ROYAL COLLEGE OF OBSTETRICIANS AND GYNAECOLOGISTS

JOB DESCRIPTION

Job Title / Specialist Societies Co-ordinator - BSGI
Department / Membership Relations
Grade / 5
Post Holder
Responsible to / Director, Membership Relations
Hours / 7 hours per week (0.2 FTE)
The Department: e.g. structure / size of department, whether role is new, number of direct reports etc.
As part of the Membership Relations department at the Royal College of Obstetricians and Gynaecologist (RCOG), this post provides an office/secretariat for the British Society of Gynaecological Imaging (BSGI).
You will report to the BSGI committee, in particular the President/VP or Honorary Secretary and where appropriate Honorary Treasurer. The Officers of BSGI are not based at RCOG therefore much liaison is by phone or email, or with officers visiting you at the College from time to time.
The office also provides an administrative support base for the British Society of Gynaecological Endoscopy, British Gynaecological Cancer Society, British Maternal and Fetal Medicine Society, and British Society of Urogynaecology.
Purpose: Describe the overall objective of the role and how it fits into the College
The BMFMS, BGCS and BSUG are based at the College; however, they are independent organizations. You are employed by the College to provide a service to these Societies.
You will currently work 1 day a week, but this may increase in time should additional support for BSGI or another specialist society be required.
The overall objective is to provide an office/secretariat for the Societies. Your role is to be responsible for managing the day to day running of this office/secretariat.
Main Duties: Outline areas of responsibility
  • Communication with membership; including responding members’ e-mails/calls in a timely fashion
  • Maintain membership database and issue annual fees invoices and receipts from the website’s Content Management System (all automated)
  • Respond to new on-line membership applications and maintain a record of standing orders and ensure confidentiality of all electronic and paper database files
  • To assist with the preparation of the newsletter
  • Coordinate the Society’s on-line CPD database and Case of the month posting on the website and liaise with members where necessary
  • Liaise with members who wish to utilise the Society’s education and training material in their local hospitals
  • Organising and servicing BSGI committee and officers meetings, including committee elections
  • Setting up and servicing potential ad hoc working groups and meetings
  • Maintain and update the Society’s website sections regularly
  • Assisting with the Annual Scientific meeting-ASM (The Society’s main event of the year) to include: drafting the programme, advertising, venue booking, CPD accreditation, liaising with speakers, exhibitors and sponsors, applications and submission of abstracts, preparing meeting packs, minute-taking at AGM
  • Assist with general administration duties, including scheduling and organising appointments or liaising with other societies/organisations
  • Maintain an efficient filing system, both paper and electronic
  • Ensure the Society’s timely compliance with statutory regulations such as ICO registration, Charity Commission returns etc
  • Administering finances through recording of expenses, coordinating bursary scheme applications, assisting in the preparation of the financial report
  • Other tasks compatible with the services may be given by the President/Honorary Secretary
  • Where appropriate and feasible, basic cross cover for the other specialist societies

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 be subject to amendment in consultation with the job holder.

Signed by: / Date:

ROYAL COLLEGE OF OBSTETRICIANS AND GYNAECOLOGISTS

PERSON SPECIFICATION

Qualifications / Training /

Essential / Desirable

Microsoft Office
Outlook
Basic Access
Touch typing
Basic accounting
Good education including English and Maths GCSE/O Levels /
Essential
Essential
Essential
Desirable
Desirable
Essential

Previous Experience

Working in an office environment
Committee work
Experience of working with doctors
Experience of working for Societies / Essential
Desirable
Desirable
Desirable

Key Skills / Attributes

Strong organisational and administrative skills
Good writing skills
Ability to use own initiative
Ability to communicate with people at all levels
Good financial acumen
Ability to organise own time and prioritise work
Ability to plan work schedule
Ability to organise events
Ability to deal with basic IT enquiries /
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Desirable

Other Requirements

Does not mind working on own
Ability to use digital dictation /
Essential
Desirable