JOB DESCRIPTION. MRCP(UK) Central Office / Examinations department

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1 JOB DESCRIPTION Job Title: Grade: Post Number: Department: Job Context: Purpose and Scope: Reports to: Works closely with: Team leader, operations division E EXM264 MRCP(UK) Central Office / Examinations department The Royal College of Physicians of the UK plays a pivotal role in setting the standards and, through a variety of activities, influences the quality of medical practice in hospitals. The Examinations Department carries out training, education and research activities and advises Government and the profession on health and medical matters. In collaboration with other Team leaders, the post holder will manage a suite of exams, delivered throughout the year in centres both in the UK and overseas. They will be responsible for the dayto-day line management of staff, ensuring that all work is carried out to appropriate and defined standards and continual service improvements are delivered. They will work closely with the Head of Office to establish and respond to business needs and achieve the aims of the Operational Plan. Head of Office Heads of Office(s) Team Leaders Head of Operations Members of the Examinations Department team (Operations and Academic Division) Business Analyst Royal College of Physicians of Edinburgh Royal College of Physicians and Surgeons of Glasgow MRCP (UK) Regional and Overseas Organisers The British Council / Local British Council Offices Overseas 1

2 Service Departments (Marketing and Facilities / IT / Finance / HR) Major Responsibilities: 1. Ensure that the office provides an excellent service to candidates and to external stakeholders from the first point of contact. 2. Provide direction and act as line manager to staff, with responsibility for ensuring all work is carried out to a high quality standard and in a way that inspires and motivates staff. Responsibility for management-related duties, such as 1-2-1s, team meetings and performance assessments. 3. Manage staff to deliver the examinations to the quality standards agreed, ensuring that all stages within the exam cycles are completed accurately and within agreed turnaround times. Ensure that administrators have adequate support and resources to complete each required task in an appropriate manner. 4. Work with colleagues to determine and manage developments in line with business need and, where project areas are allocated, ensure that these are carried out to agreed deadlines and standards. 5. Ensure effective use of resources and business systems for optimum performance, identifying areas for improvement in order to seek efficiency gains. 6. Oversee the continual review of internal processes to ensure they are fit-forpurpose, efficient and provide sufficient contingencies. Also to ensure that a seamless service is provided to candidates and stakeholders for all exam areas. 7. Develop and monitor quality assurance measures within the office, including reviews after each exam diet, ensuring that any identified actions are followed up and improvements/efficiencies are made wherever possible and that information is reported formally to senior management. 8. Responsibility for management information, including: contributing to the departmental monthly report on behalf of the office; monitoring and reporting staff absence; reporting and monitoring Key Performance Indicator / Quality Improvement Framework data; overseeing performance management systems and producing other adhoc reports / information as required. 2

3 9. Responsibility for monitoring financial/budgetary management within the office, including: reconciliation; budget setting and monitoring; quarterly reviews of income and expenditure; budget phasing and ensuring staff are trained in financial management. 10. Ensure that exam related activities are communicated and coordinated as appropriate with external colleagues and stakeholders, and for ensuring that Memorandums of Understanding are complied with, where applicable. 11. In collaboration with Heads of Office, develop the Operational Plan for Candidate Offices and contribute annually to the Business Plan and budget forecasts, guided by the decisions taken by the relevant Exam Boards. Responsibility for ensuring a coherent plan is in place to deliver the plan once finalised and agreed. 12. Staff are expected to attend RCP functions connected with their work which take place outside office hours, including exam day administration, New Members Admission Ceremonies and other Examinations Department functions, as and when required. 13. Any other duties as may be reasonably expected and which are commensurate with the level of the post. 14. Adhere and comply with the provisions of the RCP s Health and Safety Policy. 15. Undertake all duties and responsibilities in compliance with the rules and regulations encompassing equal opportunities / confidentiality. 3

4 Terms and conditions Salary scale: Grade E Annual leave: Grades 27 days annual leave plus statutory holidays (full time) Other benefits 35 hour week (positions at Grade F and above may require additional hours commensurate with position) Flexi-time scheme (Grades A-E) Pension scheme (defined contribution scheme and death in service benefit) Free staff restaurant (lunchtime Monday to Friday working days exclusive of Bank Holidays) Interest-free season ticket loan (following completion of probation) Enhanced maternity pay (after two years of service) Kidsunlimited childcare vouchers Individual learning and development needs review Occupational health support Corporate membership rate at local gym Cycle to Work Scheme Use of RCP facilities (eg. library) In addition to the benefits set out above, the RCP complies with all statutory rights: details of which can be found at Full details on any of the above benefits can be gained from the HR Department upon request or, following employment, via the RCP s intranet, Parklife. In consultation with staff, benefits and policies may be reviewed and changed over time. The RCP operates a no smoking policy. 4

5 Royal College of Physicians PERSON SPECIFICATION Position: Team Leader, Operations Division Job Number: EXM264 Department: Examinations / MRCP(UK) Central Office Date: May 2014 General and Professional Education Application Interview Essential Educated to A level standard or equivalent X Desirable Educated to degree standard or equivalent X Experience Application Interview Essential Experience of managing a team of staff Experience of working in a similar role in office administration (or equivalent) Competencies Application Interview Essential Creates an open, stimulating environment for all team members Works to improve bad relationships rather than letting them escalate or infect others Shares ideas and information and encourages others to share ideas to work towards solutions for improvements or enhancements Works effectively with others who have different outlooks or viewpoints Takes steps to establish and develop effective relationships both within and across functional and geographical divides in RCP Uses a systematic approach to planning and organising, 5

6 consulting with relevant people and monitoring to ensure tasks and projects are delivered on time, within budget, achieving the outcomes expected Actively reviews work processes so that the RCP can learn from its successes and failures Uses a systematic approach to planning and organising, consulting with relevant people and monitoring to ensure tasks and projects are delivered on time, within budget, achieving the outcomes expected Allocates work to team members on an individual basis creating performance indicators so that everyone knows what is to be delivered by when whilst providing ongoing support, encouragement and information Keeps information and audit trails up to date and in a form which can be used by others Adapts to agreed changes and new ways of working positively, effectively and completely Experience of working collaboratively on projects, sharing experience and learning with a common aim. Researches, analyses and classifies information from reliable sources so that it can be used for appropriate purposes Desirable Manages priorities to ensure that projects of the highest importance are delivered first (above those that are driven by crisis or pressure) Uses the features of a range of software systems relevant to work Evaluates the RCP s use of resources encouraging colleagues to think about and identify ways of reducing expenditure and increasing effectiveness, selecting and pursuing those ideas which have potential for implementation 6

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