Devolved Council and Division Executive Committee job descriptions

Term of Office

Four years. 

Responsible to

President.

Working with

Governance: President and Officers of Devolved Council.

Management: Manager of Devolved Nation.

Responsible for  

The Corresponding Devolved Nation.

Time commitment

Two PAs per week.

Job purpose

• To lead and represent the Devolved Nation both within the College and externally.
•  To represent the College and its interests to, and liaising with, the devolved governments of Northern Ireland. Scotland and Wales (as appropriate);
  
• To ensure that each of the Devolved Councils (as appropriate) perform any additional functions which are prescribed for the Devolved Councils under the Regulations, over and above the functions prescribed for the Committees generally;
  
•  Advise the Board of Trustees and the UK Council on governmental, legal and regulatory issues specific to the relevant jurisdictions and the practice of psychiatry within the relevant jurisdictions;
  
•  Participate on behalf of the College in public debate within the relevant jurisdictions and developing policies and public relations strategies for the work of the College in the relevant jurisdictions consistent with the overall strategy agreed by the Board  of Trustees and the UK Council;
• To contribute to the strategic and policy and planning issues of the College from the perspective of the relevant jurisdictions.
  

Key responsibilities

• To promote and uphold the College values of Courage, Innovation, Respect, Collaboration, Learning and Excellence
• Regularly attend the Council meetings as an ex-officio member of the Council.
• Act as a representative, and articulate the views, of the Devolved Nation at the Council and keep the Devolved Council up to date with items discussed at the Council.
• Chair Devolved Council meetings and Devolved Council business meetings
• Lead the Devolved Council, delegating to individuals or subgroups as appropriate, and ensure follow up between meetings.
• Develop a strong working relationship with the Vice Chair.
• Ensure effective liaison through Devolved Nation 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 Devolved Council 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 Devolved Nation 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 Devolved Nation’s finances with the Financial Officer, Devolved Nation 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 Devolved Council at a strategy meeting.
• Maintain regular communication with the Devolved Nation staff. 
• Undertake periodic reviews of the Devolved Council’s co-opted membership. 
• Initiate and develop excellent working relationships with the other Vice Presidents, Chairs of 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 Devolved Nation and to maintain regular contact with all members of the Devolved Nation.
• Liaise with the Head of International, Devolved Nations and Divisions and /or Director of Professional Standards regarding 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

Four years and a minimum of one PA per week (including meetings).

Job purpose

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

Key responsibilities

• To promote and uphold the College values of Courage, Innovation, Respect, Collaboration, Learning and Excellence
• 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 the Head of Devolved Nations and Divisions and /or Director of Professional Standards regarding 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

Four years and minimum of one 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

• To promote and uphold the College values of Courage, Innovation, Respect, Collaboration, Learning and Excellence
• 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 coordinate 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

Four years and a minimum of one 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

• To promote and uphold the College values of Courage, Innovation, Respect, Collaboration, Learning and Excellence
• 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 initial and subsequent 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 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 prize winners 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 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 upheld, he or she may be subject to the courses of action set out in the Procedure.

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

Term of office

Four years and minimum of one PA per month (including meetings).

Job purpose

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

Key responsibilities

• To promote and uphold the College values of Courage, Innovation, Respect, Collaboration, Learning and Excellence
• 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

Four years and minimum of one PA per month.

Job purpose

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

Key responsibilities

• To promote and uphold the College values of Courage, Innovation, Respect, Collaboration, Learning and Excellence
• Attend Devolved Council or Division Executive Committee and the College Education and Training Committee (ETC) to represent the Devolved Nation or Division.
• Following each ETC meeting prepare a report for the Devolved Council or Division Executive.
• Respond to administrative requests for agenda items for Devolved Council or Executive Committee meetings.
• Take a lead in Devolved Council or Executive Committee discussions and bring back promptly to the Devolved Council or Executive Committee 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.
• Undertake active communication with Devolved Nation or Division members and report matters of significance to the Devolved Council or 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.

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.

• Workforce Lead (pdf)

• Devolved Nations Recruitment Lead (DOC)
• Divisions Recruitment Lead (DOC)

Term of office

Co-terminus with Exec Committee role

Responsible to

Presidential Leads on Race Equality

Working with

Presidential Leads on Race Equality, Equality, diversity and Inclusion Officer, Race and Equality Manager and the Equality Champions’ Network

Time commitment

1-2 hrs a week

Job purpose

To support, promote and amplify initiatives aimed at achieving equality and equity for all groups through helping with delivering RCPsych Equality Action Plan. We are looking to establish an equality champions network within the College that is focused on supporting the collective interests of people to enhance diversity and reduce inequalities.

Key responsibilities

The role the Equality Champion is to engage in local initiatives to promote equality and implement the action plans proposed by the Equality taskforce and help expand traditional diversity efforts is needed to truly build an inclusive workforce.

The responsibilities will include, but will also be developed in collaboration with the Equality Champions:

• Reviewing the core and higher training curricula to ensure they adequately reflect the knowledge and skills required to deliver clinical care that is equitable for all, including understanding the impact of structural inequalities within mental health.
• Pilot and evaluate training, support and engagement activities to inform further initiatives to tackle differential attainment.
• Promoting equality for all psychiatrists in their places of work by accessing data on the experience and outcomes of different groups of doctors – for instance SAS doctors – in career progression, appointments, leadership roles and referrals to regulators, and by engaging with members to understand their experiences, and developing guidance to support employers to stamp out discrimination.
• Campaigning to persuade other healthcare provider organisations to ensure that training around equality, equity, the impact of unconscious bias on decision making, structural inequalities, and power differentials in mental health are mandated for all mental health staff.

Term of office

Co-terminus with Exec Committee role

Responsible to

Associate Registrar(s) for Sustainability

Working with

Associate Registrar(s) for Sustainability, the Sustainability and Planetary Health Committee

Time commitment

1 day a month (0.5 PAs a week)

Job purpose

To raise awareness and knowledge at regional and local levels of the individual and systemic factors that impact on Sustainability, in addition to promoting RCPsych, local and national resources and gathering feedback from the frontlines on current challenges and areas for improvement.

Key responsibilities

The role of Sustainability Champion is currently in development. As this is a pilot programme, we wish to work with the Sustainability Champions to design the training programme and the deliverables for the project. We anticipate responsibilities will include:

• raising awareness, offering support and promoting best practice with regard to Sustainability matters in the localities/faculties with which the Sustainability Champion is associated
• developing the presentation and format for delivery in localities/faculties
• facilitating presentations and/or workshops in localities up to three times a year
• gathering and providing feedback on issues and concerns regarding Sustainability in the localities/faculties
• networking with other Sustainability Champions to share best practice and provide peer support
• attending Sustainability Champions Network meetings (up to three per year)
• advising on the ongoing Sustainability Champions strategy and helping to revise the programme.
  
  

Term of office

Four years and a minimum of one PA per month.

Job purpose

To represent the views of Specialty Doctors in the Division.

Key responsibilities

• Attend the 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 policies 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.

Term of office

Four 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 Devolved Council and to keep the Faculty up to date with items discussed at Devolved Council.
• 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 Devolved Council 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 RCPsychiS.
• 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 Special Interest Groups of the College, both in Scotland and at the 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

Four 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 Devolved Council 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 for matters relating to Equality and Diversity.
• Support the Chair and provide a lead in representing the Faculty within the College in Scotland and in a national context.
• Prepare and/or coordinate 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.