CPD Coordinator

Contract type: Full time (35 hours per week), permanent

Location: London

Salary: Grade 4. £30,142. Please note, for internal applicants the salary will be reflected by pay and award policy

Working arrangements: 35 hours per week between 8am and 6pm. Hybrid working - you will be required to work in the office a minimum of 6 days per month.

The Federation of Royal Colleges of Physicians of the UK has a vacancy for a CPD co-ordinator. The Federation of the Royal Colleges of Physicians based in the UK and with international reach, is a collaboration between the:

• Royal College of Physicians of Edinburgh
• Royal College of Physicians and Surgeons of Glasgow
• Royal College of Physicians of London

Your major responsibilities will include:

Service delivery and collaboration

• Deputise for the CPD Manager as required.
• Take the lead on development and updating of the Federation CPD website, focussing on content and user experience and to coordinate communications to CPD diary users, CPD providers and CPD reviewers, working closely with the Federation Communications team.
• Lead with digital communications to both provides and diary users with updates as they arise.
• To provide close support on IT development projects to the CPD Manager, RCPL IT team and App Support Suppliers and to lead on set projects when appropriate. To be involved in UAT, drafting specifications and identifying where improvements can be made.
• To co-ordinate and deliver training to the rest of the CPD team for IT development projects that have been allocated for you to lead.
• To manage with the rest of the team, the annual CPD subscriptions process for non-members and to monitor income and provide updates when required on income and non-member data. To also ensure correct communication is sent out to non-members.
• Work closely with the Finance team to accurately record/query all non-member subscription and approval payments and take the lead to identify and rectify all discrepancies. Lead in sharing the information with the CPD Manager and key stakeholders.
• To take responsibility for running member reports for RCPE and RCPSG members on the diary and get these verified by the respective membership teams on who is a member as part of the subscription process.
• To actively support the CPD Manager in ensuring that the CPD scheme is 'fit for purpose’ and that the CPD diary and CPD activity approval services offer an excellent standard of service to Fellows and Members meeting our departmental objectives.
• To take the lead in the workflow processes and all key activities that must be carried out by the CPD team to ensure that applications are being processed accordingly and in line with our metrics.
• To lead on the e-Learning and e-Platform applications and monitor progress. Ensure all future application payments are diarised to ensure that there is no loss of revenue for events over 1 year.
• To work closely to support other members of the team, answering customer queries and providing guidance and information. Ensuring all communications, including enquiries by email and phone, are replied to accurately and meet quality assurance standards and within SLA.
• To support the CPD Manager by participating in the budget process for the subscription income and budget forecasts during the year.
• To actively participate with the CPD Manager in identifying risks and undertake risk management reviews monthly and updating the risk register where appropriate.
• Maintaining positive relationships with our bank of CPD reviewers and scheduling reminders for them to review applications, arrange induction meetings and sending out induction packs for new reviewers, keeping an accurate record of all reviewers (new and existing) and where reviewers have stepped down and send thank you letters, confirming who has had an induction each year, who attended a reviewers meeting and identifying where there are issues with reviewers or lack of specialty reviewers.
• Supporting the formulation, communication and implementation of CPD policy and update user guidelines on the website when these are agreed.
• Co-administering the European application process and ensure EACCME approved events are uploaded onto the CPD system every month.
• Actively identifying technical improvements for the service working with CPD team members and involving the IT team when necessary.
• Producing reports, gathering and presenting data for senior managers and clinicians.
• Taking minutes for the CPD MaP Board meetings and making arrangements for face to face meetings.
• Supporting the CPD team to develop and implement quality assurance of operational processes.
• Working with the CPD Medical Director and Deputy CPD Medical Director, specialist societies and relevant specialist boards to recruit approvers for CPD.
• process, review and write standard operating procedures relating to all the CPD team functions and share updates as they arise.
• Accurately updating databases, process payments and expenses, maintain accurate filing systems, handle correspondence and perform general administrative duties.
• To support the CPD Medical Director, Deputy CPD Medical Director and CPD Manager with ensuring all guidance’s are up to date and uploaded to the website where appropriate, keep an updated SharePoint site with template answers, FAQ etc. to ensure that this kept relevant up to date and is utilised by the CPD team.
• To providing training and support to the CPD team members.

Governance

• To take the lead on organising CPD MaP Board and CPD Reviewers meetings and ensuring all administration is carried out, including the preparation and circulation of papers and agenda.
• Providing support to the CPD Manager, Medical Director and Deputy Medical Director for CPD as well as colleagues in the Federation where required.

Any other additional responsibilities:

• Any other duties as may be reasonably expected and which are commensurate with the level of the post.

Closing date: 01 October 2024

Interview date: TBC