication of appointment to College Tutors, Medical Directors, Chief Executives and Postgraduate Deans and electronic filing
  • Liaise with Regional Advisers approaching the three-year end of term in office and manage the appointment process
  • Ensure vacancies are advertised in a timely manner via College News and targeted mailing lists
  • Work with the panel considering nominations and ensure appropriate official communication of appointments to the Education Committee meetings
  • Ensure information on Regional Advisers is up to date on CRM, e-portfolio and web-based Ophthalmic Directory.

Provide administrative support to the Education Committee

  • Provide administrative support in the preparation and sending out of the Education Committee Agenda including follow-up actions in liaison with the Head of Department
  • Make sure regular reports from all Leads and Sub-committee Chairs are collated prior to the Education Committee meetings
  • Provide administrative support to the Education Committee Chair when relaying messages to the Committee
  • Keeping CRM committee lists up-to-date including sub-committees and groups
  • Organise all meetings for the Education Committee
  • Provide administrative support to the Undergraduate and Foundation Lead, Mentoring and Buddying Lead, New Consultants Lead, Training the Service Managers Lead and Lead for Training the GPs and other Specialties in taking their work forward and organising meetings/calls for these.

Administrative support to the Head and Deputy of the Education and Training Department

  • Provide administrative support as and when required by the Head and Deputy.

Updating sections of the ophthalmic directory on the College website

  • Make sure the ophthalmic Directory is up to date with College as well as Deanery personnel.

Supporting the Education and Training Coordinator in running courses when required

  • Provide administrative support when required.

Support on e-portfolio/Continuing Professional Development (CPD) diary queries

  • Dealing with queries regarding the registrar e-portfolio and Continuing Professional Development (CPD) diary.

Taking minutes at Committee meetings

  • Taking minutes at Committee meetings when required.

Other

  • Providing support to other members of the team as and when required
  • Co-ordinate room bookings for all standing Committee meetings
  • Participate in training and personal /organisational development activities

General

  1. The office base is in Central London, but this role may require travel to meetings and events in and around London and the UK with some overnight stays as well as occasional working outside of normal office hours.
  1. The post holder may 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 his or her capabilities.
  1. The post holder must at all times take care of his or her health and safety and that of others by complying with health and safety obligations, particularly by reporting promptly any defects, risks or potential hazards.

Reports To: / Head of Education and Training
Deputy Head of Education and Training on some projects
Line Reports: / None
Key Stakeholders: / Consultants
- Trainees
Deaneries/LETBs
Heads of School
Training Programme Directors
College Members
Committee Chairs and Leads
Sub-committee members
The RCOphth finance team
Awarding Bodies
Medical students
Non-members working in the field of ophthalmology
Budget Responsibilities: / None

Person Specification

Experience and Knowledge

Essential / Desirable
Proven experience of working in a similar administrative role / x
Experience of working with CRM systems / x

Job-Specific Competencies

Essential / Desirable
Ability to work with people at all levels / x
Ability to act on own initiative / x
Ability to prioritise and deal with a varied workload / x
Good organisational and time management skills / x
Good all round IT skills particularly Microsoft Office applications / x
Ability to work to tight deadlines / x
Ability to communicate verbally and in writing with tact and diplomacy / x
Writing Minutes / x
Be self-motivated and work with minimal supervision / x
Work well under pressure / x
Work on own initiative and respond effectively to new situations / x
Work well within a team, with consideration for colleagues / x
Work with strong focus on quality of service / x
Work professionally and ethically / x
Work in consultation with the Head and Deputy Head of Education and Training / x
Participate in personal and organisational development activities / x

Education and Skills

Essential / Desirable
Educated to degree level / x
Job Title / Education and Training Administrator (full-time)
Reporting to / Head of Education and Training
Date/version no. / 1 September 2017
Level / 1 (Grade 4)