Executive Committee job descriptions for Devolved Nations and Divisions

Elected posts

Term of office

 4 years and minimum of 1 PA per week (including meetings)

Job purpose

To lead and represent the Devolved Nation or Division both within the College and externally.

Key responsibilities

  • Regularly attend the Council meetings as an ex-officio member of the Council.
  • Act as a representative, and articulate the views, of the Division at the Council and keep the Division Executive up to date with items discussed at the Council.
  • Chair Executive Committee meetings and Divisional business meetings.
  • Lead the Executive Committee, delegating to individuals or subgroups as appropriate, and ensure follow up between Executive Committee meetings.
  • Develop a strong working relationship with the Vice Chair.
  • Ensure effective liaison through Divisional representation on other College committees and appropriate outside organisations.
  • Maintain effective liaison with the College President, Registrar and Dean.
  • Provide a summary report to the Executive Committee of key issues discussed at the Council.
  • In the event of the role of ex-officio member of the Council and the role as representative of the Division being in conflict, the chair will arrange to meet with the President/ Registrar as soon as the conflict becomes apparent, to devise a plan to resolve the conflict.
  • Attend an induction day for the Council members at the earliest convenient opportunity of taking office and ensure that all new members of the executive committee also have the opportunity to attend appropriate induction on the charitable status and governance of the College.
  • Monitor the Division’s finances with the Financial Officer, Division Manager, and Vice-Chair, ensuring as necessary, the presentation of budgets at the Council.
  • Oversee the development and management of strategic targets for discussion by the Executive Committee at a Division strategy meeting.
  • Maintain regular communication with the Division staff. 
  • Undertake periodic reviews of the Executive Committee’s co-opted membership. 
  • Initiate and develop excellent working relationships with the Chairs of other Divisions, Faculties and Special Interest Groups of the College. 
  • Undertake or identify representation of the wider College with outside organisations thereby endorsing the views of the Council. This includes effective liaison with the Northern Ireland, Welsh and Scottish Governments and other relevant national organisations in these jurisdictions.  Ensuring the additional support this work requires is in place, including through the College Policy Unit.
  • Develop and steer timely preparation for the College’s Clinical Excellence Award or equivalent and Fellowship meetings.
  • Ensure that key officers e.g. Regional Advisors etc. are appointed by due process in a timely manner.
  • Establish and maintain a mechanism for welcoming new members to the Division and to maintain regular contact with all members of the Division.
  • Liaise with Director of Membership Relations and /or the Chief Executive re management issues including staff matters and involvement in appraisals.

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

Term of office

4 Years and minimum of 1 PA per fortnight (including meetings)

Job purpose

  1. To assist the Devolved Nation or Division Chair in conducting the business of the Executive Committee.
  2. To maintain close contact with Executive Committee members to ensure completion of follow-up work between meetings.

Key responsibilities

  • Attend Executive Committee meetings.
  • Prepare and manage those Executive Committee agenda items which appear as Vice-Chair’s business.
  • Ensure timely follow-up of action points after Executive Committee meetings.
  • Represent the Division on specific College committees and if necessary, deputise for the Chair at meetings of the Council.
  • Attend the Division business meetings and produce an accurate record of proceedings for circulation at the next business meeting.
  • Prepare the Vice-Chair’s annual report to the Division annual business meeting.
  • Prepare the report of the Division for the College’s Annual Review.
  • Support the Chair and provide a lead in representing the Division within the College and in a national context.
  • Prepare and/or co-ordinate responses to consultation documents (e.g. Government green papers, proposed new legislation, guidelines, or policy documents of related disciplines).
  • Support the Chair in the development and management of strategic targets.
  • Maintain contact with staff at the Division Office.

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

Term of office

4 years and minimum of 1 PA per fortnight (including meetings)

Job purpose

  1. To ensure sound financial management of Devolved Nation or Division funds.
  2. To act on behalf of the College Treasurer.

Key responsibilities

  • Be familiar with a range of College guidelines, e.g. on sponsorship, on the production of newsletters, on allowable expenses to members and speakers at conferences, including correct presentation of claims for reimbursement etc.
  • Arrange an initial and ad hoc meetings with the Division Manager.
  • Attend College training workshops for Financial Officers.
  • Receive and review monthly management accounts from the College’s Finance Department.
  • Prepare an annual business plan for presentation to the Executive Committee and the College Treasurer to indicate likely income, expenditure and reserves over each twelve-month period. 
  • Present a quarterly report and statement of accounts for circulation with each Executive Committee meeting’s papers, indicating performance against business plan.
  • Where necessary, share in the preparation of a joint meeting agreement if another Faculty, Division Special Interest Group or outside organisation is involved.
  • Ensure appropriate financial governance for all conferences run by the Division.
  • Authorise, in liaison with the Chair, any variation in budget expenditure that occurs during the course of a meeting.
  • Assist the Chair and Division Manager with the preparation of a budget for all project work or for the establishment of a prize or lecture, for consideration by the Executive Committee and for submission to the Council.
  • Liaise with the Executive Committee and Vice Chair over forwarding information to the College Professional Standards Department about prizewinners and request cheques as necessary from the College Finance Department in time to allow for presentation.
  • In liaison with the Division Manager monitor the number of mailings to members each year.
  • Inform the Chair/College Treasurer if a deficit is anticipated or if accounts are substantially in deficit and likely to remain so.
  • Liaise with the Chair and College Treasurer over steps to eradicate any significant deficit and to ensure that while in deficit, no expenditure on mailings or activities is incurred without the express prior permission of the College Treasurer.
  • Ensure that income is used only for those purposes set out in the College Bye Laws, and that no separate account is established outside the College.

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

Term of office

4 years and minimum of 1 PA per month (including meetings)

Job purpose

To actively participate at all meetings and to undertake tasks delegated to subgroups or individuals.

Key responsibilities

  • Attend all Executive Committee meetings.
  • Represent the Devolved Nation or Division on other College committees and at outside organisations.
  • Respond to administrative requests for agenda items for Executive Committee meetings.
  • Take a lead in Executive discussions and bring back promptly to the Executive any work undertaken on behalf of the Division.
  • Respond to new policy or other documentation on behalf of the Division, sometimes at short notice.
  • Undertake active communication with Division members and report matters of significance to the Executive.
  • An expectation that all members will have a specific portfolio of Divisional work.

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

Term of office

4 years and minimum of 1 PA per month

Job purpose

To act as the link between the Devolved Nation or Division and the College ETC Committee

Key responsibilities

  • Attend Division Executive Committee and the College Education and Training Committee (ETC) to represent the Division.
  • Following each ETC meeting prepare a report for the Division Executive.
  • Respond to administrative requests for agenda items for Executive Committee meetings.
  • Take a lead in Executive Committee discussions and bring back promptly to the Executive Committee any work undertaken on behalf of the Division.
  • Respond to new policy or other documentation on behalf of the Division, sometimes at short notice.
  • Undertake active communication with Division members and report matters of significance to the Executive Committee.

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

Appointed posts

Term of office

4 Years

Job purpose

To be responsible for all aspects of the academic meetings of the relevant Devolved Nation or Division.

Key responsibilities

  • Work closely with the Devolved Nation or Division Office that organises and administers these meetings and ensure that deadlines are met.
  • Liaise with the Devolved Nation or Division Office and Finance Officer on issues of fundraising and exhibition space.
  • Lead the design, organisation, delivery and monitoring of all Devolved Nation or Division meetings.
  • Have an awareness of potential media interest in certain topics and contact the Director of Communications and Policy to develop a media strategy in consultation with the Public Engagement Officer for each meeting.
  • Ensure that session facilitators and Chair are briefed on their responsibilities and liaise directly with each speaker.
  • Liaise with appropriate committee members to ensure a balance of topics and styles.
  • Ensure that speakers deliver presentations and workshops to a high standard and that these reflect modern theory and practice in adult learning.
  • Ensure adherence to College meetings policies and guidelines, particularly in relation to conflicts of interest, speaker expenses and other financial arrangements.

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

 

Term of office

4 years and minimum of 1 PA per month

Job purpose

To act as the link between the Devolved Nation or Division and the Public Engagement Committe.

Key responsibilities

  • Attend Devolved Nation or Division Executive Committee and College Public Engagement meetings and lead and develop Division Public Engagement strategies.
  • To develop awareness of public engagement issues within the Devolved Nation or Division.
  • To promote understanding about psychiatry and mental health amongst other professionals, organisations and the general public.
  • To advise the Public Engagement Committee on Devolved Nation or Division activities.
  • To undertake media training, and to respond to enquiries from local or national media, or refer these onto relevant colleagues.
  • Take a lead in Executive Committee discussions and bring back promptly to the Executive any work undertaken on behalf of the Devolved Nation or Division.
  • Respond to new policy or other documentation on behalf of the Devolved Nation or Division, sometimes at short notice.
  • To contribute to public engagement initiatives through the Devolved Nation or Division and central public engagement committee (e.g. public information leaflets and events that promote psychiatry).

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

 

Ex-officio posts

Term of office

4 years and minimum of 1 PA per month

Job purpose

To represent the views of Specialty Doctors in the Division.

Key responsibilities

  • Attend Division Executive Committee and the College Committees.
  • Represent the Division on other College committees and at outside organisations.
  • Respond to administrative requests for agenda items for Executive Committee meetings.
  • Take a lead in Executive discussions and bring back promptly to the Executive any work undertaken on behalf of the Division.
  • Respond to new policy or other documentation on behalf of the Division, sometimes at short notice.
  • Undertake active communication with Division members and report matters of significance to the Executive.

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

 

Other co-opted or ad-hoc posts

Term of office

4 years 

Job purpose

To bring a carer perspective to the Devolved Nation or Division Executive.

Key responsibilities

  • Attend Executive Committee meetings.
  • Ensure that carer views and perspectives are included in all the relevant activities and at every level of the College and to recommend best ways of achieving this.
  • Respond to and initiate strategic policy.
  • Contribute to the development of good practice guidelines.
  • Contribute to the training of consultants.
  • Signpost to wider constituency of carer groups and individuals.

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

Term of office

4 years

Job purpose

To bring a patient perspective to the Devolved Nation or Division Executive.

Key responsibilities

  • Attend Executive Committee meetings.
  • Ensure that patient views and perspectives are included in all the relevant activities and at every level of the College and to recommend best ways of achieving this.
  • Respond to and initiate strategic policy.
  • Contribute to the development of good practice guidelines.
  • Contribute to the training of consultants.
  • Signpost to wider constituency of patient groups and individuals.

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

Devolved Nations Faculty posts

Term of office

4 years 

Job purpose

To lead and represent the Faculty of the RCPsych in Scotland within the College in Scotland, within the College Faculty and externally.

Key responsibilities

  • To act as a representative, and articulate the views, of the Faculty at the RCPsychiS Executive Committee and to the keep the Faculty up to date with items discussed at the Executive Committee.
  • Chair Faculty Executive Committee and Business meetings.
  • Lead the Faculty Executive Committee, delegating to individuals or subgroups as appropriate, and ensure follow up between Executive Committee meetings.
  • Develop a strong working relationship with the Vice-Chair
  • Ensure effective liaison through Faculty representation on other College committees and appropriate external organisations.
  • Maintain effective liaison with the RCPsychiS Chair, the College Faculty chair and other officers.
  • Provide a summary report to each RCPsychiS Executive Committee and each College Faculty Executive meeting of key issues from the Faculty in Scotland.
  • Monitor the Faculty’s finances with the Financial Officer and Vice Chair of the RCPsych in Scotland.
  • Oversee the development of strategic targets for discussion by the Faculty Executive Committee.
  • Maintain regular contact with the RCPsychiS staff.
  • Undertake periodic reviews of the Executive Committee’s co-opted membership.
  • Initiate and develop excellent working relationships with the Chairs of other Faculties, and SIGs of the College, both in Scotland and at UK level.
  • Assist the RCPsychiS with nominations from the Faculty for Distinction Awards.
  • Ensure that Regional Representatives are appointed by due process in a timely manner.
  • Establish and maintain a mechanism for welcoming new members to the Faculty and to maintain regular contact with all members of the Faculty.

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

 

 

 

Term of office

4 years

Job purpose

To assist the Faculty Chair in conducting the business of the Faculty in Scotland Executive Committee. To maintain close contact with Executive Committee members to ensure completion of follow-up work between meetings.

Key responsibilities

  • Attend Faculty Executive Committee meetings and produce an accurate record of proceedings for circulation at the next business meeting.
  • Prepare and manage those Executive Committee agenda items which appear as Vice-Chair’s business.
  • Represent the Faculty at specific College meetings and deputise for the Chair at RCPsych in Scotland Executive Committees if necessary.
  • Deputise for the Chair at College Faculty Executive Committees if necessary.
  • Support the Chair and provide a lead in representing the Faculty within the College in Scotland and in a national context.
  • Prepare and/or co-ordinate responses to consultation documents.
  • Support the chair in the development of strategic targets for discussion by the Faculty Executive Committee.
  • Maintain regular contact with the RCPsychiS staff.

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

 

Term of office

4 years

Job purpose

To ensure sound financial management of (RCPsychiS) Faculty funds. 

Key responsibilities

  • Be familiar with a range of College guidelines, e.g on sponsorship, on the production of newsletters, on allowable expenses to members and speakers at conferences, including correct presentation of claims for reimbursement etc.

  • Arrange an initial and ad-hoc meetings with the RCPsychiS staff.

  • Attend College training workshops for Financial officers.

  • Provide information for the preparation of the RCPsychiS annual business plan.

  • Provide reports on a regular basis to the Faculty Executive Committee on the financial health of the Faculty.

  • Where necessary, share in the preparation of a joint meeting agreement if another Faculty , or external organisation is involved.

  • Ensure appropriate financial governance for all conferences run by the Faculty.

  • Authorise, in liaison with the Chair, any variation in budget expenditure that occurs during the course of a meeting.

  • Inform the Chair and Finance Officer of the RCPsychiS  if a deficit is anticipated and take steps to eradicate any significant deficit.

  • Ensure that income is only used for those purposes set out in the College Bye Laws, and that no separate account is established outside the College account.  

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

 

Term of office

4 years

Job purpose

To actively participate at all meetings and to undertake tasks delegated to subgroups or individuals

Key responsibilities

  • Attend all Faculty Executive Committee meetings.

  • Take a lead in Executive Committee discussions and bring back promptly to the Executive any work undertaken on behalf of the Faculty.

  • Represent the Faculty at specific College meetings and meetings of external organisations.

  • Respond to administrative requests for agenda items for Executive Committee meetings.

  • Participate in responding to consultation documents. 

If a complaint is made against a holder of an elected or appointed office under the College’s Disciplinary and Complaints Procedure and that complaint is upheld, he or she may be subject to the courses of action set out in the Procedure.

Such courses of action may include, but are not limited to, removal from College office, or offices.

 

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