JOB DESCRIPTION

Job Title:Education Unit Administrative Assistant

Reporting to:Chief Executive

Department:Secretariat

Role:Permanent

Salary:£ 18,000 - £20,000

Holidays:26 days plus Bank Holidays

Location:London W1T

Background

The British Association of Dermatologists (BAD) is a professional body of international specialists in dermatology formed to promote and represent the best interests of dermatologists and patients affected by diseases of the skin. Its objects are:

-to promote for public benefit greater knowledge and understanding of diseases of the skin and to improve the teaching and practice of dermatology at all levels by organising and sponsoring scientific meetings, conferences and seminars;

-to stimulate and promote appropriate medical and scientific research and to produce its monthly publication, the British Journal of Dermatology;

-to relieve distress by promoting improvements in dermatological care;

-to advise government and other professional bodies on dermatology;

-to collect, evaluate and disseminate data and information on all matters relating to the well-being of dermatology patients.

The BAD was formed in 1920 and in 1923 the membership was just 53. Today, there are over 1,200 members from both the UK and overseas and the functions of the BAD are changing and growing. Services have developed into other fields such as practical public education, research and service delivery.

The BAD owns the freehold of its headquarters building, Willan House, 4 Fitzroy Square, London, a fine Georgian house refurbished to provide offices, meeting rooms and conference facilities. The staff, under the direction of the Chief Executive Officer, provides secretarial and technical support to the members and elected officers, who are all practising consultant dermatologists.

Purpose of the job

The BAD currently delivers educational courses in dermatology to members from its headquarters building in central London and is planning to increase the scope of these to include other healthcare professionals. In due course it will establish an Education Unit as this activity develops.

This role will coordinate the organisation and registration process for all current BAD accredited training courses. Working closely with the conference and events unit and alongside the academic administrator, to pull together all the aspects of our training activities and deal with enquiries.

This is a new role and will be based within the Secretariat team

Role and responsibilities

Purpose and scope: / The post-holder will provide administrative support to colleagues who work across a variety of specialist areas.
The job requires good attention to detail and an ability to solve problems and find creative solutions in enabling the team to run smoothly. This is a supporting role within the team, where flexibility and adaptability are important in dealing with the likely day to day demands.
Reports to: / Chief Executive Officer (and eventually to the Head of Education)
Direct reports: / None
Works closely with: /
  • Conference and Events Unit
  • Academic Administrator
  • Clinical Services Unit
  • Secretariat team

Role and responsibility

Provide administrative and coordination support to include:

  • Maintaining the diary of educational events on the BAD Website
  • Coordinating availabilities and meeting dates.
  • Organising room bookings internally and external.
  • Being the first port of call for enquiries related to education courses, building up a knowledge of the course content to advice registrants and passing queries to the relevant person where necessary in a structured manner.
  • Setting up rooms in preparation for meetings in liaison with the receptionist and IT administrator.
  • General administration duties including archiving, scanning, booking teleconferences, e-mail activity and answering telephone enquiries.
  • Operating the door entry system and greeting and hosting visitors and guests.
  • Any other duties as may be reasonably expected and which are commensurate with the level of the post.

N.B. This job description is a reflection of the current position and may change in emphasis or detail in the light of subsequent developments.

Person specification
General and professional education / Application / Interview
Essential
Educated to A-level standard or equivalent, with good literacy and numeracy skills /  / 
Desirable
Educated to degree standard or equivalent / 
Experience / Application / Interview
Essential
Experience of supporting formal committee-style meetings (collating and circulating meeting papers) /  / 
Experience of providing administrative support in an office environment /  / 
Experience of supporting a team of busy specialists /  / 
Desirable
Experience of working with web-based information management systems. /  / 
Skills and knowledge / Application / Interview
Essential
Good IT skills (specifically MS Word, Excel and Outlook) /  / 
Excellent attention to detail / 
Ability to maintain accurate records /  / 
Ability to work across many projects simultaneously /  / 
High level of secretarial and administrative skills /  / 
Excellent written and oral communication skills /  / 
Ability to work to deadlines and respond effectively and positively to pressure /  / 
Highly motivated, proactive, flexible self-starter who can implement systems, processes and tools to best effect / 
BADcompetencies / Application / Interview
Makes every effort to interact with others in a respectful and equal manner / 
Ability to recognise conflicting demands and takes practical decisions to deal with them / 
When difficulties persist recognises the need to try another solution / 
Recognises when it is necessary to take ownership of situations and take appropriate action / 
Understands the effect that poor relationship can have on colleagues and the working environment, and endeavours to deal with any that arise / 
Understands the need to prioritise, and usually does so at the start of a task, working to the priorities set. Reprioritises when requested to do so, or when problems are pointed out / 
Understands the need to set and work to deadlines, and endeavours to be effective in this / 
Collects information, and stores in a form that others can use completing audit trails when required / 
Collects information, and stores in a form that others can use completing audit trails when required / 
Endeavours to put plans for change into practice once these have been identified and explained by others, calling upon resources that are available / 
When requested will examine options and make recommendations to address shortfalls or other identified issues / 