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The Royal College of Ophthalmologists is a membership organisation and the voice of the profession, with 4,750  members in the UK and overseas. Our role is to champion the specialty, set standards of training and practice, and influence change to make a difference to the lives of patients with eye conditions.
 

Job Purpose
To provide high-quality editorial, publication and administrative support for the Royal College of Ophthalmologists' academic journals, Eye and Eye Open, and its clinical guidelines programme. Working with the Managing Editor and Guideline Manager, the postholder will help coordinate the processes involved in manuscript submission, peer review, guideline development and publication. The role will ensure that correspondence, records, meetings and administrative workflows are managed accurately and efficiently, supporting the timely publication of high-quality research and clinical guidance.

The postholder will contribute to the continuous improvement of editorial and administrative processes and provide a professional and responsive service to authors, reviewers, editors, guideline development groups and other stakeholders.

Main responsibilities

• Administer journal manuscripts through the submission, peer review, revision, editorial decision and publication stages in accordance with agreed workflows and service standards using the online manuscript management systems and agreed procedures.
• Provide administrative support to the development and publication of RCOphth clinical guidelines, working with the Guideline Manager to coordinate activities, documentation, consultation and publication arrangements.
• Provide timely and accurate first-line support to journal authors, reviewers, editors and Editorial Board members.
• Maintain accurate and up-to-date records, correspondence templates, guidance and supporting operational documentation.
• Undertake accepted-manuscript checks and support the transfer of manuscripts to production.
• Support the coordination of accepted manuscripts and approved guidelines through the relevant publication processes, including liaison with editors, authors, internal colleagues and publishers as required.
• Monitor submission queues, deadlines, mailboxes and outstanding actions, escalating risks or complex issues to the Managing Editor.
• Contribute to workflow improvement, performance monitoring, implementation of the SNAPP manuscript system and the development of Eye and Eye Open.
• Identify and record potential publication-ethics, research-integrity, authorship or complaints issues arising during manuscript processing and refer them promptly to the Managing Editor.
• Escalate complex, sensitive or potentially high-risk matters promptly and in accordance with agreed journal procedures. Responsibility for investigating cases, reaching decisions and approving formal responses remains with the Managing Editor, Editors-in-Chief and other responsible editors.

Coordination and stakeholder support

• Act as a first point of contact for routine enquiries from authors, reviewers, editors, guideline development group members and other stakeholders, providing accurate and timely responses or referring matters appropriately.
• Liaise with Editors-in-Chief, section editors, associate editors and reviewers to support the efficient progression of manuscripts through peer review and editorial decision-making.
  o   Allocate submissions to a relevant section editor and associate editor (including scheduled reminders)
  o   Invite reviewers and monitor responses, notifying the section editor if further referee suggestions are required.
  o   Check decision correspondence for accuracy and appropriate use of approved templates before issue.
  o   Administer appeals, liaising with the Managing Editor and relevant Associate Editor.
  o   Provide information to the Editorial Board, authors and reviewers on the manuscript submission, review, and publication processes as required.
  o   Check provisionally accepted manuscripts for completeness and compliance before final acceptance by the Managing Editor.

• Support the Guideline Manager in coordinating communications with guideline authors, development groups, reviewers and consultation participants.
• Provide guidance and practical assistance to users of manuscript submission and tracking systems.
• Maintain effective working relationships with colleagues across the College and external partners involved in editorial, guidance development and publication activities.
• Identify and promptly refer sensitive or complex issues, including publication ethics, research integrity, authorship concerns, complaints and appeals, to the Managing Editor or relevant responsible manager. Editorial, clinical and formal decisions remain with the appropriate authorised individuals.

Committee and meeting administration

• Provide administrative support for the journals' Editorial Boards and clinical guideline development meetings, including arranging dates, coordinating attendance and preparing and circulating agendas and papers.
• Attend meetings as required, prepare accurate minutes, record decisions and actions, and follow up outstanding matters.
• Maintain meeting records, action logs and relevant documentation, ensuring agreed actions are progressed and deadlines monitored.
• Liaise with chairs, editors, clinical experts and College colleagues to support effective meeting arrangements and follow-up.
• Provide other reasonable administrative support to Editorial Boards and guideline development groups between meetings.

Records, systems and continuous improvement

• Maintain accurate information and records using relevant manuscript management, document management and College systems.
• Monitor shared mailboxes, workloads and administrative deadlines to support the timely delivery of activities.
• Assist with the collection and preparation of operational information, including submission activity, review timescales, publication progress and other relevant performance measures.
• Identify opportunities to improve administrative efficiency, consistency and the experience of contributors and stakeholders.
• Support the development and maintenance of standard operating procedures, templates and administrative guidance.

General Responsibilities

• Provide flexible administrative support to colleagues across the Quality Improvement and Research team, according to departmental priorities and capacity.
• Work collaboratively with other College Departments to ensure members and other stakeholders’ experience of any interactions with the College are proactive, positive, and efficient.
• Work with the Head of Department and other colleagues to make full use of the Contact Relationship Management system’s functionality to support achievement of the College strategic plan.

Other

• Carry out from time to time and as directed, any other duties as required.

Skills, Knowledge and Expertise

• Experience of working in an academic publishing role
• Experience of providing accurate administrative support in a deadline-driven environment involving a high volume of detailed work
• Knowledge and experience of Microsoft applications, including Word, Excel, Outlook and PowerPoint
• Confidence in learning and using specialist online systems
• An understanding of publication ethics, research integrity or academic publishing standards is desirable

Skills and Abilities 

• Committed to providing excellent customer service 
• Clear and accurate written and communication skills
• Strong attention to detail and the ability to identify inconsistencies or missing information
• Ability to identify issues and solve problems logically 
• Excellent interpersonal skills, the ability to build rapport and work effectively with staff and stakeholders
• Ability to deal professionally and tactfully with authors, reviewers and senior clinical or academic stakeholders
• Ability to contribute new ideas and suggest improvements to ways of working
• Ability to organise and prioritise a varied workload, manage competing deadlines and follow work through to completion
• Ability to recognise matters requiring escalation and exercise appropriate judgement within defined procedures

Personal Qualities (Attributes)

• Commitment to equity and diversity and understanding of how this applies to own area of work
• Committed to own continuing professional development

Other requirements

• The post holder may occasionally be required to work some evenings and work away from home in the UK