ROYAL COLLEGE OF OBSTETRICIANS AND GYNAECOLOGISTS
JOB DESCRIPTION
Job Title
Business Administrative Manager / PA to Quality & Knowledge
Executive
Directorate
Quality and Knowledge
Grade
6
Post Holder
VACANT
Responsible to
Executive Director, Quality and Knowledge
Liaison with
Hours
Officers
Executive Directors
Committee Chairs
Director, Clinical Quality
Director, NCC-WCH
Director, Membership Relations
35
The Directorate: e.g. structure / size of department, whether role is new, number of direct
reports etc.
This is a new role in a revised structure of administrative and business support for Officers
and senior staff.
The support team of the Quality and Knowledge Directorate is made up of two staff – the
Business Administrative Manager / PA to Quality & Knowledge Executive and the
Administrator.
The role has one direct report: Administrator, Quality & Knowledge
Purpose: Describe the overall objective of the role and how it fits into the College
This is a key role, providing senior PA, business management and project support to the Vice
President (Clinical Quality), Vice President (UK Affairs) and Executive Director, Quality and
Knowledge, enabling the team to work in the most organised and efficient way. Heading up
this Office’s executive support team, your key role will be to support each of these post
holders, ensuring that all receive consistently excellent service.
You will also provide wider business support to the Quality and Knowledge Directorate,
assisting directors as required and ensuring efficient and effective administrative processes
throughout the Directorate.
You will also be responsible for providing high-quality project management support to the
Directorate; ensuring the coordination and implementation of specific projects and
consistency with the RCOG strategy and goals.
You will oversee and advise on operational governance, ensuring that College processes run
smoothly and effectively.
Main Duties: Outline areas of responsibility

Support the work of the Vice President (Clinical Quality), Vice President (UK Affairs)
and Executive Director, Quality and Knowledge, taking management responsibility for
the overall delivery of high quality support to all of them.

Ensure the Vice President (Clinical Quality), Vice President (UK Affairs) and Executive
Director, Quality and Knowledge, are well-prepared and well organised, pro-actively
carrying out background research, producing documents, briefing papers, reports and
presentations as required.

Provide support in the planning and implementation of designated projects from
inception through to completion; including scheduling and implementing plans and
timetables, managing budgets and providing reports.

Manage the processing and authorisation of invoices and expenses relevant to the
Vice President (Clinical Quality), Vice President (UK Affairs) and Executive Director,
Quality and Knowledge.

Set systems for budgetary monitoring; managing specific aspects of budgets as
directed by the Executive Director, Quality and Knowledge.

Support the wider Directorate, assisting as required:
o Director, Clinical Quality
o Director, NCC-WCH
o Director, Membership Relations

Develop and maintain effective and professional systems, procedures and records in
line with the College’s goals and objectives.

Organise and attend meetings as required.

Ensure necessary records are maintained that can readily provide current, accurate
and accessible information.

Line manage and oversee the professional development of the Administrator, Quality

Ensure appropriate support is provided to all relevant Committees and Internal
Management Groups, directly supporting key groups as determined by the Executive
Director.

Manage the relationship with the Regional College Advisors and Clinical Directors,
and Knowledge
including the organisation of meetings and forums.

Manage contracts with relevant external contractors ensuring accuracy of invoices
and value for money.

Manage the relationship with Baby & You (CW Publishing), ensuring all editorial and
advertising material is reviewed within the terms of the Agreement, and any
correspondence or complaints are handled appropriately.

Report on KPI’s and other performance indicators on behalf of the Directorate.

Contribute to the overall development of RCOG and its activities.

Any other reasonable tasks required by the Executive Director of Quality and
Knowledge.
Note: This job description reflects the present requirements of the post. As duties and
responsibilities change and develop the job description will be reviewed and be subject to
amendment in consultation with the job holder.
Signed by:
Date:
ROYAL COLLEGE OF OBSTETRICIANS AND GYNAECOLOGISTS
PERSON SPECIFICATION
Qualifications / Training
Essential / Desirable
Educated to degree level or equivalent
Project management qualification e.g. PRINCE 2
Previous Experience
Essential
Desirable
Extensive experience as senior PA (or similar) to Executive
Director/Chair (or equivalent)
Essential
Key Skills / Attributes
Flexible and inclined to go “above and beyond” in pursuit of
excellence
Essential
Delivers reliably to deadline
Essential
Excellent communication, interpersonal and organisational skills
Essential
Excellent IT skills, including Windows-based packages, Outlook,
Word and Excel
Essential
Excellent minute taking skills
Essential
Shorthand
Desirable
Ability and willingness to maintain strictest confidentiality
Essential
Ability and willingness to work to own initiative and as part of a
team
Essential
Thorough, accurate and able to work under pressure and to tight
deadlines
Essential
Conscientious, discreet, enthusiastic, reliable and personable
individual
Essential
Project Management skills
Essential
Other Requirements