Executive Committee Job Descriptions

CHAIR

TERM OF OFFICE:  4 years and minimum of 1 PA per week (including meetings)

JOB PURPOSE: To lead and represent the Division both within the College and externally.

KEY RESPONSIBILITIES:

• As a member of the College Council, the Chair is a Trustee of the College and has corporate responsibility for decisions of the Council. (A new chair must attend an induction session within 6 months of taking up post to understand these responsibilities – see paragraph 10).
• To act as a representative, and articulate the views, of the Division at the Council and to keep the Division Executive up to date with items discussed at 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 Trustee and corporate 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 Trustees 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, Sections and SIGs 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.

VICE-CHAIR

TERM OF OFFICE: 4 Years and minimum of 1 PA per fortnight (including meetings)

JOB PURPOSE:

1. To assist the 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.

FINANCIAL OFFICER

TERM OF OFFICE:  4 years and minimum of 1 PA per fortnight (including meetings)

JOB PURPOSE:

1. To ensure sound financial management of 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, Section, 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

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 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

TERM OF OFFICE:   Reviewed after 5 years.  The appointment will cease on retirement from full time practice. Minimum of 1 PA per week

DEFINITION OF APPOINTMENT:

Regional Advisors are representatives of the College on all matters relating to postgraduate education in Psychiatry. They are the College’s link with Regional Postgraduate Deans and Heads of School of Psychiatry concerning issues relating to postgraduate psychiatric education. The areas covered by Regional Advisors are coterminous with Postgraduate Deaneries in England Scotland, Wales and Northern Ireland.

Regional Advisors have Deputies who have a complementary role, and act on their behalf in their absence. The Regional Advisor and Deputy Regional Advisor should work closely together.

CONTACT WITH THE COLLEGE:

Three meetings are held each year at the College, Chaired jointly by the Dean and Registrar, to which all Regional Advisors and their Deputies are invited.

METHOD OF APPOINTMENT:

The Chair of the Division is responsible for recommending the appointment of Regional Advisor and Deputy Regional Advisor; final approval is given by the Education, Training and Standards Committee. The Chair is expected to make the process known and to provide an opportunity for candidates to apply.

A selection interview will take place and prior to this the Chair of the Division will consult the following people:

·         Executive Committee of the Division

·         Local Postgraduate Dean

·         Director of Public Health

·         Head(s) of local University Department(s)

·         Chair of the Regional Postgraduate Committee

·         Outgoing post holder                                                                    

TERM OF OFFICE:

Five years. This period may be extended only in exceptional circumstances. Regional Advisors should vacate their position on retirement from the NHS.

DUTIES:

• Acting as the College representative on all matters relating to postgraduate education in Psychiatry.
• Involvement in PMETB and Deanery Quality Assurance procedures. Regional Advisors should also play a part in assisting Tutors and Training Programme Directors to implement the recommendations.
• Being formally involved in the annual educational appraisal process of Trainees in relation to the RITA process.
• Together with the Postgraduate Dean, undertaking visits to College Tutors and trainees to discuss local educational problems, as necessary.
• Active involvement in rotational schemes in their Region, including assisting with the general development of such rotations.
• Maintaining strong links with College Assessors on Advisory Appointment Committees for Consultant Psychiatrists.
• Providing advice to Trusts concerning job descriptions of new and replacement Consultant   and Non-Consultant Career Grade posts. [The Advisors for Wales, Scotland, Northern Ireland and Ireland consult directly with the relevant Office]. The Regional Advisor’s comments on a job description are essential before a post is advertised. Regional Representatives should be consulted about job descriptions by the Regional Advisor, but they will not be expected to give direct advice to employing authorities. In order to assist Regional Advisors with this, the Department of Health, in conjunction with the Royal College of Psychiatrists, the NHS Confederation, and the National Mental Health Partnership has produced the ‘Joint Guidance on the Employment of Consultant Psychiatrists’.
• Involvement in the provision of postgraduate courses and in giving advice to recruits to Psychiatry, as well as to Psychiatric trainees who encounter educational or career problems.
• Regional Advisors should inform the College of major local developments and problems. It is important, however, that this function does not conflict with the role of the College Division and its Office bearers, or of the medical advisory structure which exists within the region.
• Providing expert opinion for purchasers in order to ensure that high standards of psychiatric service delivery are maintained through contracts and service agreements.
• In order to avoid confusion, it should be noted that the Regional Advisor does not fulfil the function of Advisor in the Region on Clinical Excellence Awards, for which an entirely different system of appointment exists. The Regional Advisor may, however, participate in discussions on these Awards.

COMMITTEES:

• Regional Advisors should be members of the Board of the School of Psychiatry at their local Postgraduate Deanery.
• Regional Advisors to keep in close touch with the work of their Division of the College and should be members of its Executive Committee.
• Regional Advisors to meet regularly with Regional Representatives and maintain a good working relationship with their Deputy Regional Advisor.

PUBLIC EDUCATION OFFICER

TERM OF OFFICE:  4 years and minimum of 1 PA per month

JOB PURPOSE: To act as the link between the Division and the Public Education Committee

KEY RESPONSIBILITIES:

• Attend Division Executive Committee and College Public Education meetings and lead and develop Division Public Education strategies.
• To develop awareness of public education issues within the Division.
• To promote understanding about psychiatry and mental health amongst other professionals, organisations and the general public.
• To advise the Public Education Committee on 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 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.
• To contribute to public education initiatives through the Division and central public education committee (e.g. public information leaflets and events that promote psychiatry).

TRAINEE REPRESENTATIVE

TERM OF OFFICE:  4 years and minimum of 1 PA per month

JOB PURPOSE: To act as the link between the Division and the College Psychiatric Trainees’ Committee (PTC)

KEY RESPONSIBILITIES:

• Attend Division Executive Committee and the College Psychiatric Trainees’ Committee (PTC) and communicate key issues between the two.
• To represent local trainees.
• To undertake active communication with trainees in their area generally but especially in areas of concern, and report matters of significance to the Executive.
• To attend or find volunteers to attend career fairs in their local area.
• Where appropriate, represent the Division on other College committees and at outside organisations.
• Respond to administrative requests for agenda items for Executive Committee meetings.
• Respond to new policy or other documentation on behalf of the Division, sometimes at short notice.

TERM OF OFFICE:  4 years and minimum of 1 PA per month

JOB PURPOSE: To act as the link between the Division and the College ETSC Committee

KEY RESPONSIBILITIES:

• Attend Division Executive Committee and the College Education, Training and Standards Committee (ETSC) to represent the Division.
• Following each ETSC meeting prepare a report for the Division Executive.
• 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.

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.

TERM OF OFFICE:  4 years 

JOB PURPOSE: To bring a service user/carer perspective to the Division Executive.

KEY RESPONSIBILITIES:

• Attend Executive Committee meetings.
• Ensure that service user and 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 service user and carer groups and individuals.

REGIONAL SPECIALTY REPRESENTATIVE

TERM OF OFFICE: Reviewed after 5 years.  The appointment will cease on retirement from full time practice. Minimum of 1 PA per week

Regional Specialty Representatives are appointed internally to support Regional Advisors, Deputy Regional Advisors, and the Chairs of Divisions, Faculties and Sections on various salient specialist issues.

JOB PURPOSE:

1. To work closely with other Specialty Regional Representatives, Regional Advisors and Deputy Regional Advisors in providing relevant specialist advice to employers in relation to the development, assessment and approval of job descriptions for Consultants, Specialty Doctors and Associate Specialist Grades;
2. To offer specialist advice at an early stage with a view to enabling the job description to be assessed and approved in a timely manner;
3. To hold other offices where appropriate i.e. membership of a Division. Faculty or Section, specialty tutors or members of sub committees of Schools of Psychiatry

KEY RESPONSIBILITIES:

• To attend Faculty/Section Executive Committee Specialty Regional Representative meetings
• To attend Division, and Faculty/Section, Executive Committee meetings;
• To communicate Faculty/Section developments and issues to the Division, and Division developments and issues to the Faculty/Section;
• To provide advice on workforce planning and local service delivery;
• To Provide advice on College Fellowship nominations;
• To Provide advice on College applications for Clinical Excellence awards;
• To co-ordinate local CPD peer groups;
• To attend Deanery/School of Psychiatry Specialist Training Committees and ARCP panels on invitation from the Head of School.

ADDITIONAL RESPONSIBILITIES:

Regional Specialty Representatives may be invited:

• To become College Assessor for Advisory Appointment Committees for Consultants and Specialty Doctors;
• To become CESR (Certificate of Eligibility for Specialist Registration) Evaluators.
• May attend Divisional Regional Advisor and Specialty Regional Representative meetings

PERSON SPECIFICATION:

Regional Specialty Representatives will:

• have a keen interest in maintaining standards of Consultant and other career grade Psychiatrists;
• be full, current members of the College;
• have held a substantive Consultant post for at least three years;
• be in good standing with the College for CPD;
• be able to fulfill the requirements of the post;
• have discussed the role with their employer and the employer is content to allow the time needed to carry out the role;
• be up to date with their membership fees.

END OF TENURE ARRANGEMENTS:

Where possible, Regional Specialty Representatives should provide at least three months notice of leaving office to allow for a replacement to be appointed.  They should provide a full handover to their successor including information on the number of post/programmed activities in the region as well as where they are based.

TERM OF OFFICE: Reviewed after 5 years.  The appointment will cease on retirement from full time practice. Minimum of 1 PA per week

Deputy Regional Specialty Representatives are appointed internally to assist and deputise for regional representatives in their support of Regional Advisors, Deputy Regional Advisors, and the Chairs of Divisions, Faculties and Sections on various salient specialist issues.

The specific role of individual Deputy Regional Representative will depend upon how they have agreed to share the responsibilities of the role with the Regional Representative. 

JOB PURPOSE:

1. To work closely with other Specialty Regional Representatives, Regional Advisors and Deputy Regional Advisors in providing relevant specialist advice to employers in relation to the development, assessment and approval of job descriptions for Consultants, Specialty Doctors and Associate Specialist Grades;
2. To offer specialist advice at an early stage with a view to enabling the job description to be assessed and approved in a timely manner;
3. To hold other offices where appropriate i.e. membership of a Division. Faculty or Section, specialty tutors or members of sub committees of Schools of Psychiatry

KEY RESPONSIBILITIES:

• To attend Faculty/Section Executive Committee Specialty Regional Representative meetings
• To attend Division, and Faculty/Section, Executive Committee meetings;
• To communicate Faculty/Section developments and issues to the Division, and Division developments and issues to the Faculty/Section;
• To provide advice on workforce planning and local service delivery;
• To Provide advice on College Fellowship nominations;
• To Provide advice on College applications for Clinical Excellence awards;
• To co-ordinate local CPD peer groups;
• To attend Deanery/School of Psychiatry Specialist Training Committees and ARCP panels on invitation from the Head of School.

ADDITIONAL RESPONSIBILITIES:

Deputy Regional Specialty Representatives may be invited:

• To become College Assessor for Advisory Appointment Committees for Consultants and Specialty Doctors;
• To become CESR (Certificate of Eligibility for Specialist Registration) Evaluators.
• May attend Divisional Regional Advisor and Specialty Regional Representative meetings

PERSON SPECIFICATION:

Deputy Regional Specialty Representatives will:

• have a keen interest in maintaining standards of Consultant and other career grade Psychiatrists;
• be full, current members of the College;
• have held a substantive Consultant post for at least three years;
• be in good standing with the College for CPD;
• be able to fulfill the requirements of the post;
• have discussed the role with their employer and the employer is content to allow the time needed to carry out the role;
• be up to date with their membership fees.

END OF TENURE ARRANGEMENTS:

Where possible, Deputy Regional Specialty Representatives should provide at least three months notice of leaving office to allow for a replacement to be appointed.  They should provide a full handover to their successor including information on the number of post/programmed activities in the region as well as where they are based.

Back to top