GIN Membership and Office Manager

Guidelines International Network

https://g-i-n.net/
Closing date
Location Home-based
Position type Permanent
Role Membership
Education College
Experience >3 years
Salary GBP 32,000–37,000
Benefits See below

Job description

GIN (the Guidelines International Network) is a Scottish Charity, founded in 2002 to lead, strengthen and support collaboration within the guideline development, adaptation and implementation community. Our vision is simple “Trustworthy and accessible guidance for better health”.
As a membership organisation, GIN has members all around the world - our role is to provide a network and partnerships for them and support them in reducing duplication of effort in guideline development. We have several Working Groups and Regional Communities, which work together to produce toolkits and publications among other products. For more detailed information, visit www.g-i-n.net . In September 2023, we are launching our journal Clinical and Public Health Guidelines.
Job purpose
Working within the GIN Secretariat, this role is a pivotal position within the small team that manages the organisation and supports our members. A key aspect of this role is to directly support the Chief Executive Officer, as well as coordinating and supporting the committees as required, implementing systems and procedures, and managing administrative projects. The postholder has responsibility for producing accurate board and committee meeting minutes, managing the membership and financial administration as well as providing support in the planning of the annual conference and managing the annual award process.
Overview of GIN Secretariat

The secretariat is a small team, which provides the management, coordination and administrative support to deliver the GIN strategy, as well as service to our members. All core team members support the Board and committee meetings from planning through to providing draft minutes to the chair. The secretariat team members are all home-based. GIN implemented a membership management system in 2020 and delivered a new website and rebrand early in 2021.

Description of core responsibilities

Membership
  • First point of contact for member enquiries
  • Actively managing the relationship with members, through ongoing communication
  • Managing the member application journey including introduction of new members to the membership committee
  • Ongoing management of the membership management platform – GIN Connect – and key contact with the supplier
  • Development and monitoring of metrics for member engagement and experience
  • Supporting the membership committee meetings, including preparation of membership data in advance of the meeting
  • Supporting member engagement including through GIN Connect, the membership management platform
  • Managing the annual invoicing process, including report generation through Xero
  • Managing the annual member award process
  • Assisting members with their library and registry entries in the GIN Library
Supporting the CEO
  • Diary management
  • Assisting with the development and maintenance of project plans related to the management of projects
  • Collating data and drafting reports and presentations
  • Travel research, when required
Office Management for the virtual office
  • Responsible for administration of the Office 365 account; setting up emails, shared inboxes, support for staff, setting up template documents
  • Responsible for managing all subscriptions
  • Responsible for management and continuous improvement of shared filing system and internal processes including archiving policy
  • Ensuring GDPR/data protection compliance
  • Recording and processing invoices received, ensuring that the official approval process is followed
Board and committee meetings
  • Arranging international committee and board meetings via various online platforms
  • Co-ordination of all committee work; allocating work to Office Support staff as required
  • Working with committee chairs to support with preparation of agendas, minutes and drafting other papers required for meetings
  • Supporting the CEO and Chair in preparation for in-person meetings, normally twice each year
  • Researching travel options and associated costs for Trustees for meeting attendance
Conference
  • Managing the GIN membership booth at international conferences, interacting with members and potential members
  • Organising and supporting the Annual General Meeting and the board meetings

Skills, attributes and experience

  • Minimum of 3-4 years’ experience as a PA/Executive Assistant or Office Manager, supporting senior managers
  • Experience of working within a membership organisation or professional association would be a real advantage, with experience in supporting and growing a community
  • Firm grasp of working with a CRM
  • English native level speaker
  • Excellent communication skills, written and verbal; ability to interact with all levels of professionals
  • First class organisational and interpersonal skills
  • Experience of working in a busy support department with a strong focus on customer service
  • Well-developed information management/knowledge management skills
  • Proven problem solving skills
  • Self-starter with the ability to work remotely from a team with minimal supervision
  • Ability to set up and manage online management of files and documents
  • Microsoft Office skill –Advanced level including account administration
  • Financial administration would be an advantage, but not essential
  • Excellent attention to detail

Qualifications

  • Minimum level of Higher English
  • Formal business administration or similar qualification
  • Professional CILIP qualification would be advantageous
  • Microsoft super-user training would be advantageous

Key relationships

  • Reporting to the Chief Executive Officer
  • Regular contact with members
  • Working closely with the office support staff and Conference Project Manager as part of the secretariat team
  • Regular contact with the GIN Chair and Chairs of the GIN Sub-committees

The GIN team, while all based remotely, are in frequent contact through Microsoft Teams, providing a supportive environment.

Salary and conditions

UK contract, based from home; equipment will be provided, incumbent must have a dedicated working space available. Team meetings will take place in central Scotland 3 – 4 times each year. Travel to annual international conference and mid-term meeting of the board is required each year.

Salary: £32,000 - £37,000 depending on experience

Monthly working from home allowance, in line with HMRC guidance Pension:

GIN operates an employee pension scheme with statutory contributions Holidays: 25 days annual leave; 8 statutory holidays per year

How to apply

For an application form, please email jobs@g-i-n.net