Registration Co-ordinator Job Profile

Transcription

1 Registration Co-ordinator Job Profile About the HCPC The Health and Care Professions Council (HCPC) is the regulator of 16 different health professions, set up to protect the public. To do this, we keep a register of health professionals who meet our standards for their training, professional skills, behaviour and health. The organisation employs around 250 employees, who work in nine departments - Registration; Fitness to Practise; Education; Communications; Policy & Standards; Operations; Human Resources; Finance and IT. About the Registration Department The department is currently made up of approximately 50 members. Head of Registration Heads up the department and is responsible for advising on key strategies and objectives for the department as well as managing the operational teams within the department. Registration Managers Lead, manage and coach a Registration Team within the Registration Department. They also ensure that the Registration Department adopts best practice customer service initiatives and that these are sustainable in the long term. Team Leaders Assist the Registration Manager with leading, managing and coaching a Registration Team within the department. They also assist the Registration Manager with the day-to-day running of a team and deputise for Registration Managers in their absence. Registration Advisors Respond to registration enquiries both on the telephone and in person from existing and potential registrants. They provide an effective and efficient data input, payment processing, recording and verification service.

2 Vacancy - Registration Co-ordinator To provide proactive administrative support, primarily with the production of scheduled bulk printing and mailing processes, including code notification, renewals, certificates and CPD communication.

3 Application & Selection Process Applicants for the Registration Co-ordinator role must complete the HCPC application form in full. Please note: any CVs submitted will not be seen by the panel for the purposes of shortlisting or at an interview. Applicants for the role will be shortlisted by a panel during w/c 2 May Successful candidates will be invited for an interview on Thursday 12 May Please try to ensure your availability on the day of the interview, as it may not be possible for the panel to see you at another time. To submit your application form Please visit our website - Download an application form from the links to the right of the page Follow instructions on the form to submit your application Completed applications should be sent to: Alternatively they can be posted to: recruitment@hcpc-uk.org Human Resources HCPC Park House 184 Kennington Park Road London SE11 4BU Enquiries should be directed to: HR The closing date for applications is Monday 2 May at midnight.

4 Job Description Registration Coordinator Department: Directorate: Reports To: Salary Band: Registration Operations Registration Operations Manager Band E Scope To provide proactive administrative support in the Registration Team primarily with the production of scheduled bulk printing and mailing processes. To provide an effective and efficient data and payment processing, recording and verification service for HCPC registrants and those applying to come onto the HCPC Register. To participate in the continued development of registrant services, in line with the business plan. Main Duties and Key Responsibilities Your principal duties and key responsibilities will be those set out below. In addition to those duties, HCPC reserves the right to require you to undertake additional or other duties within your capacity as may from time to time be reasonably required and necessary to meet the needs of the HCPC. Operational Responsibilities Support the Registration Management team in ensuring operational and administrative procedures are carried out to the agreed HCPC standards in line with business targets and relevant legislation. To be knowledgeable regarding all aspects of the processes, procedures and work of the HCPC and to be familiar with the relevant legislation regarding registration processes.

5 To provide comprehensive advice to prospective applicants and members of the public on registration issues, including the various types of application for registration. This includes international, mutual recognition and temporary applications made under Directive2005/36/EC. To despatch application packs to prospective registrants and deal with questions about the HCPC application process and other associated processes including registration renewal. To receive and process applications for inclusion on to the Register in line with agreed policies and procedures, by checking applications for completeness, entering data, verifying details and documentation as provided. This will include processing payments. Respond to complaints and deal with complex scenarios. To undertake the administration of the entire Registration process and be familiar with the relevant legislation regarding registration processes. To handle a high volume of complex and sometimes challenging calls. To enter applicants data on to the internal systems and ensure that applications are processed and forwarded for external assessment in a timely and efficient manner. To interpret Partner assessment decisions (based upon the Health and Care Professions Order 2001) making judgements and providing feedback on Partners recommendations relating to the Grandparenting / International application process/ Directive2005/36/EC and CPD standards. To independently carry out detailed application verification checks using high levels of initiative, alerting a Registration Manager or a Team Leader if anomalies are found. To assist team members with on the job training. To act as a mentor for team members. To contribute to and assist in projects relating to the Registration Department as and when needed. To represent the Registration Department during external events and meetings, where appropriate. Communications

6 To effectively assist in the management of HCPC s printing / mailing and administrative processes, providing support and advice on the procedures. To communicate and promote HCPC and increase an understanding of the processes to a range of internal and external audiences. To ensure effective communication channels with Registration Managers, Team Leaders, Registration Advisors, suppliers and other departments within HCPC. To respond to telephone, personal and written enquiries from applicants and registrants about issues relating to registration, which can be complex at times. To keep the Registration Operations Manager, Registration Managers and Team Leaders informed on verification or assessment issues which require further attention. To liaise with colleagues at the HCPC on issues relating to the operation of the HCPC Register and registration processes as appropriate. Organisational Design, develop and keep up-to-date appropriate documentation in relation to the printing and mailing processes. Liaise with stakeholders and third party printing suppliers to plan printing assignments and proof read print jobs, before authorising high volume print runs Proof and provide authorisation for mailings to be dispatched in a timely manner. Monitor and review progress of mailings and print / mail services, ensuring that the Registration Manager is fully informed at all times. Consider the cost of planned mailings and keep within budget. Contribute to developing and managing procedures to improve efficiency. Evaluate supplier performance and work with relevant third parties to continually develop and improve processes and procedures. To arrange CPD assessment days and Test of Competence / Aptitude Test days, ensuring that the assessment / test day runs smoothly.

7 General Understand the information security requirements for information accessed or processed in carrying out the duties of the role, treating the information with appropriate care as set out in the Information Classification and Handling Policy. Carry out the responsibilities of the post with due regard to the HCPC's Equality and Diversity Policy and to treat colleagues and other HCPC stakeholders with respect and dignity at all times. Person Specification Essential Demonstrated experience of successfully managing a high volume of printing / mailing including preparing and manipulating data, proofing and editing complex communication. Experience and understanding of health and care regulation and working in a customer service centre. Effective administrative skills including the ability to draft complex correspondence, publications and reports as required. A high level of written English and oral communication skills, including the ability to communicate professionally with people from all backgrounds using a variety of different communication channels. Sound working knowledge of window based software packages, including word processing, spreadsheets, databases, electronic mail, and the internet. Planning and organisation skills with the ability to meet tight deadlines / targets. Proven ability to handle a high volume of telephone enquiries successfully and providing a quality customer service. The capacity to apply rules / principles governing HCPC registration. Demonstrated ability to work under one s own initiative with minimal supervision and to be able to effectively handle a number of tasks at once.

8 Ability to act as an expert when dealing with colleagues from other departments, members of the public, applicants, registrants, employers and printing suppliers, supporting registration Partners and mentoring new Registration Advisors. Proven knowledge and understanding of working and contributing to project based environments across multifunctional teams. Values Based Competencies The following behaviours are based on the HCPC s values. Employees are expected to display them during the completion of their duties. Transparency Contribute constructively to discussion, listening to others perspectives. Keep others informed of issues that affect them or their work, providing relevant and timely information. Communicate clearly, accurately and concisely. Collaboration Play an active role in the team, making a positive contribution. Build supportive, professional and co- operative working relationships with all colleagues, respecting diversity. Understand where their own work fits into overall department and team aims and collaborate in delivery of these objectives. Responsiveness Take personal responsibility for making things happen, recognising when to seek help or involve others. Honour commitments, showing a professional approach, flexibility and a positive attitude. Be proactive in achieving goals. High Quality Service Show commitment to delivering high quality work, checking their own work against objectives and expectations. Accept and act on constructive feedback to improve own performance. Show initiative to make or suggest improvements which improve service quality or resolve problems.

9 Value For Money Manage their own time and workload effectively, focusing efforts on agreed targets and deadlines. Organise allocated resources to ensure that their own work is delivered efficiently and effectively. Identify ways to work more effectively or efficiently and propose suggestions.