Job Title: Examinations Events Administrator
Reports to: Head of Examinations
Line reports: None
Contract terms: Part time (21 hours per week)/9 months fixed term.
Location: 18 Stephenson Way, London NW1 2HD
About The Royal College of Ophthalmologists
The Royal College of Ophthalmologists (RCOphth) is the only professional membership body for medically qualified eye doctors, who specialise in the prevention, treatment and management of eye disease, including surgery to optimise care for all patients. Ophthalmologists are at the forefront of eye health services because of their extensive training and experience in the area.
As an independent charity with over 4,000 members worldwide, we pride ourselves on providing impartial and clinically based evidence, putting patient care and safety at the heart of everything we do. Our strategy and areas of work are developed by our Trustees, Council and committees, who are supported by a staff of 35 employees. The College is currently trialling a hybrid working policy, a mix of working remotely and working in the College building in Euston, London. A review of this policy is due to take place in March 2022.
We are not a regulatory body, but we work collaboratively with government, health departments, charities and eye health organisations to develop recommendations and support improvements in the co-ordination and management of hospital eye care, both nationally and regionally.
The Examinations department deal with applications, logistics and appeals of the examinations doctors take to specialise in Ophthalmology. The Exams department organise and run different exams across the UK and overseas as well as recruiting more senior ophthalmologists to help create, examine and mark the exams. Am important function of the Examinations department is to also ensure all candidates and members have as few problems with the booking process as possible and if there are any problems to resolve them as quickly and professionally as possible.
Scope of the Job
The Examinations Events Administrator works largely unsupervised 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 Examinations. The Examinations Events Administrator will also be responsible for improving procedures in consultation with the Head of Examinations and assist with the review and revision of policies when required.
Main Purpose and Deliverables
- the end to end delivery of the Duke-Elder Undergraduate Prize examination, which occurs once per year, every March;
- the organization of the once yearly Admission Ceremony for Fellows and other members of the College (in September each year)
- the organization of Examiner Training Days
Main Areas of Work and Responsibility
- Confirming examination entry and timetable for all candidates. Expected number of candidates for each exam is 500 – 600.
- Responding to enquiries about the examination and effectively communicating College rules, policies and decisions.
- Receiving applications from medical schools (around 30+) and confirming list of medical students entered for the examination.
- Maintaining the iMIS database to ensure candidate information is up to date.
- Managing and maintaining the Duke-Elder question bank.
- Arranging paper setting meetings.
- Producing question papers in partnership with the Senior Examiners.
- Proof-reading question papers and liaising with Sub-Committee members to ensure technical accuracy.
- Printing question papers, liaising with external provider and ensuring strict security measures are maintained.
- Liaising with Ripley Systems, BTL and Proctor Exam for the online delivery of the examination.
- Logistical preparation and maintaining of the exam in Ripleys.
- Checking examination scores and results.
- Creating examination pass lists.
- Applying agreed standard setting and quality assurance processes to prepare examination results for approval.
- Collating and providing performance feedback to candidates.
- Communicating critical information to the Head of Examinations and Senior Examiners.
- Promoting the Duke-Elder examination to UK and Irish Medical Schools.
- Maintaining database of UK and Irish Medical School contact details.
- Liaising with Duke-Elder Prize Winner regarding choice of prize and travel arrangements as required.
- Reviewing and streamlining administration processes in consultation with the Head of Examinations.
- Coordinating the Admission Ceremony which is held once a year in September.
- Maintaining details of eligible attendees. (can be between 100 – 300)
- Issuing invites to new Fellows and Members.
- Coordinating the registration website.
- Confirming the allocation of guest tickets and arrangements for the day.
- Confirming the attendance of Council, Senior Examiners, Honorary Fellows.
- Confirming arrangements for the award of Honorary Fellows, including orators.
- Arranging and coordinating photographic activities on the day.
- Coordinating requirements for academic dress.
- Producing and proof-reading the Ceremony programme and arranging printing.
- Coordinating the venue set-up and required catering.
- Producing certificates, liaising with calligrapher and required signatories.
- Dispatching certificates to new Fellows and Members unable to attend Ceremony.
Examiner Training Days
- Organise, prepare and deliver examiner training days (online) 3 times per year.
- Identify attendees and administer invitations.
- Liaise with Examiner Training Lead and Senior Examiners.
- Prepare advance training materials in conjunction with the Examiner Training Lead.
- Co-ordinate post-training surveys.
- Attend training days.
- Liaise with external speakers and contributors.
- Keep examiner records of attendance up to date in the Ripleys system.
- Assist in the administration of the Refraction Certificate, Part 1 FRCOphth, Part 2 FRCOphth Written and Oral and Certificate in Laser and Refractive Surgery examinations, as required.
- Attendance at practical examinations at UK centres as required (up to 5 times per year)
- Providing reports as required by the Chief Executive, Chairman of the Examinations Committee and Head of Examinations.
- Maintain strict confidentiality and security across the examinations process.
- Contribute and maintain departmental risk register in partnership with the Deputy Head of Examinations.
- Participate in training and personal /organisational development activities.
*The list of duties and responsibilities is not exhaustive and the post holder may be required to undertake other duties appropriate to the grade. The post holder is expected to comply with all policies and procedures of the College and their variations.
Key Working Relationships
Reports to: Head of Examinations
Line reports: None
Stakeholders: Candidates, Examiners, Exam venue administrators and invigilators, Medical schools, College Members, Software providers, Sub-Committee members, The RCOphth finance team.
Scope and Accountability
- No financial control
- Adhering to budgets for exam venues, restaurants, hotels and catering etc.
- Shared responsibility for maintaining candidate information
- Shared responsibility for maintaining examiner information
Legal, regulatory and compliance responsibility
- Compliance with health and safety procedures, including prompt reporting of any defects, risks or potential hazards
- Compliance with the organisation’s data protection and privacy policies
- Compliance with EU General Data Protection Regulation (GDPR)
Essential (E) Desirable (D)
Knowledge, Qualifications and Experience
Administrative experience in an educational administrative or membership organisation role. E
Experience of working with CRM systems. E
Previous experience in an examinations role. D
Experience of developing or reworking processes. D
Educated to degree level. D
Experience coordinating events. D
Skills and Abilities
Ability to work accurately and methodically under pressure. E
Ability to communicate procedures, rules and decisions effectively but with tact and diplomacy. E
Ability to use discretion and apply guidelines sensibly and consistently. E
Ability to deal with a varied workload and to multi-task. E
Ability to work to tight deadlines. E
Ability to work with people at all levels. E
Personal Qualities (Attributes)
Be self-motivated and work with minimal supervision. E
Work well under pressure and with conflicting demands. E
Work on own initiative and respond effectively to new situations. E
Work well within a team, with consideration for colleagues. E
Work with strong focus on quality of service. E
Work professionally and ethically. E
Work in consultation with the Head of Examinations and other colleagues. E
Assist the Head of Examinations with other aspects of the department’s work. E
Participate in personal and organisational development activities. E
Travel to meetings and events in and around London, the UK and occasionally overseas with some overnight stays as well as occasional working outside of normal office hours.
The post holder may carry out, from time to time and as directed, any other duties required in addition to the above that will be both reasonable and within their capabilities. E
The client requests no contact from agencies or media sales.