MEDICAL WOMEN’S FEDERATION
OFFICE ADMINISTRATOR
Job Description
The MWF is a charitable organisation established in 1917 which co-ordinates the activity of local groups of women doctors based throughout the UK. It aims to advance the personal and professional development of women in the medical profession at all stages of their career and improve the availability and quality of services for women and their families both directly and in liaison with other organisations in the UK and internationally.
The MWF Central Office is situated in the British Medical Association complex in Tavistock Square in Central London. The Office is manned by 2 members of staff, the Office Manager and the Office Administrator. It is regularly visited by the Officers and other members of the MWF.
Job Title: OFFICE ADMINISTRATOR
Hours of work: 4 days per week
Salary: £19,000 per annum (pro rata)
Tenure: Permanent subject to satisfactory 3 month probation period
Holidays: 5 weeks per annum (pro-rata)
Period of notice: One week during probationary period
Three months notice of termination of employment
Accountable to: Office Manager and Honorary Secretary
RESPONSIBILITIES
The Office Administrator will be expected to work independently on a number of projects:
1. Maintaining membership records
· Entering new members onto the database, and amending current records (Filemaker Pro)
· Dealing with bank notifications regarding Direct Debits
2. Maintaining the MWF website
3. Dealing with membership enquiries
· Posting membership form and other literature to doctors.
4. Production of MWF members’ directory
5. Telephone queries
· Dealing with all telephone queries, referring complex queries to Office Manager
6. Servicing the administrative needs of the President and other Officers
· Typing of letters for President and Officers
·
7. Communication with Local Group Secretaries – by email whenever possible
· Informing Secretaries about their new members or change of address of existing members.
8. Office post – collection, opening and sorting of all office post.
9. Organising mailings to members and other external parties (when requested) such as monthly newsletter, bulletins and yearly subscription notices.
10. Help organise two national meetings, Officers and Council meetings and taking minutes at the Officers and Council meetings.
11. Mature Student Grant Applications
· Deal with queries
· Posting forms for mature student grants
· Process applications
12. Student Essay Competition & Medical School and Junior Doctor Prizes
· Notify medical schools
· Posting information to students and Junior Doctors
· Co-ordination of judges decisions’ and notifying successful students
and Junior Doctors
· Contacting Local group members to attend prize giving events.
13 Representing the MWF at Royal Colleges events, Medical School
fresher fairs and career days.
14 Aiding the production of the MWF bulletin ‘Medical Woman’’, the
monthly newsletter and other publications (such as posters and
flyers)
Personal Specification
Essential
· Highly organised person to work flexibly and on own initiative
· Experience of databases
· Good typing and computer skills
· Good numeracy and literary skills
· Previous office experience
· Experience of maintaining websites
· Experience in the use of MS Office packages which includes Word, Excel, Powerpoint and Outlook
· Good telephone manner and communication skills
· Able to use internet
· Working well under pressure and to stringent deadlines
Desirable
· Previous work within the health or social services
· Knowledge of Dreamweaver MX, 2004
Updated Oct 2011