Education Programme Assistant

Education Programme Assistant

Salary: £29,250 per annum

Contract Type – Permanent, Full-time 35 hours

Location – We fully support flexible working, from our superb offices in Holborn and from home. We do require staff to spend 20% of their time in the office. This is subject to role requirements.

About us

The Royal College of Surgeons of England is the professional body for surgery. Our mission is to build the future of the surgical profession and improve the delivery of surgical care. We do this through education, training, examination, supporting surgical research and providing support and advice for surgeons at all stages of their careers.

About the role

The Royal College of Surgeons of England is looking for someone hands‑on to manage the day‑to‑day administration and organisation of tasks to support three Education Programme Managers and the wider Learning Team. They would have an independent workload with a focus on bursaries, faculty liaison and stock management, as well as taking on delegated tasks as required.

Responsibilities

Daily Administration

• Act as the first point of contact for internal and external enquiries about education programmes, bursaries and faculty enquiries, fielding and responding to enquiries via email and phone.
• Maintain faculty information in line with data protection guidance and ensure faculty status and faculty requirements for each course are accurately recorded.
• Develop and manage web‑based content on the College website, including stakeholder communications (e.g., preparing communications and short articles, newsletters, FAQs).
• Prepare publicity and marketing information in liaison with the marketing team.
• Manage programme documents and records in line with the College retention policy.
• Prepare and organise course materials, including e‑learning and handbooks; secure copyright for text usage where necessary.
• Order stock from suppliers, raise purchase orders and receipting goods.
• Monitor stock levels held by suppliers and ensure sufficient stock is available for planned courses.
• Carry out the annual stock take at supplier warehouse, identify and resolve stock‑related issues.
• Record minutes of Steering / Working Group meetings.
• Support the recruitment of new members to Steering / Working Groups as required.

Quality Improvement

• Collate evaluation data on a weekly basis and coordinate the operational review of course quality.
• Coordinate the delivery of certificates of excellence.
• Collate the quarterly Quality Assurance Operational Group review data and coordinate submission timelines supporting Programme Managers to produce annual quality reports.
• Support the updating of materials (including electronic materials), secure copyright and permissions.
• Draft and collate faculty guidance and support materials in collaboration with other stakeholders.
• Develop productive relationships with external contacts, including coordinators and faculty.
• Review and proof‑read content, including digital content, for usability, compatibility/accessibility, brand adherence, and spelling and grammar.

Event Administration

• Manage events such as product launches and updates, faculty training/development days, national days; act as first point of contact and provide administrative support.
• Produce invitations and coordinate attendance, provide guidance and support on relevant policy and procedures such as expenses and CPD points.
• Book resources (AV, catering, faculty, rooms for course and accommodation for faculty and others if specified, technical equipment and technical resources where relevant) using agreed procedures and processes.
• Prepare and organise materials for events in collaboration with Programme Managers.
• Manage routine issues in planning and on the day, working with colleagues to resolve complex risks and issues.
• Manage expense claim forms/invoices and ensure all supporting documents are included before passing on for final approval.
• Arrange for letters of thanks or certificates of attendance, following agreed processes.
• Maintain attendee information in line with data protection guidance.
• Support the delivery of virtual and pilot courses as required.

Bursaries and Kennedy Projects (Emerging Leaders & Parents in Surgery)

• Coordinate the administration of bursaries and awards, including annual scheduling, preparing marketing materials, liaising with applicants and delivering the application process.
• Administer the bursary judging process, liaise with judges to agree questions and criteria, provide support and ensure timeframes are met, including undertaking the initial sift of applicants to ensure eligibility criteria are met.
• Support the delivery of the Emerging Leaders programme, including coordinating workshops and the “Ready for Leadership” event, assigning mentors and peer mentors, communicating with the alumnae network, facilitating the application processes and overseeing the review and interview stages as well as onboarding candidates onto the programme, orchestrating governance meetings and answering any queries from previous or current cohort members.
• Support the Parents in Surgery project, contribute to the development of resources and upkeep of the microsite page, ensuring all links are accurate and functional; manage the organisation and preparation of materials for focus and working groups to facilitate productive sessions.

Qualifications and Experience

• Liaise with people at all levels.
• Ability to work cooperatively within a team.
• Excellent interpersonal skills, including the ability to build relationships with external stakeholders.
• Excellent written communication skills.
• Experience of working with volunteers.
• Administrative experience, including following and improving processes.
• Deliver a customer‑focused service.
• Data input and use of databases.
• Good working knowledge of Microsoft Office applications.
• Use of content management systems for updating websites.
• Ability to work flexibly.
• Ability to work accurately and pay attention to detail.
• Excellent organisational skills, with ability to manage competing priorities and work to tight deadlines.
• Ability to work independently and take ownership of tasks.

What we can offer you

• 27 days paid holiday + bank holidays and up to 4 college closure days.
• Enhanced contributory pension scheme & other leave entitlements.
• Variety of learning and development opportunities.
• Wellbeing programme & Employee Assistance Scheme.

Any personal data collected from you, or that you provide to us, will be processed by us in accordance with our recruitment processes. If unsuccessful in your application, your information will be held by us on our database for a period of 6 months before deletion. If you would like your information removed sooner, please contact RCSHR@rceng.ac.uk.

Equal Opportunities Employer

The Royal College of Surgeons of England is an Equal Opportunities Employer. We are open to all talent and we actively ensure that all qualified applicants will receive equal consideration for employment without regard to age, disability, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

The Royal College of Surgeons of England is committed to protecting your privacy. We are registered as a data controller with the Information Commissioner’s Office (ICO). All College employees are responsible for records held, created and used as part of their work for the College including patient/client, corporate and administrative records. Records are managed according to the requirements of the Data Protection Act 2018 and ensure confidentiality. The College ensures that staff are trained to handle the information you submit to us with care and discretion, seeking advice where necessary.

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