Society Secretary and Executive Assistant

THE MEDICAL SOCIETY OF LONDON - Society Secretary and Executive Assistant

JOB DESCRIPTION

Start Date - Early May 2024 by arrangement.

Hours of Work

35 Hours per week (10-5 daily) - some flexibility

4 Evening functions per month (5-9:30)

9 Work days in two Weeks (Alternative Fridays off)

30 Days annual leave (pro rata) plus Bank Holidays

Salary

£30,000 rising to £32,000 after 12 months probabtion depending on experience plus 10% contribution to company or private pension scheme.

Skills

Capable Office Administrator including Diary and Booking Management

Customer/Client interface skills; event hosting and supporting

IT Competent and regular user of WORD, EXCEL, POWERPOINT and ACCESS

Use of standard office machinery (Scanning, copying, and franking etc.)

Basic Food Hygiene

Physically able to arrange chairs etc. for clients

Role

The Society Secretary is a salaried position at The Medical Society of London located in Central London (Chandos Street W1G 9EB). The post holder is responsible to The Registrar (CEO) as Line Manager and, through the Registrar, to the Charity Trustees. The post holder also has duties with the Harveian Society of London and The Hunterian Society of London. The principal duties are as follows:

1. Preparing the Annual Programme for the three Societies, liaising with the printers, in consultation with their Presidents. Contacting Speakers for their information, preparing and distributing Meeting Notices by mail and electronically.

1. Taking bookings from members for the Annual Programme meetings and events of the Societies and collecting the payment for events.

1. Liaising with the Porter and Catering Staff ensuring that events are set up and supported as required, including dietary requirements. Ordering food and liaising with external caterers as necessary.

1. Attending and co-hosting evening meetings of the Societies and other events as arranged with the Registrar. This may include one weekend annually supporting the Harveian Society in Folkestone. Supporting the Registrar in the delivery of the Annual programmes of events and assisting as requested in ensuring the efficient running of the Societies.

1. Maintaining the databases of Fellows and Members and arranging for the annual collection of subscriptions by Direct Debit and cheques.

6. Collecting and preparing manuscripts for Transactions and forwarding to the Editor. Updating the lists required for Transactions and liaising with the Printer for the printing and distribution of Transactions.

7. Preparing the Weekly programme for Lettsom House, liaising with other event organisers for numbers and requirements, completing booking proformas and ordering catering supplies.

1. Preparing invoices for clients and presenting them.

1. Administering the membership of the Societies, managing applications for membership, writing to new members and updating the members databases.

10. Fulfilling the role of Executive Secretary to the Hunterian Society including liaison with the President and Council in the preparation and delivery of the annual programme of events.

1. Welcoming and hosting clients, understanding and assisting with the AV provision in the House.

1. Assisting with the control of entry into Lettsom House

13. Assisting the Registrar in the day-to-day management of Lettsom House as agreed and covering for the Registrar when absent.

1. To be trained in the basics of CPR and AED usage and as a Fire Marshal.

1. Any other roles and tasks as agreed between the job holder and the Registrar.