Office & Workforce Administrator

1-year fixed term contract, maternity cover

35 hours per week, minimum one day per week from office

Accountable to: Director of Operations & Membership Systems

PLEASE SUBMIT COVERING LETTER ALONGSIDE CV FOR YOUR APPLICATION.

Key Responsibilities:

Facilities and office administration

·      Lead on all first aid and fire compliance duties

·      Issuing and collating health and safety risk assessment forms to staff, organising fire, health & safety and first aid training as required

·      First point of contact for staff re any office/building/equipment maintenance issues

·      Liaise with landlord for office/building/equipment maintenance/health & safety matters

·      Stationery, refreshments and printing replenishing and ordering

·      Courier and postage bookings and arrangements

·      Maintain a supplier contact list

·      Processing, collating and reconciling credit card expenses

·      Managing documents/files within the onsite storage area (crypt) and around the building

·      Provide office induction to new staff, including requesting FPH/RCP passes, IT accounts, welcome pack including, IT & health & Safety induction and fire evacuation training

Events and Travel Administration

·      Manage event registrations.

·      Log and chase event registration RSVPs for external invites and issue joining instructions

·      On the event day involvement and support including arranging set up

·      Source venue space for FPH events and meetings to be held externally

·      Identify and negotiate bulk accommodation for FPH events/conference

·      Make travel and hotel arrangements for FPH Officers, Board members, Committee members and staff including taxi, rail, air and car.

·      Identify, develop, implement and maintain administrative procedures/systems

Zoom administration

·      Arrange zoom meetings and webinars as per requests, including sharing meeting details

·      Log relevant meetings in the booking’s spreadsheet

·      Host zoom meetings and provide support as required 

Membership Programme

·      To provide administrative support to the membership team when required

·      Assist with incoming membership queries/request

Workforce Programme (Revalidation & CPD) 

1.     To support and administer the Faculty’s statutory duties relating to the revalidation of public health specialists including:

·      monitoring and delivering the revalidation service

·      responding to member and other queries in relation to revalidation.

·      maintaining and updating the list of FPH revalidation appraisers

·      liaising with external stakeholders, including the Academy of Medical Royal Colleges 

2.     To support the development and delivery of a system of appraisal and revalidation for public health specialists from backgrounds other than medicine. 

3.     To administer the Faculty’s annual programme of Continuing Professional Development (CPD) activity including:

·      monitoring and delivering the annual programme

·      maintaining and updating the CPD database

·      processing annual CPD returns

·      arranging annual training of CPD advisers

·      supporting members in using the online CPD Diary

4.     To administer the CPD annual review process including analysis of the review for the CPD Director. 

5.     To provide administrative support to the CPD Committee including:

·      organising and servicing meetings as required

·      preparation of papers

·      minute-taking and follow-up of action points

6.     To deal with general enquiries and to assist with all routine tasks of the Education, Standards & Advocacy Department.

7.     To deal with enquiries to a high level of customer service, replying, referring or responding as appropriate.

8.     To liaise with colleagues elsewhere in the organisation to ensure good communication, coordination and collaboration.

9.     Provide cover within the department as required and assist with general enquiries.

10.  Undertake any other reasonable activities as requested by the Deputy Chief Executive.

Person Specification

Skills and abilities

Excellent organisation and problem-solving skills = Essential

Excellent customer service skills and delivering a customer-centric service = Essential

Ability to communicate (verbal and written) in a manner that is fluent, clear and compelling to a range of audiences = Essential

Ability to successfully manage multiple work streams, including organising time effectively, prioritising workload and meeting deadlines = Essential

Ability to identify and solve problems or concerns constructively and creatively = Essential

Ability to identify opportunities for systems and processes to be improved to deliver solutions = Essential

Ability to develop processes and encourage others in their adoption = Essential

Ability to work as part of a team and support team objectives = Essential

Ability to understand and demonstrate commitment to the FPH’s Values, Ethical Policies and Equality & Diversity Policy and to ensure all activities are carried out within this framework = Essential

Experience & Qualifications

Proficient user of Zoom Meetings and Webinars and Microsoft Teams = Essential

Experience of working effectively within a team, developing effective and supportive relationships with colleagues = Essential

Experience of using a CRM (Customer Relationship Management) system (preferably Microsoft Dynamics) and Microsoft products e.g. outlook, word = Essential

Degree qualification or equivalent = Essential

Experience of working in a operations or facilities team = Desirable

Experience of working effectively in a Royal College or Faculty environment = Desirable

Experience of working in a membership organisation = Desirable

Skilled in data analysis and manipulation using tools such as Excel, Microsoft Dynamics = Desirable