The Royal College of Radiologists Candidate pack. Conference and Programmes Co-ordinator

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1 The Royal College of Radiologists Candidate pack Conference and Programmes Co-ordinator

2 Candidate pack 2 Conference and Programmes Co-ordinator Salary: 31,864 per annum Location: Central London Hours: 35 hours per week Contractual status: 24 month fixed term contract Closing date for applications: 9am on Monday 18 June 2018 Interview date: Tuesday 26 June 2018 About The Royal College of Radiologists The RCR leads, educates and supports doctors who are training and working in the medical specialities of clinical radiology and clinical oncology. The RCR is the UK professional, membership body responsible for clinical radiology and clinical oncology with a total membership of over 10,500 worldwide. Further information about the RCR s activities can be found at The RCR is a registered charity, registration no What our employees say about working at the RCR To help us understand what we are doing well as an employer and what we could do better, we run a regular employee feedback survey. The latest survey showed a satisfaction that exceeded external benchmarks on 25 out of 26 questions, and staff satisfaction was highest in relation to people management and job satisfaction. 96% of employees would recommend the RCR as a good place to work. 89% of employees enjoy their job. More than 90% feel well supported and trusted by their line manager. 94% are clear about their role and how it contributes to the RCR. Over 87% of employees feel they are encouraged to develop in the role. 84% of employees feel diversity is valued.

3 Candidate pack Welcome Thank you for your interest in working with the RCR. I hope that you will find the information in this Candidate Pack useful, in addition to more general content on our website: The last few years at the RCR have seen much growth and development. We have improved the range and quality of the services and support offered to our membership. We have grown the external profile of the RCR s work and increased awareness of the value of our medical specialities to patients and the public. In our ambitious Strategy underpinned by Annual Plans we will be building on what we have done ( Our priorities include: Increasing and supporting the workforce in our two specialties for the benefit of patients, through lobbying and practical measures Improving further the value of College membership throughout the length of a professional career Developing research and technologies for our two specialties with a specific focus on the application of artificial intelligence. We also have exciting change programmes in train including comprehensive learning and development for our employees and an RCR-wide information management initiative. We regard ourselves as an employer who contributes to the sector more widely through innovative schemes such as Charityworks ( and Change100 ( We are also a London Living Wage mployer ( not only for our employees, but also in respect of our contractors. The RCR welcomes talented people, who share our commitment to providing high-quality services, who will thrive in an environment that demands rigour and energy and who will enjoy working with and for talented professionals. I look forward to hearing from you. Yours sincerely Andrew Hall Chief xecutive The RCR welcomes talented people... who will enjoy working with and for talented professionals.

4 Candidate pack 4 Working for the RCR The RCR is a membership body and a registered charity. The trustee board (Council) is mainly made up of practising clinical oncologists and clinical radiologists and is accountable to the membership at large. ach specialty has its own Faculty which agrees policy and the range of support, advice and guidance offered to doctors in the specialty. The executives of the RCR are the eight Officers (doctors) who work closely with the senior management team (the Chief xecutive and xecutive Directors for ducation, Professional Practice and Finance and Resources) supported by about 60 other employees. The ducation Directorate/Conference and Programmes Team The ducation Directorate is responsible for all aspects of the College s work that relate to the training of clinical radiologists and clinical oncologists in preparation for becoming consultants, and the provision of career-long continuing professional development. Within this directorate, the Professional Learning and Development (PLD) Team is responsible for providing both face to face and online learning opportunities to enable our Fellows and members to keep up to date with both clinical and professional aspects of their specialties. The Conference and Programmes Team deliver around 40 face to face educational events, both in London and around the United Kingdom, 15 live webinars and a three day conference for delegates annually. We are seeking an individual with some experience of events organisation and committee administration to support the Conference and Programmes Team in delivering these events. Where the job fits

5 Candidate pack Job description Job title: Responsible to: Responsible for: Contract terms and hours: Location: Conference and Programmes Coordinator Conference and Programmes Manager N/A Fixed term 24 months, full time 63 Lincoln s Inn Fields, London WC2A 3JW The role Overall purpose The purpose of this post is to support the delivery of high-quality face to face and online educational events on behalf of the College. This will be partly through providing support to other members of the Conference and Programmes Team in the organisational aspects of face to face and online educational events and also by taking the lead responsibility for the organisation and delivery of a number of regular events. The Conference and Programmes Co-ordinator will provide administrative support for the College s two Professional Learning and Development Committees, each of which meets three times per year. Main areas of responsibility a. Organisational support for a range of events and webinars. b. Lead responsibility for regular events c. Administrative support to two Professional Learning and Development (PLD) Committees. d. General Responsibilities a. Organisational support for a range of events and webinars. 1. Publicise events to potential delegates through internal and external channels, including the College s website and e-learning hub. 2. Process delegate registrations and payments and respond to delegate enquiries. 3. Liaise with speakers to ensure travel, accommodation, audio-visual needs etc. are met. 4. Liaise with venues, speakers and other contractors to ensure the successful delivery of events. 5. Report any concerns regarding contracts or budgets to the Conference and Programmes Manager in a timely manner. 6. Prepare handouts, delegate packs, badges and any other resources. 7. Register delegates on arrival and deal with venue or speaker issues on the day. 8. Issue attendance certificates and feedback forms after the event.

6 Candidate pack 6 9. Collate feedback reports and annual statistics. 10. Reconcile event budgets. b. Lead responsibility for regular events 11. Liaise with course leader to ensure facilitators are recruited for each event 12. nsure course content is updated in a timely fashion 13. Prepare course materials e.g. workbooks and teaching aids under the direction of the course leader 14. Advertise the programme and manage registrations 15. Undertake all organisational aspects as described in section a. c. Administrative support to two Professional Learning and Development (PLD) Committees. 16. Prepare and circulate agendas 17. Take and draft minutes 18. nsure action points are completed in a timely manner 19. Make all practical arrangements for meetings as required including travel, room arrangements and refreshments 20. Deal with agreed diversity monitoring processes 21. Advertise and induct members in accordance with current procedures d. General. 22. Maintain and manage records in accordance with the RCR s records and information policies. 23. Compile and maintain standard operating procedures for all activities undertaken. 24. nsure web pages and event documentation are accurate and up-to-date. 25. Check invoices and give to the Conference and Programmes Manager for authorisation. 26. Identify and support quality improvements to optimise the delegate experience, minimise repetitive data entry processes and ensure the smooth running of all events. 27. Undertake such other duties appropriate to the level of the postholder s qualifications and experience as may be required by the RCR from time to time. Key working relationships Internal working relationships Conference and Programmes Manager and colleagues in the PLD Team, working collaboratively and sharing information. The wider ducation Directorate. The wider College, including Membership ngagement, Finance and Facilities Departments. Chairs of the relevant committees concerning meetings and actions. The elected Officers - providing information

7 Candidate pack xternal working relationships vent delegates, and other Fellows and members of the College in a customer service capacity. vent venues ensuring venues are suitable and agreed facilities provided. vent organisers and speakers. Contractors e.g. printers and sponsors. Scope and limits of authority Decision making level Financial resources Other resources People management Legal, regulatory and compliance responsibility Responsible for ensuring that specific events are planned, publicised and delivered to schedule and budget. Independent decision making needed at events to deal with any issues arising. Maintain records of income and expenditure for each event. Report variations to budget to Conference and Programmes Manager. Shared responsibility for events equipment such as banners and tablecloths. Shared responsibility for College equipment such as cameras and laptops. N/A nsure that all activities are compliant with relevant nglish law e.g. Health and Safety, quality and Diversity, GDPR.

8 Candidate pack 8 The person Knowledge, qualifications and experience ssential () or desirable (D) High standard of education, ideally to degree or equivalent level xperience of working in event management Skills and abilities D Accurate use and understanding of nglish. ffective oral and written communication skills xcellent interpersonal skills Ability to work collaboratively and build and sustain effective working relationships with a diverse range of colleagues, partners and stakeholders at all levels Ability to handle competing demands, whilst maintaining accuracy and attention to detail. A positive attitude towards change and the ability to support others, maintaining the momentum of change Demonstrable commitment to providing professional customer service to colleagues, members and stakeholders. Ability to use initiative, identify improvements to ways of working and suggest solutions to problems Ability to work effectively within the team to manage tasks Self-starter, independently using judgement, initiative and discretion Good knowledge of committee procedures and processes, including how to prepare agendas and write accurate minutes Good working knowledge of Microsoft packages such as Outlook, Word and xcel. xperience using and maintaining a database or equivalent to store and retrieve information so that information is kept up to date and readily available Ability to maintain confidentiality and information security in line with our data protection policy and guidance. Ability to work occasional evenings and weekends, to travel throughout the UK and occasionally, to stay overnight. Other qualities and requirements D Commitment to equality and valuing diversity and understanding of how this applies to delivery of own area of work. Commitment to the aims and charitable objectives of the RCR. nthusiasm for learning and development and taking on new tasks. Committed to own continuing professional development.

9 Candidate pack Behavioural competencies The RCR s Competency Framework defines the behavioural competencies required from all staff to contribute effectively in their role and within the wider organisational team. Communicating effectively The success of the College depends on how it communicates with its membership and other stakeholders. mployees need to know their audience(s) and communicate with them in a way which meets stakeholder needs and expectations as far as possible. Working together The College s effectiveness and reputation depends on efficient and collaborative working, both within and beyond the team. This includes all employee colleagues, Officers, other Fellows and members and often others outside the College. Personal effectiveness The College is most effective when employees take ownership of their work, understand the context of that work, deliver effectively to achieve required results and demonstrate a positive attitude to taking on additional responsibilities or learning new skills. Customer focus We should all provide excellent services to all customers but notably to the membership and staff colleagues. Focusing on those and other customers, and understanding and responding appropriately to their needs, is key to the success and sustainability of the College. mbracing change We must all play a part in ensuring that the offer the College makes continues to be effective and relevant in meeting customer needs. This will involve changes to what we do and how we do it. We all need to play our part in embracing change. I find the work I m given interesting, varied and challenging. I m given lots of opportunities to develop in my role.

10 Candidate pack 10 How we value our people We recognise that our people are central to our ability to deliver high-quality and professional services. We offer a welcoming working environment, and a commitment to good people management, including our performance and development review process. Learning and development We are committed to supporting all employees learning and development. nsuring every employee has a learning and development plan is part of our annual performance development process. Working environment We are a friendly team, located in a quiet and attractive square in central London, close to transport links, in a wellresourced, light and airy building. Wellbeing support We provide a range of benefits to support staff wellbeing: employee assistance programme, assistance with eye test costs and lenses if related to the role, and flexible working hours for staff after completion of their initial period, including the possibility of some working from home. We also provide staff with free tea, coffee and fruit juice while in the office. Pension and life assurance provision All employees are eligible for the statutory provision, and additionally we provide a good pension scheme with 15% employer contributions (employee contribution is 5%) no later than three months after the start of employment. The RCR has a life assurance and personal accident policy covering all current employees. Other benefits Generous holidays starting at 25 days per annum, and increasing with service. Closure days between Christmas and New Year. Childcare vouchers. Luncheon allowance. Interest-free season ticket loan.

11 Candidate pack How to apply The closing date for applications is 9am on Monday 18 June 2018 Please submit a CV and a covering letter, together with a completed Diversity Monitoring Form. It is important that your covering letter includes a clear statement in support of your application, which demonstrates how you meet the criteria described above, in the section entitled the person. Applications should be ed to recruitment@rcr.ac.uk If you have not heard further from the RCR within a fortnight of the closing date, you should assume that you have not been shortlisted for interview on this occasion. Shortlisted candidates will be invited to attend first stage interviews on Tuesday 26 June If you consider yourself to have a disability and require a hard copy pack or a different format, for example large print, please contact the HR team at recruitment@rcr.ac.uk quality and diversity statement The RCR is committed to equality and diversity in its role as an employer, valuing the benefit a diverse workforce brings. It is our intention not to discriminate on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation (quality and Diversity Policy: My colleagues and peers are great fun to work with and I enjoy working alongside lots of different people to deliver my job.

12 Candidate pack 12 The Royal College of Radiologists 63 Lincoln s Inn Fields London WC2A 3JW +44 (0) enquiries@rcr.ac.uk A Charity registered with the Charity Commission No The Royal College of Radiologists, February 2018.