Administrator - Edinburgh, United Kingdom - ASME

Description

The Association for the Study of Medical Education (ASME) is a UK wide Medical Education Research membership association established over 65 years ago.
We are currently recruiting for an experienced
Administrator to join our team in our Edinburgh office.

This is a full-time staff role with development opportunities and a competitive salary and pension.

Our Awards and Mentoring programmes are proving more and more popular therefore we require an experienced Administrator to support and develop these key aspects of ASME.

Working in a small team your workload will be busy and varied, you will learn new skills, and you will have an opportunity to work in a collaborative, friendly and fun team that cares about ASME's objectives and values.

You may have the opportunity to travel to ASME events within the UK.

There is the potential for flexible hybrid working and we also offer opportunities for training and development to further your career.

ASME promotes diversity and inclusion in the work place and have an active EDI strategy.


We particularly welcome applicants from diverse and under-represented backgrounds.

Scope of the Role:

The role is to provide administration support to all the different areas of activity undertaken by the office for ASME's Board, Committee/Group/SIGs and members.

Two key areas of this role are responsibility for awards administration and mentoring administration.

The post holder will work with the Operations Supervisor on a day-to-day basis but will also receive direction and training from other members of the team in relation to their specific areas of responsibility (eg events, website, accounts etc).

Promote, support and adhere to ASME's EDI (Equality, Diversity and Inclusivity) strategy


Duties:


Awards
The post holder will be responsible for the administration of ASME's awards, grants and prizes, with tasks including:

• Creating and maintaining spreadsheets relating to all grants, awards and fellowships offered by ASME. These spreadsheets are used to monitor submissions and assessment processes and to manage the dissemination of award outcomes to successful and unsuccessful applicants and to the ASME membership
• Liaising with the Operations Manager, Director of Awards and awarding Committee/Group
• Correspondence with applicants and assessors
• Promoting, and sharing updates and announcements on social media
• Creating certificates for award winners and when required, attendance certificates for conferences and events

Mentoring

• Liaising with the Director of Career Groups and the mentor training provider
• Logging all mentors
• Administering online mentors' database and all enquiries related to this
• Correspondence with mentors, mentees and training provider
• Promoting, and sharing updates and announcements on social media

Other duties that the post holder will assist with, as and when required:

• Monitoring ASME's website and making necessary revisions, as and when required, to ensure accurate/up to date information is provided at all times
• Incoming and outgoing mail
• Answering the telephone and dealing with visitors to the office
• Scanning and/or archiving documents as required
• Ensuring that sufficient stock of marketing materials is maintained
• Maintaining sufficient stock of stationery, stamps, office supplies (coffee, tea, milk etc)
• Organising online and facttoface meetings
• Arranging courier pickups
• Attendance at ASME external events when required
• Assisting with general housekeeping of the office including recycling, waste collection, and packing conference materials
• Any other duties as required

The post holder will be expected to demonstrate:

• Understanding of the role and administration's key tasks and deadlines
• Ability to work mainly autonomously albeit with support and supervision
• Ability to prioritise tasks to meet deadlines within a constantly changing environment
• Show initiative and demonstrate diplomacy and sensitivity in dealing with members, suppliers and stakeholders
• Ability to problem solve
• Interacting with others in a positive and respectful manner
• Understanding and adherence to our EDI policy
• Willingness to ask when not sure of what to do/understand the task

Person Specification:

• Previous experience working in an administration role
• A high standard of written and spoken English
• Minimum ONC in Office Administration or equivalent
• Excellent knowledge of Microsoft Office and good practical working knowledge of spreadsheets and databases is essential
• Ability to prioritise workload, with a high level of care and attention to detail
• Able to travel occasionally (usually 4 times per annum in the UK)
• Organised and efficient with the ability to multitask
• Excellent communication skills
• Confident and competent to use their own initiative, work autonomously and able to work to numerous deadlines
• Communicates confidently and professionally with peo