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Administrator / Project Coordinator, Clinical Standards
Managing this Role
Claire Stevens
Principal Consultant 020 7759 7929Claire Stevens is a principal consultant with over 20 years' experience in supporting various Charities, Institutes, and Membership Bodies within the Not-for-Profit sector, covering London and the surrounding areas.
Claire's extensive experience within the industry has enabled her to build strong relationships with her clients, built on trust and loyalty. Her knowledgeable background enables her to offer a personalised and consultative approach, offering advice and guidance at every stage in the recruitment process.
She is passionate about making a real difference to the sector and giving something back by providing a great service to the clients and candidates she supports.
Working for a professional body with over 2,300 members from both the UK and overseas!
- Administering and coordinating all activities for the committees, including preparation of agendas and minutes, circulating papers, reports, correspondence and publications, maintaining records of queries received and taking the necessary actions, as well as collating, summarising and drafting official responses pertaining to consultations by NICE, MHRA and other external bodies.
- Managing all aspects of the organisations Patient Information Leaflets (PILs) production and updates:
- Maintaining a central record of all PILs production status
- Forwarding proposal forms, templates and instructions on PIL writing and production processes to authors and updaters
- Maintaining good relationships and communication lines with authors and updaters, the Therapy & Guidelines sub-committee and Lay Review Panel members
- Circulating proposals and drafts to the Therapy & Guidelines sub-committee and Lay Review Panel
- Proof-reading and finalising ahead of publication on the organisations website
- Maintaining records of queries and taking the necessary actions, e.g. checking content and source materials, carrying out basic literature searches in discussion with the Director of Clinical Standards and/or Information Scientist/Guideline Research Fellows, circulating to Therapy & Guidelines sub-committee for consideration, applying changes where appropriate, responding to enquirers, etc.
- Spearheading the organisations application for the Patient Information Forum TICK scheme to certify the process for producing and updating PILs:
- Understanding the previous scheme by NHS England's Information Standard and comparing with the new PIF TICK scheme
- Drafting an updated PILs production process based on the current version and mapping it to the PIF TICK criteria, highlighting any current shortcomings and suggesting potential solutions
- Submitting the certification application and dealing with feedback received
- Ensuring adherence to the PIF TICK criteria for al PILs, once certified
- Attending the organisations Annual Conference, assisting with all aspects of delegate registration and conference organisation, and providing administrative support for relevant sub-committee meetings.
- Assisting the Director of Clinical Standards with the preparation, launch and administration of annual national clinical audits:
- Reading on the subject matter to aid understanding
- Preparation of clinical audit proformas
- Piloting with members of the National Audit sub-committee
- Circulating emails and regular reminders to the membership
- Collating and cleaning responses
- Creating and distributing certificates of thanks to participants
- Analyses of data, if required
- Preparing PowerPoint slides for audit results, if required
- Maintaining the organisations audit standards document
- 1 year(s) working in administrative support
- Experience in scientific/medical administration
- Experience in committee administration
- Experience in providing high quality, precise minutes
- Experience in proof-reading medical literature for the lay reader
- Experience in data analyses using Microsoft Excel or the statistical software package STATA or similar
- Extensive knowledge of Microsoft Office - Word/Excel/Outlook/PowerPoint/Access/Teams
- Understanding of cloud-based file storage systems, e.g. SharePoint, OneDrive
Hunter Merrifield, trading name of Huntress Search Ltd, acts as a Recruitment Agency in relation to all Permanent roles and as a Recruitment Business in relation to all Temporary roles.
PLEASE NOTE: We can only consider applications from candidates who have the right to work in the UK.
This job has now been filled but you may be interested in:
Executive Assistant
- £30000 - £36000 per annum
Great opportunity for an experience EA to work within a Professional Medical Body supporting the Director of Education by establishing and maintaining effective procedures and supporting the varied department activities and projects. Managing delivery of processes and projects as required.
Main Responsibilities
Responsibilities will include:
- Diary management, ensuring the effective utilisation of time available
- Arranging meetings which ensure the 'best fit' with all diaries and inform participants of arrangements made
- Administer Directorate budgets as required - processing invoices and receipts and reconciling team credit card statements
- Receiving and screening telephone calls, taking and passing on full and accurate messages
- Handling correspondence (post and e-mails) and calls, responding directly to enquiries where appropriate ensuring that these contain high standards of spelling, grammar and presentation
- Booking travel and accommodation ensuring that the best rates are negotiated and that all arrangements are confirmed and appropriate information is forwarded to the correct person
- College Fellowship application management
- Ensure application process is followed
- Maintain panel
- Facilitate decision making and feedback to the applicant
Education and Standards Committee secretariat
- Scheduling meetings and ensuring that papers, agenda and minutes are prepared and disseminated in a timely way, following up actions where necessary
- Assisting in preparation of papers and presentations for this (and other College Committee) meetings
Coordination of Education team processes
- Administrative oversight of panel membership, coordinating meeting scheduling, panel member recruitment and expiry across the department
- Support for delivery of processes at peak times; including production and redaction of panel and other documentation
- Coordination of and support for review and revision of key regulatory documents as required for internal and external purposes
Stakeholder relationship coordination and support
- Liaise with members and stakeholders on relevant College projects, for example, setting meetings, securing volunteers and representatives
- Contribute to enquiry and stakeholder management via telephone, post, shared email boxes and CRM and other systems
- Arrange transport and couriers as needed
- Administrative support
- Providing any other meetings support including taking minutes, facilitating discussion groups, and preparing presentations
- Providing secretariat support to Schools Council including taking minutes at monthly meetings and act as returning officer for elections
- Carrying out as directed general secretarial, administrative and office duties.
PERSON SPECIFICATION
Essential: Experience in a similar role
Experience of organising meetings
Desirable: Experience of working in a professional body and/or membership organisation
Previous experience in Education administration
Skills and Knowledge
Essential: Excellent written and oral communication skills
Good level of written English
Experience of letter and report writing
Able to process numerical data
High levels of competency in MS Office; Word, Outlook, Excel and PowerPoint
Accurate keyboard skills
Desirable: Minute taking
Experience of using databases
Experience of using web-based publishing tools
Personal Attributes
Good interpersonal skills
Well organised with a strong attention to detail
Able to work under pressure and meet deadlines
Flexible approach to work
Able to work on own initiative
Ability to use initiative to solve problems
Reliable
Able to prioritise multiple projects and tasks.
Additional Information
Working hours including any flexible hours and hybrid working available (3 days a week in the office). However, the post holder may on occasion be required to work late and applicants should therefore have some flexibility with regard to working hours.
The post may include some UK travel.
We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.
Senior Medals and Awards Officer
- £35000 - £43000 per annum
Hunter Merrifield are currently working with the self-governing Fellowship and Learned society of distinguished scientists to recruit a Senior Medals and Awards Officer.
Reports to: Head of Scientific Programmes
Line manages: Medals and Awards Officer
- Oversee the end-to-end planning and delivery of a portfolio of prize lectures and associated events, ensuring that hybrid alternatives can be accommodated should the need arise
- Ensure that any staff or Fellows involved in prize lectures are fully briefed in a timely manner
- Work closely with the Senior Scientific Programmes Officer, Fellowship to ensure that the Premier Awards Dinner and any other medal winner recognition events are planned and executed seamlessly and to high standards
- As required, support or lead the onsite delivery of events organised by the Scientific Programmes Team as a whole
- Oversee the annual cycle of the medals and awards programme, ensuring that all major milestones are met and anticipating and resolving any obstacles
- Ensure that each award receives sufficient high-quality nominations
- Oversee the preparation of all nomination documentation ahead of the launch of the annual cycle on 30 November (Anniversary Day) each year
- Work closely with the Side-Secretaries, ensuring they receive regular updates regarding the development of the medals and awards programme and consulting with them as needed as issues arise
- Effectively manage the budget for the medals and awards programme and complete the quarterly and annual forecasting activities in a timely and accurate manner
- Liaise closely with other colleagues and teams working with medal-awarding committees, ensuring that there is consistency and cohesion and that duplication of effort is avoided
- Work closely with committee chairs, taking an active role in committee meetings where appropriate and supporting committees with any clarification queries or information
- Ensure that a comprehensive marketing plan is in place for the medals and awards programme
- Find new and innovative ways to encourage nominations from under-represented groups
- Ensure appropriate evaluation methods are employed for all projects and producing output/outcome reports as required
- Create a robust process to gather nomination data, and use it to identify trends and areas for improvement as well as to track success
- Take a continuous improvement approach to work, ensuring that processes are regularly reviewed and updated.
- Demonstrable experience of managing complex high-profile programmes
- Demonstrable experience of providing excellent customer service and working in a customer-focused environment
- Proven ability to form strong working relationships with a variety of individuals including senior leaders, internal and external stakeholders, and suppliers
- Experience of managing budgets, including forecasting and reconciliation
- Experience of working with and managing suppliers and negotiating contracts
- Experience of establishing and maintaining a network of contacts
- Excellent communication skills (written and oral) and a high degree of tact and diplomacy
- Highly developed organisational skills, with evidence of strong project management, attention to detail and meticulous planning
- Experience of working with committees, preferably in an academic environment
- Excellent interpersonal skills, diplomatic and with a high degree of cultural awareness
- An understanding of the scientific and academic community
We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.
Accreditation Officer
- £31000 - £34000 per annum
- Day-to-day management of existing accreditation programmes
- Supporting the Education Manager in the development and implementation of the new accreditation system for courses and events
- Developing new accreditation programmes for income generation, such as BCD Faculty and training delivered by other agencies
- Developing course and event content related to accreditation workstreams in collaboration with the Education Manager and/or Digital Learning Officer
- Applying for CPD for learning content
- Working closely with the Education and Digital Officers to deliver the multimedia BCD content
- Recruiting, briefing and supporting assessors, Faculty members and other accreditation partners
- Supporting members, candidates and learners with their enquiries
- Supporting the Education Manager in developing and delivering outputs from workstreams
- Carrying out administrative tasks associated with own workstreams and projects
- Creating surveys for members and users as required
- Liaising with BAD officers, stakeholders and partners
- Evidence of own CPD
- Experience in developing and delivering accreditation programmes for individuals and organisations
- Experience in drafting accreditation documentation
- Experience of supporting candidates, assessors, learners or customers with enquiries
- Experience of stakeholder and partnership working
- Knowledge of accreditation processes and systems
- Knowledge of continuing professional development processes and systems
- Ability to maintain good stakeholder and partnership relationships
- Ability to create and analyse surveys and feedback forms
- Ability to produce data reports
We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.
Administrator : Research & Publishing
- £25000 - £27000 per annum
Hunter Merrifield are very pleased to partner with the British Association of Dermatologists (BAD) to find an Administrator to join a friendly team in the London office, supporting the recently merged Research and Publishing teams.
- Support the Research team in administrative work for our three registries: BADBIR, ASTAR and UKKCC as well as other the other Research and Journal committees
- Set up meeting dates/agendas in collaboration with the wider team
- Book rooms and catering through the Facilities Officer
- Minute formal committee meetings or provide actions for informal meetings
- Process research bursary applications, including organising committee meetings, correspondence, advertising and circulation of papers
- Support the BADBIR team in sending out monthly emails to pharmaceutical companies
- Support the Research Manager in tracking and managing data access requests as well as updating the publication list
- Other project work that may be assigned from time to time either from Research or Publishing
- Manage membership of committees, including advertising / confirming new appointments, monitoring terms of office for committee members, collating Declaration of Interests forms, sending induction documents to new committee members
- Experience in an administrative role or similar role in a charity or similar healthcare organisation
- Interest in scientific or medical research funding administration
- Experience of providing high-quality, precise minutes
- High computer literacy with accurate word processing skills and sound knowledge of Windows based applications and Microsoft Office, including Excel, Teams and SharePoint / OneDrive (or similar cloud-based storage)
- Ability to proofread accurately
- Ability to produce high-quality documentation
We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.
Member Services Administrator
- £21943 - £25034 per annum
Job Title: Member Services Administrator
Reports to: Member Services Team Leader - Administration
Permanent
Salary: Grade GL, Salary £25,033.86 per annum (London based) or Grade GN, Salary £21,943.26 (outside London)
Location: London or National (Hybrid/Remote working)
Hunter Merrifield are currently looking for a Membership Services Administrator for the largest membership organisation for GPs in the UK.
The Member Services Administrator role provides the first point of contact to members, potential members and other stakeholders, responding to enquiries and supporting requests via multiple communication channels within KPIs, providing an excellent member experience. The successful Member Services Administrator will take on administrative tasks to ensure the smooth running of the team and systems and support member engagement and retention and promote the purpose, benefits and services of the College to increase membership recruitment and retention.
As such, we are looking for a well-organised candidate with strong administrative experience and excellent communication and interpersonal skills, who has a proven ability to prioritise workloads and work under pressure to tight deadlines.
PRINCIPAL ACCOUNTABILITIES - Membership Services Administrator
Operations
- Provide quality customer service, including interacting with customers, answering customer enquiries, effectively handling customer complaints and processing all payment types.
- Consistently focuses on call outcomes and their effect on the renewal risk criteria
- Act as first point of contact for all enquiries, including Trainee E-portfolio (Livechat, telephone and email) from members and the general public and transfer them to the relevant team or department when required
- Monitor and respond to all email enquiries with the TeP, Helpdesk, Login, Member Services, Renewals, Fellowship and Info inboxes
- Maintain and update the Help Centre section of the Website
- Manage the whole membership certificate process
- Ensure the accuracy and integrity of the Salesforce CRM database is maintained through accurate data entry
- Administrate membership processes including new member applications, Induction and Refresher (I&R) and Targeted GP Training Programme (TGPTP), member benefits, fellowship, Trainee E-Portfolio and renewals
- Using data, produce monthly membership activity reports and other membership related statistics as directed
- Support internal and external communications activities
- Provide proof of membership status letters for members and non-members
- Process Fellowship upgrades after SGM and AGM and create Honorary Fellowship records, dispatching welcome letters on behalf of the Honorary Secretary
- Sort and distribute incoming post and organise and send outgoing post
- Contribute to the induction, training and development of new team members
Customer Care
- Provide excellent customer relations and communication with members
- Ensure all correspondence and telephone queries are dealt with in accordance with agreed service level agreements, and provide reports on performance, as required.
- Liaise with staff in other departments and with external contacts
- Ensure all complaints are dealt with in accordance with the Complaints policy and procedure
- Always aim to not only meet but exceed member expectations via 'first contact resolution'
- Act as the internal ambassador for the member. Overseeing and ensuring all aspects of the member journey are approached with the understanding that the members needs /quality of experience of the service is always a priority
Person Specifications: Membership Administrator
- Proven administrative experience
- Experience of data entry and manipulation, queries using a CRM (Salesforce database experience desirable)
- Experience in a customer facing environment is essential, preferably where customer/member payments were an integral part of the role
- Large scale data entry experience
- Superb written and verbal communication skills
- Solid interpersonal skills and a desire to show initiative
- Ability to adapt to changing situations in a calm and professional manner
- Good attention to detail and ability to work to a high degree of accuracy
- A great team player
- Methodical and thorough approach to work
- Problem solving skills to resolve member complaints/support enquiries
- Strong time-management skills and multitasking ability
- Proficient in Microsoft Office, with aptitude to learn new software and systems
- Ability to multi-task while working under pressure and to tight deadlines
- Knowledge of GDPR
For more information on the Membership Services Administrator role, please apply now or contact Hunter Merrifield
We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.
Trainee Services Coordinator
- £28000 - £30000 per annum
- Booking Stage 2 assessments and ensuring all parties receive an email confirmation.
- Overseeing the assessors' booking system and assisting trainees with ad-hoc queries and operational duties.
- Managing the trainee record systems in Microsoft Dynamics and maintaining data.
- Maintaining and building working relationships with key internal and external stakeholders.
- Monitoring invoicing platform for the Scheme for Registration
- Ensuring the NHS grants for practice Supervisors are sent in line with SLA.
- Support the Assessors and Lead Assessors with the booking of assessments.
- Monitoring Education. Help subfolders and personal inbox.
- Handling online queries via CRM within the College SLA.
- Maintaining and managing trainees' details on the database.
- The ability to prioritise duties, and seek clarification and guidance from the Line Manager when faced with competing responsibilities.
- Experience of working in a busy office environment.
- Experience of working with and meeting the needs of different stakeholders.
- Experience of handling and prioritising multiple workloads to meet deadlines.
- The ability to maintain information to a high standard of accuracy and completeness.
- Have the ability to communicate with and collaborate with people from a diverse range of cultural, educational and professional backgrounds.
- Excellent verbal and written English language communication skills.
- The ability to work as part of a team, demonstrating flexibility, commitment to achieving challenging tasks and a strong team ethos.
- The ability to use office applications including Microsoft Dynamics
- Good understanding of the importance of file management (electronic files)
- Working in the not-for-profit or education sectors
- Relevant professional qualifications or equivalent
- Managing trainee database
- Providing support in keeping up with new processes in a changing environment
For more information on the Trainee Services Coordinator role, please apply or contact at Hunter Merrifield.
We practice a diverse and inclusive recruitment process that ensures equal opportunity for all we work with, irrespective of race, sexual orientation, mental or physical disability, age or gender. As an organisation, we encourage applications from all backgrounds and will ensure measures are met when required, to allow a fair process throughout.
