Administrator London, England
Job description
*Job Title* Executive Office and Committee Services Administrator The British Cardiovascular Society (BCS) is a membership organisation with charitable status. The BCS plays a pivotal role in the setting of standards, and through a variety of activities influences the quality of cardiology practice in hospitals throughout the UK. The BCS works collaboratively and in partnership with a number of organisations including the European Cardiovascular Society (ESC), the American College of Cardiology (ACC), the BMJ in respect to our co-owned Heart eJournals, industry, the British Heart Foundation (BHF), and a large number of Affiliated Societies and for a number of these provides administrative and support services. The core activities of the BCS are: a. Supporting and engaging with our members b. Strategic development of the cardiovascular training of doctors and other health care professions who work within the disciplines represented by the BCS and its affiliated societies c. Setting and monitoring clinical standards, audit and workforce planning within cardiovascular medicine through the Clinical Standards Division d. Ensuring support for academic cardiology and research through the Education division e. Working in partnership with others for the good of the profession and patients. f. Engaging with the public and media on matters of public or professional interest involving cardiovascular health More details can be found at: https://www.britishcardiovascularsociety.org/ *Job Context* The President and Board of Trustee together with the CEO are responsible for ensuring that the BCS delivers its mission and vision. The President is responsible for shaping the organization and for positioning it as a leading voice in cardiovascular care in the UK and around the world. The President is responsible for the development of effective working relationships with Ministers and officials at the Department of Health, senior officers of the Medical Royal Colleges, the British Heart Foundation, the European Society of Cardiology, World Heart Foundation, American College of Cardiology, other National Societies of Cardiology, and the Affiliated and Associated and partner societies of the BCS as well as Patient Carer Groups. The President Chair’s a number of key governance meetings within the BCS including the Board, Council, Executive and Annual General meetings. The CEO acts as the principal advisor and executive officer to the Board of Trustees, leading the operational management of the BCS. Following an internal review to bring about organisational improvements, changes to some areas of the BCSs business and the roles and remits of some staff have been recommended. The Executive Office is one such area where roles and remits have been updated to better serve and support organisational needs. The Executive Office administrators covering the remit set out below (x 2) work collaboratively and interchangeably to provide first rate PA and administrative support to the President and CEO and the key governance meetings of the Society. They also share responsibility for: administrative workloads in support of the Honorary Secretary, VP Clinical Standards (0.5 days per week) and VP Professional and Society Ethics (0.5 days per week); general office management; day to day estates activities; the servicing of a good number of other BCS Committees and adhoc working groups; management of executive office budgets; and co-ordination of a number of key administrative processes including the BCS elections. The Executive Office administrators work at the hub of the organisation, and as such these roles are both extremely varied and busy. *Purpose and Scope* _*Executive PA Support*_: The Executive Office and Committee Services Administrators are responsible for providing a professional and efficient PA service to the President and CEO. They will be responsible for managing the President and CEO’s busy diaries and meeting schedules including the arrangement of accommodation and travel both within and out with the ensuring the President and CEO are fully supported, informed of schedules and equipped with all relevant papers and information in good time. They will: provide secretariat support including drafting communications and correspondence on behalf of the President and CEO; liaise with key stakeholders; act as a primary point of contact for business matters and with visitors of the President and CEO; and provide support to the President for the BCS annual conference in June including event management for dinners. _*Officer Support:*_ The post-holders will also provide support to the officers of the Society in terms of meetings, events and activities including organising travel and accommodation, managing diary availability and liaising directly with them and their personal assistants at their respective places of employment. They will provide administrative support to the VP Clinical Standards and VP Professional and Society Ethics in support of their respective committees and activities and workloads resulting from these at an estimated 0.5 days a week respectively. _*Committees Services and Administration*_: They will provide committee servicing and administration of the key governance meetings of the Society (Council, Board, the Executive and the AGM) and for the following committees: Archive; Clinical Standards; EDI and Ethics; Environment; Elections Committee (once a year); Guidelines and Practice; Health and Safety; Imaging Council; Physicians Associates; BCS Trainees Committee and ad hoc working and project groups as required. _*Office Administration*_: Supportingboth routine activities and adhoc projects for the CEO. These include managing induction process for new starters, organising staff meetings, supporting some HR processes, delegated responsibility for managing CEO HQ finances, including managing monthly finances and reconciling departmental budgets. They will be the first point of contact for visitors to the office and will be responsible for managing the BCS enquires phone lines and mailbox. _*Facilities management and Health and Safety*_: The post holders are responsible for day to day management, maintenance and repair of the building procuring third parties to undertake works using standard tender and selection processes in consultation with the CEO and Director of Finance ensuring best quality and value for money. They are responsible for ensuring compliance with building insurance and security contracts carrying out routine checks as required. They will be responsible for ensuring the BCS is fully compliant with all current Health and Safety legislation and good practice and be responsible for the administration of the quarterly Health and Safety committee providing reports and data to inform action and discussion. Given the wide range of responsibilities and breadth of the role the post holder will need excellent organisational, multi-tasking and communication skills. They will be flexible to changing demands and be calm under pressure. *Reports to* CEO in the first instance though this may change. *Works closely with* The post holders will work closely with one another, the President, CEO, Officers, Senior Managers and BCS staff. *Major responsibilities* *PA support* A wide range of duties including: · Proactive coordination and support to the President and CEO’s work programmes · First rate support in managing, planning and organizing the President and CEO’s diaries in agreement with them so as to ensure that they are fully able to fulfil their commitments in accordance with their agreed priorities. · Ensure they are routinely briefed of diary commitments and all appropriate papers or communications in good time in order to prepare ahead for meetings · Deal with incoming and outgoing correspondence and email traffic where appropriate, including assessing its priority, collating it with relevant background information and presenting it in a logical and orderly manner, and forwarding where necessary to other relevant individuals and agencies. · Be the first point of contact for the President and CEO, screening telephone calls, answering queries, and as appropriate referring onwards · Draft correspondence as directed and provide a full secretarial service as necessary including word processing, document and presentation layout · Ensure that any minuted actions from the various meetings the President and CEO attends are diarised for completion in good time · Ensure effective and organised filing systems (electronic and paper) for the CEO and central HQ files complying with the department’s communication practices and ensure compliance with data protection policies and the data retention schedule · Work with the CEO and other managers to develop and plan the annual schedule of core activities to be initiated · Ensure that contacts lists are accurate and up-to-date · Ensure that activities such as probationary periods, and appraisals for which the CEO is responsible are completed on time and paperwork returned as necessary · Organise appointments and travel itineraries and accommodation for the President and CEO (and others as necessary) · Provide administrative support for the regular and adhoc meetings of the President and CEO including the BCS staff meetings and participate in headquarter and team meetings · Act as departmental champions for adhoc new initiatives, for example, relating to wellbeing activities · Ensure confidentiality and integrity at all times when dealing with information of a confidential or sensitive nature · Provide administration and support to the CEO, President and officers whilst at the BCS Conference. *Administration and Office Management* · Ensure the Executive office function is smooth running, highlighting any issues or concerns in a timely way and proactively fostering a sense of team and team work with staff based under this function · Ensure the CEO is fully briefed on any matters of organisational importance that come to light in a timely manner · Ensure organograms, telephone lists, office door signs and contact lists are updated and disseminated immediately upon any changes · Manage the office environment including the meeting rooms, ensuring the office is clean, tidy and working efficiently and looks and functions professionally for both staff and external visitors · Oversee the meeting room booking process for internal and external visitors, ensuring appropriate charges are levied and that visitors are appropriately accommodated and records are maintained and routinely reported on. · Organise, manage and monitor office supplies (including stationery, refreshments, and equipment) in line with BCS policies ensuring best value for money, efficiencies made and budgets are contained · Manage and coordinate the department’s Christmas party arrangements. · Project manage office moves and all related activities as necessary · Oversee completion of monthly reports from the team in collaboration with the CEO to share with trustees · Responsible for initiating and improving the induction process of new staff, including scheduling training and orientations where necessary in agreement with the line manager and CEO · To manage and coordinate the department’s external Christmas card list and Christmas party arrangements · Manage and coordinate process and schedules for appraisals and development reviews, moderation panel and ensure departmental compliance with policies and timelines · Provide administrative support to adhoc Task and Finish Groups as required by the CEO · Organise furniture moving for meetings set up and events on site. · Liaise with IT contractor and Digital team regarding equipment and contracts as necessary · Organise internal and external events for the department including workshops, away days and out of house staff training · Undertake ad-hoc projects as requested by the CEO. *VP Support* · Provides administrative support for the VP Clinical Standards and VP Professional and Society Ethics to the equivalent of 0.5 days per week each covering committee support and the work activities linked to these respective remits. *Committees* · Act as the ‘go-to’ person to provide support to the attendees of these Boards and Committee meetings · Acts as advisor and responds to queries on Articles of Association and Rules of the Society · Provide secretariat and administrative support to the President and Chairs in respect to these committees, including agreeing meeting schedules with Chairs’, preparation and circulation of agendas and meeting papers to an excellent standard, preparation of Chair’s notes, minuting of meetings and monitoring and management of actions · Coordinates and sets the annual committee/meetings schedule a year ahead for agreement at the Board · Manages the master list of all committee members and ensures that these are kept-up-to-date and that the Chairs are alerted of and write to retiring members or those at the end of their elected terms. · Maintains a list of affiliated groups Presidents and updates for the Honorary Secretary · Manages the annual process for co-ordinating completion of declaration of interest forms for all committees ensuring these are all complete and filed for audit purposes · Supporting adhoc requests and requirements of the meeting attendees. · Process expenses relating to attendance of these meetings in line with BCS Expense policy. *Bursaries – ACC, BCS, ESC* · Manages the bursary system for the conferences. Alerts the President and the VP Corporate Vice President of the closing date, collates a hard copy and distributes to both. Advises the successful applicants, receives copies of their expenses forms and sends to finance. Sends a copy of the successful applicants report to the digital team for uploading to the website. Keeps hard copies of all. *Elections Process* · Sets the annual election timetable ahead of time and manages the process through to completion. *Conferences* · Supports meetings and manages the Executive Office during the BCS Annual Conference · Assists with the administration of the American College of Cardiology conference in Washington, including flights, hotel bookings. Assists the Head of Education with the booth requirements and ensures these are delivered on time. Liaises with the staff at ACC in relation to all meetings the President, other officers and the CEO are due to attend and ensures they have clear itinerates and a hard copy of all information as well as an electronic copy · Liaises with the staff at ESC in relation to all meetings the President and CEO are due to attend and ensures the President and CEO have all meeting and flight / hotel schedule information to hand in the format they prefer. *Facilities Administration* · Responsible for day to day management, maintenance and repair of the building. Contributes to estate management strategies under development and delivers in accordance with agreed plans · Ensure contractual terms and arrangements are in line with requirements (highlighting any particular terms of importance to the Director of Finance) and oversees delivery of work to agreed standards escalating issues or concerns · Provide key information, input and reports to the Estate Strategy Working Group to inform residual work priorities and plans and in respect to tenders, costs, budgets, and progress on works · Act on strategic and financial decisions around use of office space and commercialisation of office space to translate ideas and plans in to appropriate actions in collaboration with others · Manage schedules for works to take place allowing minimum disruption to staff and officers and visitors to the BCS · Take direct action to resolve urgent issues ensuring compliance at all times with Health and Safety policies · Maintains a schedule of contracts and end dates ensuring reviews regarding renewals or cessation are managed in a timely way and undertake regular review to ensure these remain best value for money / are still required. · Responsible for ensuring compliance with building insurance and security contracts carrying out routine checks as required · Acting as out of hours contact for ADT security services in the event of security alarms being raised that need addressing and taking appropriate action. · Being the main point of contact for all staff to report facilities problems or issues · Records all maintenance issues and contacts the supplier to ensure the work is undertaken · Meet with regular contractors (cleaners / general repairs etc.) on a quarterly basis or as necessary to discuss services and address any issues · Managing and operating within facilities operating budgets annually ensuring spend in accordance with priorities and contributing to discussions on use of estate strategy budgets. *Health and Safety* · Responsible for all aspects and day to day management of the BCS’s Health and Safety Policy ensuring the BCS is fully compliant with all current Health and Safety legislation and good practice reporting to the CEO. Finance and Budgetary Management · Informs budget setting process in respect to Facilities/Health and Safety/HQ budgets and manages and monitors budget and spend across the range of HQ account codes ensuring spend remains within budgets, maintaining accurate records, forecasting spend, phasing budgets, management and reconciliation of petty cash and undertaking monthly reconciliation against finance department records explaining any reasons for variance · Processes and co-ordinates completion of paperwork to specified timelines on behalf of the CEO in relation to costs and credit card expenditure · Reviews and provides supporting paperwork for invoices and expenses claims for specified budget codes for approval by the CEO · Liaises with the Finance team, co-ordinates arrangements across the department to ensure that staff in the BCS are informed of monthly finance timetables, have a clear understanding on what is required when, that finance deadlines are met and that any issues are highlighted in advance to the CEO. *Other* · Adhere and comply with the provisions of the BCS’s Health & Safety · Undertake all duties and responsibilities in compliance with the rules and regulations encompassing equal opportunities · Maintains office consumables and orders as and when required · Attendance at the BCS Conference over a 3 / 4 day period during the first week in June each year (currently in Manchester) · Any other duties as may be reasonably expected and which are commensurate with the level of the post.
Job Types: Full-time, Permanent
Salary: From £30,244.00 per year
Benefits:
- Company events
- Company pension
- Cycle to work scheme
- Employee discount
- Flexitime
- Life insurance
- Sick pay
- Store discount
- Wellness programme
- Work from home
Schedule:
- Monday to Friday
Ability to commute/relocate:
- London: reliably commute or plan to relocate before starting work (required)
Work Location: Hybrid remote in London
Application deadline: 23/01/2023
Reference ID: Exec2
