Membership Officer

Royal College of Pathologists

Hours
35 hours per week

About the Organisation

Royal College of Pathologists is a professional membership organisation with charitable status, concerned with all matters relating to the science and practice of pathology. It is a body of its Fellows, Diplomates, Affiliates, and trainees, supported by the staff who are based at the College's London offices. The College is a charity with over 13000 members worldwide.

The majority of members are doctors and scientists working in hospitals and universities in the UK. The College oversees the training of pathologists and scientists working in 17 different specialties, which include cellular pathology, haematology, clinical biochemistry, and medical microbiology.

Although some pathologists work in laboratories, many work directly with patients in hospitals and the community. Together, they are involved in the majority of all diagnoses and play an important role in disease prevention, treatment, and monitoring. If you have ever had a blood test, cervical smear, or tissue biopsy, a pathologist will have been involved in your care.

About the role

The Membership & Finance department is headed by the Chief Executive, assisted by a Financial Controller. Reporting to the Financial Controller are a Membership & Finance Manager, assisted by a Membership Officer, a Finance & Membership Officer, a Finance & Membership Administrator and a Membership & Finance Assistant. The department is responsible for the complete administration of member services, dealing with all matters relating to membership as well as all the College’s financial bookkeeping and accounting duties.

The College has a separate membership engagement function located within the professional practice directorate. The main purpose of the role is to ensure that day-to-day membership administration and related financial processes are completed accurately and on time, and to support the Membership and Finance Manager in delivering an effective and responsive service. This is a varied role combining membership administration, financial processing and data management within a busy professional body environment.

Responsibilities

Membership Administration & Customer Service:

• Oversee written, telephone and e-mail correspondence from members within agreed service standards.
• Ensure all new membership details are entered accurately and within specified timeframes, including those relating to candidates, trainees and other College contacts.
• Manage applications from members retiring or requesting waived or hardship subscriptions.
• Process new members following examinations and other membership routes, updating their records and invoicing them.
• Handle membership verification requests from external bodies.
• Produce membership certificates and coordinate with relevant teams.
• Maintain and manage the College memorabilia records and stock.

Database Management:

• Proactively manage database records and contact fields.
• Monitor web/data sync queues and resolve issues.
• Liaise with the IT team to support system integrity & upgrades.

Financial Processing & Transactions:

• Manage the direct debit process for the monthly and annual subscription collections, and produce relevant bank transmission files.
• Allocate subscriptions, examination fees, training fees, and CPD fees received to the member's record.
• Process credit card receipts and online payments.
• Manage subscriptions & other charges, including annual upgrades.
• Process financial adjustments to subscriptions and other fees and maintain journal records.
• Produce the month-end reconciliation of subscription and other charges, ensuring accuracy and investigating differences.
• Send reminders to subscription debtors on a regular basis and production of lists for the Council for the erasure of non-payers.
• Assist the Membership & Finance Manager in calculating subscription income due for prepayment release and identifying reasons behind trend fluctuations.

Reconciliation Reporting & Analysis:

• Produce membership statistical information for the department, colleagues, Trustee Board and other bodies to assist with College planning, budgeting and marketing.

Compliance & Risk Monitoring:

• Monitor sensitive fitness to practice cases from regulatory bodies, highlighting member matches to the Membership & Finance Manager or SMT in their absence.
• Support data accuracy and integrity across systems.
• Identify anomalies or non-compliance in financial processes.

Team Support & Continuous Improvement:

• Provide cover for the Membership & Finance Manager.
• Support the delivery of team objectives and forward plans.
• Identify and implement process improvements
• Undertake additional duties as required.

Skills, Competencies, Experience & Attributes

Knowledge, Qualifications & Experience:

• At least 3 years of office experience
• Experience working in a membership or customer-focused role
• Ability to use Microsoft Office, including Excel, Word & Outlook
• Experience of working with financial systems and Crystal Reports
• Experience of working with databases
• Experience of working with a Dynamics-based CRM system

Skills & Abilities:

• Ability to communicate with a wide range of people in a professional manner (written and verbal)
• Ability to prioritise own workload and cope under pressure
• Ability to manage own time and meet deadlines
• Ability to manage multiple workstreams at any one time
• Ability to maintain accuracy and attention to detail
• Ability to draft own correspondence
• Ability to work on and use own initiative
• Ability to work as part of a team and carry out routine tasks
• Ability to take responsibility both individually and as part of a team
• Ability to maintain confidentiality

Personal Qualities:

• Commitment to a customer-focused culture
• Commitment to equality and diversity, and understanding of how this would apply to one's own role and responsibilities

Required Qualifications

• Educated to A-level standard or equivalent

Working locations

• 6 Alie Street, London E1 8QT, United Kingdom

How to apply

• Apply to our website

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