Job Description

The Institute of Medical Ethics are recruiting a Membership & Administration Officer to provide administrative and support services to IME members, potential members and conference delegates, including taking responsibility for member’s records, fees, correspondence and queries.

As first point of contact it is essential that you are able to provide efficient administrative support to the IME office by carrying out effective administration duties.

The Company

The Institute of Medical Ethics was founded in 1970 – it is a company limited by guarantee and a registered charity in England & Wales. Since its foundation, it has established a leading role in the field of medical ethics in the UK, and has been highly influential in establishing medical ethics as part of the core curriculum in medical schools.

Major IME activities at present include conferences, publication of web-based resources to support the teaching of medical ethics and awarding of grants and scholarships to medical students. The IME is co-owner with the BMJ publishing group of two highly-respected journals produced in association with BMJ publishing: the Journal of Medical Ethics (JME) and Medical Humanities (MH). These two journals currently provide the income stream for the IME.

2013 saw the IME embark on a major phase of growth and development with updated charitable objects and provision for a wide-ranging membership scheme which enabled the Institute to be re-launched as a professional membership body for clinicians, teachers and others working in the field of medical ethics.

The primary charitable object of the IME is: to advance for the benefit of the public the education of medical practitioners and medical students in the United Kingdom in the impartial understanding and practice of medical ethics and law and in the integration of these disciplines into clinical practice.
 

The IME has a small permanent office, comprising a Chief Executive Officer, the Membership and Administration Officer and a remotely working Finance Officer.

Key Duties and Responsibilities

• To process new applications for membership to the IME
   
• To manage the membership database, keeping members details up-to-date, making any necessary changes to contact details, fees etc
   
• To process membership fees payments – sending out reminders, invoices, direct debit forms to ensure all membership payments are made in a timely manner
   
• To record all contacts with members against their membership record
   
• To create and distribute the monthly e-newsletter

• To provide general support and advice to members enquiring about IME business

• To deputise for the Chief Executive by attending events/conferences to promote the IME membership scheme when necessary

• To undertake necessary administrative tasks in processing conference bookings

• To attend the annual conferences and other IME events to assist with delegate administration
   
• Assisting with proof reading eg, e-Newsletter, Annual Report, Conference Handbook etc
   
• To administer the IME website and Social Media including adding new events, news items, updating information and general content maintenance and liaise with members
   
• On rare occasions, to take minutes at meetings
   
• To undertake routine administrative duties, including;
• Answering telephone calls
• Typing letters
• Photocopying
• Checking and replying to e-mails
• Ordering stationery
• Posting outgoing mail

• To undertake any other duties as required and to play an active role in supporting the overall IME administration office
   
• To work flexibly and co-operatively with other support staff and IME members to ensure the needs of the IME are met in a timely and professional manner
  
   

General Provisions

1. Ensure information concerning customers and other members of staff is treated as confidential.
    
2. Act as a role model and promote behaviours in keeping with the IME Mission & Values
    
3. Ensure that the Health and Safety Policies are adhered to at all times.
    
4. Other duties within the general scope of the post may be required from time to time.  Changes will be discussed before implementation
    
5. The duties of the post and job description will be regularly reviewed by IME
    

PERSON SPECIFICATION

Essential Criteria

• Good written communication skills and word processing experience
   
• Good IT skills – with a working knowledge of Microsoft Word, Excel, Outlook
  and a willingness to learn and work with new systems e.g. events booking database
   
• Office administration experience – filing, record keeping, dealing with correspondence, processing paperwork
   
• Excellent organisational skills, including the ability to work on own initiative
   
• Ability to work effectively as part of a small team of office staff
   
• Good interpersonal skills and communication skills, including a friendly personable telephone manner
   
• Good time management skills, including ability to cope with changing priorities and working to deadlines
   
• Working familiarity with using Social Media

• Experience working with database systems – e.g. membership databases, financial databases, events databases

Desirable
 

• Experience of administering websites
   
• Experience working as part of small, busy office team
   
• Experience working in a customer orientated environment
   
• Experience dealing with large volumes of correspondence and organising bulk mailings (electronic and paper)
   
• Flexible approach to work, willing to bring new ideas and willing to learn