Job Title: IT and AMS Assistant
Reports to: IT Manager
Line reports: None
Contract terms: Permanent, 35 hours per week
Are you a dedicated, approachable, and methodical person with a strong interest in IT, membership organisations and delivering a great service? We’re looking for someone to help with our membership system and IT more widely while we develop a range of new systems and services to improve what we do for our members and others with an interest in ophthalmology.
About The Royal College of Ophthalmologists
The Royal College of Ophthalmologists (RCOphth) is the only professional 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 January 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.
Finance and Operations Department
The Finance and Operations Department provides vital services and support to the College to enable it to carry out work on behalf of its members. The department includes Finance, HR, Facilities, Membership and IT. As the IT and AMS Assistant you will be responsible for both planned work managing the data in the various systems and other requests when you may be called upon to resolve technical issues quickly so people can get on with their day.
Association Management System (AMS)
Membership processes and member information are managed using software called iMIS, which is also used to manage non-member contact information, enable event and exam registration and send email communications, amongst other things. As such is it central to our work. Previous experience using iMIS is desirable but not essential as training will be provided.
Main Areas of Work and Responsibility
On occasions it may be necessary to start in the office by 0830 or finish later, usually by 1930 (which would normally be remote), to support seminars or other events. You will work closely with the IT Manager, Facilities Manager and events colleagues to both help prepare for courses and seminars in advance and to deal with any IT/AV issues which occur on the day. Where part of an event is livestreamed to an external audience, you might monitor the feed or assist the presenters to ensure everything runs smoothly for those not in the room too.
You will support staff in using our various systems, whether it’s helping extract the data they need, double checking events have been configured properly or investigating any other issues. The IT and AMS Assistant is expected to work largely unsupervised, organising their own time in dealing with incoming requests and planned work, with encouragement to ask for guidance from the IT Manager, or take part in relevant, provided, (primarily online) training to develop their skills.
You will have responsibility for ensuring data updates from external bodies such as the NHS and GMC are regularly obtained and uploaded to iMIS, setup any other new organisations required, de-duplicate contact records and assist other colleagues such as the Membership Co-ordinator at busy times to help maintain the quality of the data we hold. You will also get involved with other projects which intersect with IT as they develop.
- Participate in activities and processes aimed at developing the performance, skills and knowledge of all department members as aligned to the achievement of the strategic aims of the RCOphth.
- Any other duties as required that will be both reasonable and within your capabilities.
- Always ensure that you take care of your health and safety and that of others, by complying with health and safety obligations.
Key Working Relationships
- Staff Colleagues
- Suppliers/ Sub-contractors
- College Members and Officers
- Non-Members (typically for help with booking exams or events)
Scope and Accountability
Financial: Not applicable
- Responsible for maintaining user and data permissions
- Responsible for ensuring we store accurate data
People management: Not applicable
Legal, regulatory and compliance responsibility:
- Compliance with the organisation’s data protection and privacy policies
- Compliance with organisation’s employment policies along with employment legislation
- Compliance with health and safety procedures, including prompt reporting of any defects, risks or potential hazards
- Compliance with organisational brand guidelines
You must have knowledge of a variety of common IT hardware and software, including the ability to connect a desktop or laptop system to external displays and other peripherals. Ideally you will have experience of providing IT support in-person and remotely.
You will have experience of using the main Microsoft applications including Word, Excel, Outlook and PowerPoint and be able to search for help on any areas you’re not familiar with.
You will need to be approachable, able to communicate effectively with non-technical people so they’re willing to ask you for help, however simple or technical the problem. As part of this, you may need to produce written notes and other guidance to track what has happened and help with similar issues in the future.
You should have the ability to work methodically and accurately, to prioritise your workload between conflicting demands and know how and when to ask for help should you need it.
You must understand the importance of data protection and keeping information securely.
You should be committed to your own continuing professional development.
It may help if you’re not too squeamish as you may occasionally find yourself watching videos of eye surgery.
Interviews for this role will be held in person at our office. You will be asked to carry out:
• a short practical IT task which will be observed and you may be helped if necessary
• a short, untimed, computer-based test (tasks may include answering an email and some data manipulation in Excel)
• a panel interview with the IT Manger and up to two other staff member(s).
Please submit your CV and a covering letter (maximum 1 page) or short video (maximum 3 minutes, MP4 file or YouTube link) via Charity Job. The cover letter/video must explain what makes you suitable for the role - use the Role Description and Person Specification for reference. No preference will be given to submissions in either format. (If submitting a video, note this or include link in cover letter section.)
The client requests no contact from agencies or media sales.