Job description
Job title:
Accreditation unit administrator
Grade:
D
Post number:
CLI151
Department:
Accreditation Unit, Care Quality Improvement Department
Job context:
The Royal College of Physicians of London plays a pivotal role in
setting the standards and through a variety of activities, influences
the quality of medical practice in hospitals. It conducts
examinations, carries out training, education and research
activities and advises the Government and the profession on health
and medical matters.
The Care Quality Improvement Department aims to support
Physicians, their teams and the NHS to deliver high quality clinical
care www.rcplondon.ac.uk/care-quality-improvement-department.
This includes the setting of standards, monitoring and reporting
the care provided against the standards and by supporting change
management activities where required. It delivers this ambitious
work programme via its constituent units and their work
programmes:

Core Care Quality Improvement Department: Clinical
Effectiveness Forum, newsletter, Concise Guidelines series

The Clinical Effectiveness and Evaluation Unit (CEEU):
guideline development, national comparative clinical audit
and change management

The RCP Revalidation Programme: aims to shape the
process of medical revalidation for physicians, through
defining specialty standards that physicians must meet to
Job description and person specification
11 St Andrews Place, Regent’s Park, London NW1 4LE
Tel: +44 (0)20 3075 1649, Fax: +44 (0)20 7487 5218 www.rcplondon.ac.uk
Registered charity no. 210508
1
successfully revalidate, and developing clear mechanisms
of RCP support throughout the process.

The Health Informatics Unit (HIU): develops standards for
record keeping and exploring the use of routinely collected
data

The Accreditation Unit: carries out accreditation
assessments of units against agreed standards, with the
aim of improving the quality, safety and outcomes of
healthcare, the patient experience and service delivery. It
also manages certification and quality assurance processes
for trainees and practitioners. The unit is currently
responsible for managing four accreditation schemes: JAG
(endoscopy), SEQOHS (occupational health), IQIPS
(physiological diagnostics) and IQAS (allergy) and advising
more widely on accreditation in the healthcare setting.
More can be found on all of the schemes and the unit
more generally on the RCP website.
Purpose and scope:
The accreditation unit administrator will be responsible for dealing
with enquiries, providing administration for the Accreditation Unit,
to include visits, training days and trainees’ applications.
Reports to:
JAG Visits Manager
Direct reports:
None
Works closely with:
-
All members of the Accreditation Unit
-
Colleagues within the Care Quality Improvement
Department and RCP
-
Accreditation assessors, training teams
-
Healthcare professionals and services
-
Travel and accommodation booking companies
Job description and person specification
11 St Andrews Place, Regent’s Park, London NW1 4LE
Tel: +44 (0)20 3075 1649, Fax: +44 (0)20 7487 5218 www.rcplondon.ac.uk
Registered charity no. 210508
2
Major responsibilities:
Responsibilities by function
1. Dealing with enquiries
- Being one of the first points of contact for external queries to
the Accreditation Unit by telephone and email
- Respecting confidentiality
- Website queries administration: such as supporting users to
navigate the websites, resetting passwords and setting up new
users
2. Booking meetings, travel and accommodation
- Booking and facilitating meetings including organising papers,
conferences, travel and accommodation for assessment visits
and all representatives of the Accreditation Unit
- Keeping up to date and accurate records and using the
accreditation e-systems to support the accreditation process
- Processing expenses claims and invoices in line with unit
policies
- Ensuring value for money
3. Providing administration for the accreditation programmes
- Supporting services to register and sign up to the accreditation
programmes
- Administering applications
- Providing administrative support for organising accreditation
assessments and consultancy visits and issuing of certificates
- Raising invoices and liaising with services and the in house
finance team to ensure payments are made
4. Supporting training
- Providing administration for training days, including booking
venues and liaising with trainers, colleagues and delegates
- Preparing training material including packs and online
documentation
- Maintaining the training database and records
5. Trainee and screening certification (JETS – JAG Endoscopy
Training System) and the SAAS process (Screening Assessment
and Accreditation System)
- Supporting the JAG E-systems Manager by administering the
JAG Trainee certification process in quality assuring endoscopy
trainees and the SAAS process for quality assuring Bowel
Cancer Screening Programme screeners
- Receiving and processing applications and payments
- Responding to queries, assisting with IT issues and
Job description and person specification
11 St Andrews Place, Regent’s Park, London NW1 4LE
Tel: +44 (0)20 3075 1649, Fax: +44 (0)20 7487 5218 www.rcplondon.ac.uk
Registered charity no. 210508
3
-
troubleshooting
Liaising with assessors and trainees to ensure correct
procedures for individual certification
Maintaining database of applications, progress and payments
Creating letters, reports and certificates from web system
6. Additional duties
- Contributing to Accreditation Unit meetings
- Providing support to the Accreditation Unit by developing and
managing a database of contacts abiding by Data Protection
legislation
- Assisting with preparing and compiling material for
dissemination
- Ensuring that documentation is branded consistently and in
line with RCP and scheme requirements. Ensuring a high
quality of presentation for all documents.
- Develop an Accreditation Unit Office Manual
- Any other duties that may reasonably be determined by the
Accreditation Unit Manager
Generic RCP responsibilities
- Contribute to the work of the Care Quality Improvement
Department and wider RCP activities
- Carry out any other duties as may be reasonably expected and
which are commensurate with the level of the post
- Adhere and comply with the provisions of the RCP’s Health and
Safety Policy
- Undertake all duties and responsibilities in compliance with the
rules and regulations encompassing equal opportunities
Job description and person specification
11 St Andrews Place, Regent’s Park, London NW1 4LE
Tel: +44 (0)20 3075 1649, Fax: +44 (0)20 7487 5218 www.rcplondon.ac.uk
Registered charity no. 210508
4
Terms and conditions
Salary scale:
Grade D
Annual leave:
Grades A – E 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
https://www.gov.uk/government/organisations/department-forbusiness-innovation-skills
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.
Job description and person specification
11 St Andrews Place, Regent’s Park, London NW1 4LE
Tel: +44 (0)20 3075 1649, Fax: +44 (0)20 7487 5218 www.rcplondon.ac.uk
Registered charity no. 210508
5
Person specification
Position: Accreditation unit administrator
Job number: CLI151
Department: Care Quality Improvement
Department
Date: July 2015
General and professional education
Application
Interview
Essential
Good A-levels or equivalent, with good literacy and numeracy skills

Office administration experience

First degree or equivalent

Experience
Application
Interview
Experience of supporting formal committee-style meetings (collating and
circulating meeting papers)

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Experience of communicating by telephone and e-mail
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Experience of managing diaries
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Experience of decision-making and working on own initiative
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Essential
Experience of office administration to include booking meetings,
accommodation and travel
Desirable
Experience of administration in a healthcare or related context
Skills and knowledge
Application
Interview
Essential
Excellent IT skills (Microsoft Office including Excel and Outlook Calendar)

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Excellent written and oral communication skills
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Ability to maintain accurate records

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Ability to work across many projects simultaneously
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Uses a systematic approach to planning and organising, including working
to deadlines
Good attention to detail
Job description and person specification
11 St Andrews Place, Regent’s Park, London NW1 4LE
Tel: +44 (0)20 3075 1649, Fax: +44 (0)20 7487 5218 www.rcplondon.ac.uk
Registered charity no. 210508
6
Tact and instinct for diplomacy

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Ability to work to deadlines and respond effectively and positively to
pressure
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Confidence in engaging with external contacts
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Application
Interview
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Highly motivated, proactive, flexible self-starter who can implement
systems, processes and tools to best effect
Desirable
Knowledge of healthcare in the NHS and the independent sector
Job circumstances
Essential
Flexibility of hours may be required in times of peak activity
Job description and person specification
11 St Andrews Place, Regent’s Park, London NW1 4LE
Tel: +44 (0)20 3075 1649, Fax: +44 (0)20 7487 5218 www.rcplondon.ac.uk
Registered charity no. 210508
7