THE ‘JUST IN TIME DISTRIBUTION TEAM’

Launching in December 2021 as part of MSF’s Transformational Investment Capacity fund, the Just in Time project team is testing the feasibility and developing the business case to supply critical medical supplies to our projects in new innovative ways, outside our legacy distribution methods.

We are aiming to reduce expiry driven wastage and stock ruptures in our medical projects, by increasing supply chain agility, reducing the dependence on long term multi-year forecasting by our medical teams. Instead, we will develop an operation that allows us to replenish medical stocks in the field much more frequently and easily, the Amazon prime of humanitarian pharmaceuticals.

Our goal in 2022 is to fully test and prove distribution of our pharmaceutical products via global express and courier networks – overcoming customs and regulatory challenges, designing any stock-holding dispatch processes and ordering platforms, assessing options such as collections from suppliers, geographic location, focus products, systems and carriers. Subject to the project’s success, in 2023, we will build and launch a proof of concept operation – ready and able to supply MSF’s healthcare projects across Africa, Asia, South America and Europe on demand. The potential impact on our healthcare operations is considerable; reducing or eliminating pharmaceutical shortages, allowing MSF to respond faster and more effectively to patients in need and their communities.

JOB PURPOSE

The project administrator will manage day to day activity of finance, HR, admin and other ad-hoc areas to ensure the project runs smoothly and effectively.

Working as the administrative lead for a small team following an agile methodology structure; responsiveness and adaptability to tasks and workload is required as the project progresses.

Essential knowledge, skills and experience:

• Excellent attention to detail.
• Demonstrable experience in a project based administrative role.
• Excellent organisation, time management and people organisation skills.
• Ability to prioritise and multitask efficiently.
• Experience and understanding of commercial finance processes (POs, invoice matching, budget tracking).
• The ability to research, digest, analyse and present material clearly and concisely.
• Exceptional written and oral communication skills.
• Fluency in standard word processing, spreadsheets and MS outlook.
• Discretion and an understanding of confidentiality issues.
• Understanding of equality, diversity, and inclusion considerations.
• Ability to attend MSF-UK’s London offices for meetings (approx. 1x per week).

MSF UK is an equal opportunities employer. We are committed to diversity and creating an inclusive environment for all employees. We encourage applications from all sections of our diverse community. 

 

HOW TO APPLY

Please apply on our website by submitting a copy of your CV together with a letter of motivation by the closing date:

9th February 2022, 11.59pm (GMT)

CLI356 - Programme Administrator

Location: Liverpool or London

Salary: Grade 3: Liverpool - £20,410 - £22,445 / London - £23,410-£25,445

Contract type: Full time, permanent 

The role is offered within a hybrid working environment with a blend of office and homeworking.

The well-established and highly successful Accreditation Unit at the Royal College of Physicians is looking for an enthusiastic and proactive programme administrator to join their team, working on a number of national healthcare accreditation programmes.

The successful candidate will:

• Be experienced at working in office administration/project support
• Be exceptionally organised
• Enjoy communicating with a range of individuals, developing good working relationships
• Have a passion for improving healthcare services.

About the role

As programme administrator, you will make an impact every day by:

• Providing administration for projects, training days and governance meetings, taking pride in attention to detail and providing first-class customer-service
• Supporting the accreditation assessment process, ensuring that it is delivered to programme standards and timelines
• Recording and reviewing data, sharing insights with the team
• Taking responsibility for a range of communications activities, including providing a helpdesk function, updating the websites, preparing newsletters and blog posts etc.

You will need outstanding organisational skills and the ability to liaise and communicate confidently with a range of people. Using initiative and being able to work flexibly as a member of a busy team are also essential qualities.

About us

Accreditation is a method of improving the quality of healthcare by assessing clinical services in relation to agreed standards. The Accreditation Unit team pride themselves on their dedication to delivering high quality work and making a difference. We have a culture of involvement; everyone’s views matter and we want you to contribute your ideas and help shape and improve what we do.

Benefits

• 27 days annual leave, plus bank holidays
• Pension scheme
• Season ticket loan (access to this loan is after probation)
• Discounted gym membership
• Learning and development opportunities
• Flexible working

Once the team are back working in the office, you will also benefit from working in friendly offices in an attractive location overlooking Regent's Park and much more. Find out more about our benefits here.

Further information

This is a fantastic opportunity for an ambitious individual with a commitment to our core values – collaboration, learning and taking care. For more information about the role please view the job description.

To apply

Please submit your CV and a supporting statement (no more than 2 pages) explaining, with clear examples, how your skills and experience match the job description and person specification. Applicants who do not submit a relevant supporting statement as requested will not be shortlisted. 

For an informal discussion about this role, please contact Dragana Smith, senior project manager.

Closing date: 4 February 2022

Interview date: TBC

The RCP positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, transgender status, religion or belief, marital status or pregnancy and maternity. 

The RCP is all about our people – our members, our staff, our volunteers and leaders. We educate, influence and collaborate to improve health and healthcare for everyone and know we can only do this by being inclusive, encouraging and celebrating diverse perspectives. That’s why welcoming and having people who represent the 21st-century medical workforce and the diverse population of patients we serve is so important to us.

The Connect Fund is looking for a new Programme and Communications Officer to join the team and support its mission of strengthening the social investment market in England to better meet the needs of charities and social enterprises. The Programme and Communication Officer will be a highly organised individual who will oversee the programme administration as well as convening our Learning Community and disseminating its findings and recommendations.

The Barrow Cadbury Trust is an independent charitable foundation seeking a just and peaceful society which recognises the equal value of all people.  Largely working in partnerships with others, we use all our resources – our grants, our people and our name - to bring about structural change, thus increasing social justice and equality.

Barrow Cadbury Trust delivers the Connect Fund on behalf of our partners, Access – the Foundation for Social Investment. The Connect Fund has been established to strengthen the social investment market in England to better meet the needs of charities and social enterprises.

This is a part-time fixed term contract up until 31st March 2024 with a salary of £31,147–37,232 p.a pro-rata for 21 hours a week, open to flexible working over 3-5 days + a contributory pension scheme. Any offer of employment will be made subject to references, confirmation of the right to work in the UK where we will need to see original documents and the satisfactory completion of a probationary period. Before you apply have a look at Barrow Cadbury Trust’s short animation about our values and the way we work.

Closing date for applications is 8am on Monday 14 February.  Interviews for short listed candidates will be held on Monday 21 February at our office at Kean House, 6 Kean Street, London, WC2B 4AS.

Daughters of Charity Services operates as a family of charities across Britain, providing a diverse range of services to various communities in need of support. We have a small central team of professionals who support the 6 charities, and we are looking for an Administrator to join our team.

Providing administrative support to the team and the Board of Trustees, the work of the Administrator will include a particular focus on ensuring that we remain compliant with all aspects of organisational and governance-related administration. The Administrator will ensure that all Trustee records are kept up to date, and record appropriate key information from across the group in accordance with our governance requirements.

The Administrator will be responsible for organising regular meetings, occasional events and annual conferences to bring together key stakeholders from across the Daughters of Charity Services group of charities. A key responsibility will also be the development and maintenance of a secure archive for the charity, incorporating key organisational documents including accounts, reports, and minutes from across the group.

The successful applicant will have experience of effective diary management; of liaising with multiple active stakeholders in arranging events; and building strong working partnerships across various teams. Excellent administrative, organisational, communication and customer service skills are some of the essential requirements of the role.

We offer: 18 days’ annual leave (including bank holidays); pension scheme; flexible working requests are welcome.

Daughters of Charity Services is dedicated to upholding the Vincentian Charism, and the Christian heritage upon which it is founded. We are proud to employ people of all faiths and none, but it is essential that the post-holder is committed to learning about, acting in accordance with, and further promoting the Vincentian values which underpin all aspects of our work.

To apply for this exciting role, please complete our application form and send it to our email address - click on 'How to apply'.

Closing date: Wed 9th February 2022 Interviews: week commencing 21st February 2022

Appointment subject to satisfactory references & proof of right to work in the UK.

A unique opportunity has become available for those at a junior level looking to upskill through provided training and develop their project experience further. A charity that delivers expert-led financial education programmes to young people in schools and youth organisations is hiring for an Programme Assistant to play a key role in managing their evaluation systems and conducting work across most of their evaluation projects. This is a full-time permanent role offering a hybrid working model between their central London office and at home.

As the Evaluation Assistant, you will be part of a three-person team, managing the internal evaluation systems which include survey tools, databases, planning documents and analysis spreadsheets. Alongside working on evaluation projects, you will have varied opportunities to work on planning frameworks, quantitative and qualitative data, conducting interviews and focus groups, and analysis and report writing.

You will have the following skills and experience:

* Experienced in conducting some programme evaluation activities
* Strong IT skills, with familiarity of CRM systems
* Good analytical ability able to demonstrate some data evaluating
* Experience of managing small scale projects and independent activities
* Good written, numeracy and presentation skills
* Can prioritise, multi-task and work to deadlines
* Ability to work in a team and independently.
* Knowledge or experience of working with young people is an advantage

If this sounds like the role for you then we would love to hear from you. We are reviewing CVs as and when we are receiving them so if you are keen to apply, then please do so today.

TPP are always keen to speak with candidates looking to work in the sector so if this role isn't quite right for you, please do check out our website www.tpp.co.uk and pop your CV over to us!

We want you to have every opportunity to demonstrate your skills, ability and potential; please contact us if you require any assistance or adjustment so that we can help with making the application process work for you.

What we do

The Ogden Trust is a charitable Trust, supporting physics education. The Trust’s aim is to maximise the opportunities available to young people in all parts of the UK’s educational system and is now focused on science, particularly physics. The Trust supports a range of initiatives, programmes and projects to promote the teaching and learning of physics.

The role

The Ogden Trust is recruiting for a Programme Officer for the Opportunities for All strand of the Trust’s strategy. The post holder will be responsible for developing content and ensuring delivery of programmes including, but not limited to:

• Ogden Outreach Officers (university-based)
• Physics-related internships for 16-18 year olds
• Working with community groups

As part of this role, the post holder will manage the administrative side of these programmes, including application, funding and reporting. They will organise and run events related to the programmes, including delivery of some outreach activities. This role reports to the Programme Manager for the Opportunities for All strand and the Chief Executive.

Person specification

You will need to be educated to degree level, or equivalent, with excellent knowledge of both office and customer relationship management systems. You will need to have a good understanding of the formal and informal learning systems in England and an enthusiasm for enabling young people to achieve.

You will need experience of working in programme administration and events organisation, with a background in delivering outreach and engagement activities. Strong communication and organisational skills are required, along with a track record of building successful working relationships with a range of internal and external stakeholders, particularly with higher education institutions, industry and community groups.

The post holder will be an integral part of the Ogden team, but must also be able to work on their own initiative to meet required deadlines.

The Ogden Trust is committed to equal opportunities and values diversity in its workforce. 

Assessment Administrator
Aldgate, London
35 hours per week

The Assessment Administrator will be a team member of the Assessment Department within the Learning Directorate of the College. This is an exciting time to join the College to support and maintain a brand new Learning Environment for Pathology Trainees (LEPT), an ePortfolio which is designed to capture trainees’ progress during training.

This role supports the effective administrative running of the LEPT system, acting as a first point of contact for its users which includes pathology trainees, consultants, assessors and deanery/Local Education Training Board (LETB) administrative staff around the UK.

The Assessment Administrator has responsibility for dealing with all initial enquiries from LEPT users on both platforms via telephone and/or email in a consistent and timely manner. The Assessment Administrator will have administration access to the back end of the LEPT system in order to investigate and correct simple and complex issues. The Assessment Administrator will be an effective communicator with good written and verbal skills with a demonstrable ability to communicate effectively with a wide range of people.

The new LEPT platform was launched in September 2021. It runs concurrently with the existing platform which will be phased out in 2023.

Pathology is at the heart of modern healthcare. Pathologists work to prevent, diagnose, treat and monitor diseases and are involved in the diagnosis of disorders affecting every organ of the body, from before birth to after death. The majority of tests requested by doctors will be performed and interpreted by a clinical scientist or medically qualified pathologist. 

The Royal College of Pathologists is a professional membership organisation with approximately 12,000 members who are doctors and scientists working in hospitals, universities and laboratories in the UK and overseas. We work with pathologists at every stage of their career – from setting curricula, organising training and running exams, to approving job descriptions, publishing best-practice guidance and providing continuing professional development. 

We offer attractive staff benefits including 25 days annual leave rising with length of service, enhanced employer contributions to pension scheme, an employee discount scheme, and season ticket loans, as well as a cycle to work scheme. The College values diversity, welcoming applications for all members of society.

The closing date for applications is 9am, Monday 7 February 2022.

We have a great opportunity for someone to join our exciting and busy Psychological Therapies service

We have a vacancy for a Part Time Administrator (Maternity Cover).

The two day a week (15 hours per week) role is for our London Southbank University Student Counselling Service.

This key role works closely with the management, clinical leads, self-employed supervisors and Counsellors in the team. Duties and tasks range from being the first point of contact, processing referrals, booking assessments and first sessions, recruitment processes and vitally overseeing the administration for students moving through the treatment pathway.

This role is vital for the smooth and efficient running of the service and so if you have excellent communication and organisation skills, attention to detail with a passion for mental health then please feel free to apply.

The role is 2 days a week – 15 hours per week for Maternity Cover for 12 months.

Remote / hybrid working will be considered for this role.

The closing date for applications is 16th February 2022 at 5pm.

Please fill up the  Application Form to apply for this role. 

The candidate:

You will be naturally process driven and have a great eye for detail. You will enjoy solving problems and finding ways to enhance and streamline our data processing activities. You should have a good working knowledge of Customer Relationship Management (CRM) databases and understand their importance to organisations like Guts UK. You will be self-motivated and able to work independently but also crucially, a team player, willing to work with colleagues productively and share ideas.

Job description:

As Income Processing Administrator, you will be responsible for the efficient administration of donations from all sources. You will maintain accurate database records to ensure that Guts UK’s donors and supporters receive an excellent service. This will involve carrying out data imports and exports, ensuring the accuracy and integrity of the database is maintained. You will work with the Finance Manager and fundraising team, providing financial and other ad hoc reports as required.

Working at Guts UK:

“I joined Guts UK in 2021 and I’ve learnt so much in my 11 months here. Every day there is a new opportunity. I feel my opinion and input is valued as a team member and it’s so exciting to hear about all the new avenues we are exploring as a team to support our community.”
 – Chloe Lane, Fundraising Administrator. 

To apply:

Please read the details on the job description below to learn how to apply.

We are the national body for careers education in England, delivering support to schools and colleges to deliver modern, 21st-century careers education.

The Careers & Enterprise Company is a great place to work. We operate within a fast-paced and collaborative environment. We are brought together by one thing: our passion to ensure young people get the best possible start in life and are supported to find their best next step.

Do you want to be part of a mission-driven team focused on transforming young people’s lives? If so, we’d love to hear from you!

Role Summary

This role is critical in supporting the smooth running of the Network of Careers Hubs and Enterprise Adviser Network, the backbone of the CEC’s operations, through which we deliver to all our schools through Local Enterprise Partnerships, Combined Authorities and Local Authorities.

As Network Programme and Data Officer, you will work with the Network Operations Manager to ensure that accurate data is maintained on membership of the Network and provide analysis and forecasting to support the growth and development of the Network of Careers Hubs and ongoing operational delivery. You will pride yourself on producing robust and accessible data with clear reporting on findings that can be presented at a senior level. The role is key to ensuring that the programme achieves its KPIs and meets the Grant Funding Agreement requirements held with the Department for Education.

You will contribute to building exceptional stakeholder engagement, leading on some aspects of reporting, supporting with communications, and maintaining and analysing records of key aspects of performance to produce meaningful insights into performance, improvements and what impact has been made.

Internally, you will work closely with the team of Regional Leads, Area Managers, and the Digital and Data Team, as well as the Business Partnerships and Education Development teams to support the delivery of the Network on the ground, identify opportunities to improve processes and collate evidence of the impact of the Enterprise Adviser Network and Network of Careers Hubs.

Our organisation has a privileged opportunity to make a difference to the lives of millions of young people, helping to inspire and prepare them for the fast-changing world of work, and we want you to help us make it happen.

Applicants are asked to submit a supporting statement (on no more than 2 x A4 pages) outlining how you fulfil the qualifications, experience, skills and core competencies criteria provided in the Job Description and an up-to-date CV.

To apply, please click the Apply button to send us your CV responding to two questions below. Applications with no supporting cover letter will not be considered.

• Why are CEC and the role of interest?
• How do you meet the candidate requirements? To be based on evidence.

This vacancy may be closed early if sufficient applications have been submitted. Therefore, please do not delay in submitting your application.

Closing date: 11 February 2022.

It is our policy to review all applications within two weeks from the closing date. If you do not hear from us within three weeks following the closing date, then your application has unfortunately not been successful on this occasion. We are unable to provide feedback to candidates who have not been shortlisted and attended an interview.

Professional Programmes Officer 

Our client has a fantastic opportunity for an individual to join their Student Support team as a Professional Programmes Officer reporting into the Professional Programmes Manager.

The role of a Professional Programmes Officer performs an important part in delivering high quality customer-focused service to customers for all our client’s qualifications, with particular focus on bespoke programmes, including student registration, progression and assessment processes.

Professional Programmes Officer Responsibilities:

(including but not limited to)

• Ensuring effective services are provided to training organisations, students and employers involved in bespoke programmes and ATPs, including both the timely and accurate response to queries and proactive, relevant communications.
• Ensuring student data for bespoke programmes is updated and maintained effectively.
• Assisting with maintaining documentation for all bespoke programmes and international ATP relationships, including programme changes and policies, process manuals and student guides.
• Producing and issuing billing schedules and invoices for fees for students on bespoke programmes and those attending ATPs (Accredited Training Providers).

Professional Programmes Officer Requirements:

You will be a great communicator with a proven ability to confidently liaise with internal colleagues and external stakeholders and be excellent at building and developing strong and effective relationships.

You will be self-motivated, with the capability to prioritise your workload and have a proven ability to work effectively to deadlines.

Benefits:

• 36 hour working week (normally between the hours of 9.00am to 5.00pm)
• 25 days annual leave
• Up to 10% employer's pension contribution
• Season ticket loans
• Employee Assistance Helpline
• Exclusive employee discount and rewards at many major brands including health & well-being, retail, restaurants and mobile technology provider.

About our client:

They are the world’s only professional accountancy body to specialise in public services, and their portfolio of qualifications is the foundation for a career in public finance.

Their members work across public services in national audit agencies, major accountancy firms, and other organisations and companies around the world where public money needs to be effectively and efficiently managed.

Location: We are currently working from home. In normal circumstances the role is based from home and their London or Chester offices
Contract Type: Permanent
Hours: Full Time, 36 per week (normally between the hours of 9.00am to 5.00pm)
Salary: £21,000 per annum

Closing date for applications: 6th February 2022

Please note they may close the vacancy early once a sufficient amount of applications are received. Therefore, please make sure you complete and submit your application at an early stage.

You may have experience of the following: Project Coordinator, Project Assistant, Project Administrator, Programme Coordinator, Programme Assistant, Programme Administrator, Junior Project Manager, Assistant Project Manager, Junior Programme Manager, Learning and Development Officer, Assistant Programme Manager, L&D Officer, Training Coordinator, L&D Coordinator, etc.

Ref: 106 306

Are you passionate about building a Church which caters effectively for children and young people? Are you a team player committed to working with others to develop resources and programmes for children and young people?

An opportunity has arisen for a new role to support the Children’s and Youth Work Office of the United Reformed Church.
In this role you will contribute to projects, programmes and resources for local churches as well as support the Children’s and Youth Work team in maintaining communication and a strong web presence. This is a varied role requiring flexibility within a lively team.

You will be an experienced and creative children's and youth worker with excellent communication skills.
You will need to be able to work with a diverse group of colleagues and volunteers. You will ensure that the various events, publications, online materials, and opportunities offered for children, young people, their families and workers, are delivered to a high standard.

We can offer a friendly and flexible working environment; hybrid working from Church House in London and from home is possible.

If you are interested in working for us and can meet the above requirements, please contact see our website for an application form (noting that we do not accept CVs).

Closing date for applications: 12 noon, Friday 4 February 2022
Interview date: Tuesday 15 February 2022

This post requires a satisfactory enhanced DBS certificate from the Disclosure and Barring Service.

As Office Administrator, you will be the primary point of contact for patients, members, supporters, and stakeholders. You will provide administrative support to the team and be responsible for maintaining databases as well as supporting the running of our patient engagement projects, events, meetings, and our office. 

To apply, please submit a copy of your CV and a Cover Letter, explaining why you would be a good fit for the role. 

Currently the office is working from home, however once safe, we will be working at an office in Wembley Park. We will be interviewing applicants as and when they apply. 

Main duties and responsibilities

• Provide a high level of administrative support to all areas of the charity. 

• Provide minute taking for trustees’ meetings (with the support of the PA to the Chief Executive). 

• Provide support to our team of freelance project managers to co-ordinate project activities. This includes invoicing and ad-hoc requests. 

• Be the first point of call for all visitors to the building and to manage the main reception (when not working from home). 

• Manage multiple organisational email inboxes.

• Manage organisational wide Salesforce Database and online filing systems, to support Programme Manager and external Project Managers.

• Provide administrative support for focus groups, survey development, events, and meetings. 

• Liaise with the bookkeeper to ensure timely process of income and expenditure. Creating invoices and tracking their payments. 

• Provide monthly reports on the organisation’s activity with reference to key performance indicators. 

• Organise mailings to members, supporters, and donors. 

• Support with office and facilities management. 

• Liaise with remote IT support. 

• Provide diary management for organisational activities. 

General responsibilities 

• Co-operate with all staff in maintaining good relationships with outside agencies and the general public in order to uphold the Charity's image and win increased support for its work. 

• Maintain confidentiality in all areas of work.

• Ensure that your conduct does not conflict with professional expectations. 

• Actively support and promote the Patient Association values. 

• Co-operate with all staff in maintaining harmonious inter-personal relationships.

• Ensure an awareness and observation of fire and health and safety regulations.

• Participate in regular supervision and catch-up sessions with your Line Manager. 

• Carry out any other duties as are within the scope, spirit and purpose of the job, the title of the post and its grading as requested by your Line Manager or his or her higher level of authority. 

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 is subject to amendment in consultation with the post holder. 

Person specification 

Experience 

• Proven administrative experience in a junior post. 

• Experience of database management (Salesforce desirable). 

Skills / Knowledge/Abilities 

• Exceptional organisational skills.  

• Exceptional IT skills including the ability to use Excel and databases, and to learn software packages quickly and effectively (Xero, Microsoft, Adobe, Survey Monkey for example).

• Ability to work within the bounds of confidentiality.  

• Ability to think and work independently when needed. 

• Excellent typing skills, ability to take detailed notes effectively in meetings as they develop.  

• Excellent attention to detail. 

• Ability to act on own initiative and organise personal workload effectively. 

Communication & Interpersonal Skills 

• Excellent communicator with good interpersonal and listening skills. 

Miscellaneous 

• Flexible approach to working.  

Shared Values

Compassionate 
We will always treat patients and their families, friends, carers as individuals. We will listen and act with respect and dignity. 

Collaborative 
We will seek to work with a wide range of stakeholder to share knowledge and promote excellence within the health and social care sector. 

Inclusive 
We have a responsibility to all patients. We will campaign against discrimination and disadvantage in the health and social care sector. 

Empowering 
We will always put patient interests first and ensure that their voice is heard to create lasting change. 

Ambitious 
We demand the best from ourselves and the health and social care service. We will take pride in what we do and champion innovation 

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. 

Grade: B

Salary: £28,597-£30,113

Location: 18 Stephenson Way, London NW1 2HD

Background Information

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.

Examinations Department

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

Duke-Elder Examinations

• 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.

Admission Ceremony

• 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.

Other

• 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

Financial:

• No financial control
• Adhering to budgets for exam venues, restaurants, hotels and catering etc.

Other resources:

• Shared responsibility for maintaining candidate information
• Shared responsibility for maintaining examiner information

People management:

• n/a

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)

Person Specification

Criteria

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

Other requirements

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.

E

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