Faculty Administrator

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Job description

Faculty Administrator supporting North and West London Faculty in Charity

Your new company
You will be working within the largest membership organisation solely for GPs in the UK, which was founded in 1952. It has over 54,000 members dedicated to improving patient care for the 1 million who visit their family doctor daily.
Your new role
We are supporting this charity by recruiting an enthusiastic and energetic events and administrative specialist to develop and deliver both local and regional member support initiatives and events.

The organisation is unique in having a federal structure of local 'Faculties' that enhances engagement with members. Faculties are groups of local members that develop and deliver initiatives to support fellow members and further the charity's vision.
This role will focus on supporting the North and West London Faculty, as well as events across the London and South East region.
Your responsibilities

• General administrative duties.
  
• Committee administration, including organising meetings and taking minutes.
  
• Budget management.
  
• Project administration.
  
• Event delivery and management.
  
• Digital communications, including social media, web content platforms and video conferencing/meetings.
  
• Data handling and use of Customer Relationship Management Systems.
  
• To be responsible for the day-to-day management of Faculties including all administrative, financial and communication tasks, ensuring efficiency and professionalism.
  
• Contribute to the development of the Faculty Plan for Faculties each year in consultation with the Faculty Board as well as Faculty and CPD colleagues in the region.
  
• Support the Faculty Board to understand the demographics and needs of their members and develop appropriate support, reflecting this in the annual activity plan.
  
• Provide administrative support to the Provost, Chair, Honorary Secretary, and Treasurer as required, in order to help them manage their roles and responsibilities within the Faculty area.
  
• Ensure that Faculty Board membership records are promptly updated on the member database.
  
• Develop budgets for activities and seek funding where required in order to ensure that projects and events are viable within the overall budget envelope.
  
• Ensure the delivery to a high standard of the core faculty tasks: quarterly Faculty Board meetings, AGM, at least one social event and bi-weekly member communications, as well as other agreed faculty events and initiatives.
  
• Ensure high levels of customer service when delivering events, including clear and timely communication with delegates, and speaker support.
  
• Be involved in assisting the Regional Engagement Manager to deliver regional activities within the area, or across regional boundaries.
  
• Develop the opportunity to ensure the Faculty Administrator can contribute energetically, principally within the Faculty, but also increasingly within the context of a regional team and national teams.
  
• Be the first point of contact for enquiries to the Faculty both in person at events.
  
• Ensure timely management of all creditors and sales invoices through the faculty to the finance team, and support production of monthly management accounts/forecasting by reconciling payments made and pending.
  

What you need to succeed

• The ability to take responsibility for self-direction and use my own initiative.
  
• The ability to juggle tight timescales and conflicting demands.
  
• The ability to encourage volunteers to contribute to the work of the organisation.
  
• The ability to promote ideas, events and opportunities to members/non-members and sponsors, making use of the college systems available to assist with this.
  
• Knowledge of Customer Relationship Management Systems, including data entry and reporting.
  
• Knowledge of purchase management systems (desirable).
  
• An understanding of the culture/ structure of primary care.
  
• Good keyboard skills and working knowledge of MS Office Suite (including intermediate Word, Excel, PowerPoint and MS Teams) and digital engagement platforms like Zoom, Menti and email marketing.
  
• Interested in being involved in the organisation at a local, regional and national level.
  
• Excellent communication and negotiating skills with people at different levels (both verbal and written).
  
• Ability to work in a professional manner with honesty and integrity
  

What you need to do now
This is a PART-TIME position - if you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.
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