JOB DESCRIPTION

Job title:Business Administrator

Directorate:External Affairs

Grade:Grade 4

Post holder:

Responsible to:Business Manager (Membership)

Hours:35

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, records management and communications. 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 role provides business administration and project management support to the Director of Membership and Business Manager (Membership), ensuring the coordination and implementation of departmental projects and tasks, supporting the management of College committees and groups and aiding the successful implementation of the membership strategy.

The role holder will also provide wider business support to the Membership Directorate, assisting colleagues as and when required, ensuring efficient and effective administrative processes throughout the directorate.

Main duties

  • Support the work of the Director of Membership and Business Manager (Membership), supporting the delivery of high quality projects and activities
  • Ensure theDirector of Membership and Business Manager (Membership) are well-prepared and well organised, pro-actively carrying out background research, producing documents, briefing papers, reports and presentations for meetings as required
  • Provide support to the Business Manager (Membership) in managing all relevant Committees and internal management groups, including UK Board, the Workforce Task Group, Supporting Our Doctors Task Group, the Information Governance Management Group, Retired Fellows & Members Society, Heritage Management Committee, Specialist Societies Liaison Group and other key groups
  • Support the Business Manager (Membership) in processing and authorising invoices and expenses relevant to College Committees and groups
  • Manage the annual RCOG Awards/Prizes and honorary Fellowship/Professorship selection processes including promotion, governance, judging and review, liaising with enquirers, applicants and judges as and when required
  • Support the attendance of RCOG representatives at conferences and events, including speakers, drafting appropriate correspondence, arranging visas, travel and accommodation and offering advice and guidance on the country (if outside the UK). Also support the organisation of an RCOG stand, where relevant, coordinating logistics and supporting the provision of promotional materials
  • Act as the main point of contact for careers enquiries liaising with members to collate and provide guidance and overseeing the provision of careers information and materials
  • Ensure necessary records are maintained, in line with the College’s records management policies that can readily provide current, accurate and accessible information
  • Contribute to the overall development of RCOG and its activities
  • Any other reasonable tasks required by the Business Manager (Membership)
  • 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.

PERSON SPECIFICATION

Education requirements

Essential criteria / Desirable criteria
  • Educated to degree level or equivalent
/
  • Project management qualification

Experience

Essential criteria / Desirable criteria
  • Excellent administrator with experience of delivering front line customer services
  • Experience of organising and facilitating meetings with stakeholder groups
  • Experience of supporting projects through to successful completion
/
  • Experience as PA (or similar) to Director/Chair (or equivalent)

Skills and abilities

Essential criteria / Desirable criteria
  • 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
  • Project management 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

Other requirements

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

Competencies

  1. Personal effectiveness
  • Takes responsibility for planning and prioritising own workload
  • Balances competing demands
  • Delivers work on time
  • Keeps all parties informed on the progress, changing priorities, etc.
  1. Quality
  • Maintains attention to detail and accuracy
  • Focuses on task even if it is routine
  • Consistently meets expected standards
  1. Communication
  • Provides information in a clear, concise and polite manner, both orally and in writing
  • Uses correct grammar and spelling
  • Is assertive but shows understanding; prepared to press a point when needed
  • Adopts most appropriate style, language and means of communication, according to the audience needs
  • Anticipates and is sensitive to possible reactions, especially when delivering a difficult message
  1. Working together
  • Seeks to build positive relationships with colleagues and external stakeholders
  • Consults and involves others as appropriate
  • Is diplomatic and sensitive
  • Proactively offers support and responds positively to requests for help
  • Treats all people with respect
  1. Customer focus
  • Portrays organisation in a positive way
  • Responds to customer queries positively and in a timely manner
  • Keeps customers updated
  • Seeks advice and refers on as appropriate
  • Understands what customers require, both internal and external, and works to meet their expectations
  1. Managing change
  • Can deal with the unexpected
  • Participates in change by making suggestions and sharing information
  • Is positive and flexible and helps out to make change work