Council Administrator Job description
12 months fixed term
35 hours per week, Monday to Friday
Based at 1 Wimpole Street
The Royal Society of Medicine (RSM) is a medical charity providing an extensive programme of education events for healthcare professionals. The RSM is based in central London, just behind Oxford Street. The Society offers a range of benefits to staff and a friendly working environment.
The education department administers the Society’s Sections. The Sections represent medical specialities and topic areas (e.g., Cardiology, Surgery, Maternity & the Newborn), each has an elected council, and the council decides what meetings and activities it will undertake each year. Staff work in teams, consisting of an Education Manager and Events Executives. The department provides administrative support for the Councils and the meetings/events for the Sections. During the last 12 months, the department organised over 400 events.
Overall purpose of the role
The Council Administrators are a key part of the education team, providing administrative support for Section Council meetings (currently 55 Sections). Working closely with the department’s Education Programme Managers as well as the other Council Administrator, the Council Administrators will provide committee support, including preparation of agendas and papers, attending meetings and noting the actions and decision for specified Section Councils (c 25-30 Councils each).
The Council Administrator is expected to be pro-active and take a high level of ownership for the Section Councils for which they are responsible, which will include providing support and guidance to Section Councils ensuring that the Section regulations are followed, receive items as identified by the Section President/Honorary Secretary or Director of Learning. The Council Administrator is also well placed to share best practice noted across Sections.
Key duties and responsibilities
Council Administrators are responsible for the organisation and successful running of Section Council meetings for the Sections which they are responsible for. In summary, Council Administrators will:
- Work in close liaison with their Section Councils to ensure that they receive a comprehensive level of administrative committee support to their Council meetings
- Ensure that papers are prepared for Section Council meetings according to agreed timescales
- Ensure that Section Councils are aware of Section regulations and Section constitutions, providing guidance and support as necessary
- Administer expenses claims for Section Council members
Committee support for Section Council meetings
- Ensuring that rooms and catering are booked for Section Council meetings at least one year in advance (unless otherwise agreed), as agreed with the Section President for in person meetings and video conferencing (Zoom) arrangements are set up for virtual meetings.
- In accordance with the education department’s Service Level Agreement, produce agendas and other related papers for Council meetings 2 weeks before the meeting, including standard items, such as finance reports as well as Section-specific agenda items
- Ensure the agendas and action notes of meetings are approved by Section President and/or Honorary Secretary before circulating to council members
- Ensure agendas contain information about planned Section meetings including dates, room and title
- Provide Section membership reports for Council meetings
- Ensure that the most up to date monthly and quarterly section finance reports are provided at section council meetings
- Ensure video-conferencing facilities are available to Section Council members who are unable to attend the meetings in person.
- Attend Section Council meetings (usually 2 p.a per Section up to 3 p.a per Section) and produce action notes within 2 weeks of the meeting for approval by Section Honorary Secretary and/or President
- Administer the reimbursement process for section council members expenses in line with RSM policy
- Draft “welcome” letters to new Section members as directed by the Section President/Membership Officer
- Ensure that Section Council information for the website is accurate and updated in MS Dynamics as soon as it is available
- Deal with enquiries on the phone, email and in person
- Provide cover for other team members as necessary (e.g. support when away from their desks), including answering telephone calls and dealing with queries
- Deal with applications to join section councils
Section Council membership
- Ensure that all Section Council members are eligible to serve on Council in accordance with the Section regulations/section constitution
- Ensure that all Section Council members are aware of their roles and responsibilities as defined in the Section Constitution and President packs
- Ensure that all Section Council members (apart from 2 co-opted members) are current members of the RSM
- To advertise via Marketing Executives council vacancies as instructed by Council
- Ensure that all Section Council members provide written acceptance of their term (and position) on Council
- Support Sectional Annual General Meeting ensuring they are advertised to all Section members via Marketing Executives at least 2 weeks in advance of the meeting, in accordance with the Section regulations and Section Constitution
- Ensure that the Section complies with the Section constitution in making appointments e.g., Section President etc.
- To attend department meetings
- To undertake archiving of Section Council and events information in accordance with RSM policies
The post holder will be required to undertake any other duties according to the needs of the service. This job description is not intended to be an exhaustive list of activities, but rather an outline of the main areas of responsibility. Any reasonable changes will be discussed and agreed with the post holder before any variations to the job description are made.
The post holder will be expected to be at the RSM during the designated normal working hours of the education department and will be expected to have the flexibility to work across the Department’s defined core hours as the needs of the service require. Staff are expected to adjust their working day to take into account late or early meetings and where this is not possible, TOIL may be agreed in advance with their Line Manager.
- In-depth knowledge of Microsoft Outlook, Excel, Word etc
- Experience of using databases
- Experience of committee work (preparing agendas and taking minutes)
- Experience of handling multiple workloads in a busy environment
- Ability to communicate and interact with people at all levels
- Ability to complete detailed work accurately
- Ability to manage and work to deadlines
- Experience of working in an academic, healthcare or charity environment would be an advantage
- Good communication skills
- Capable of prioritising and organising own workload and able to work under own initiative
- Reliable with a conscientious attitude to work
- Ability to work flexibly and adapt to a changing environment
- Professional and helpful approach to answering queries
- Proactive/resourceful and shows initiative
- Good attention to detail
- Highly competent in written and spoken English
- Ability to display tact and diplomacy when dealing with sensitive or contentious issues
How to apply
To apply, please submit a CV (2 pages maximum) and a cover letter (2 pages maximum) detailing how your experience and skills match the role descriptor by 10 am on 1 September 2021 to Oliver Chapman at firstname.lastname@example.org
The RSM is committed to equal opportunities. Equal opportunities are provided to all applicants for roles without regard to race, religion, colour, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability or any other protected category.
The RSM is also committed to the safeguarding and fair processing of information received from candidates applying for opportunities and fully complies with the spirit and regulations of the GDPR. For a full statement about the type of data that the RSM keeps about role applicants and the purposes for which it is kept, please read our fair processing notice for job applicants.