T&T Medical Association
Roles and Responsibilities:
The person filling this position will have the responsibility of being the Committee’s Administrative Assistant for the following ad hoc and standing committees and thus required to action any tasks that are considered reasonable and within the scope of the committee’s functions and remit and for the execution of its projects and activities:
Education Editorial Leadership
Youth and mentorship Outreach
Secretariat
The person filling this position will have the responsibility of being the administrative support for the following ad hoc and standing committees, officers and meetings and thus required to action any tasks that are considered reasonable and within the scope of the relevant committee/officer/meeting functions and remit and for the execution of the necessary projects and activities:
Correspondence
Caribbean Medical Journal (CMJ) Operations Team
The above lists / assignments can be modified with Council’s approval and notice in writing to the employee in a reasonable time frame. Training will be provided where applicable.
The following list of tasks are expected to be carried out by all employees in addition to their other specified tasks below. All employees are expected to work as a team in the execution of these tasks and have a reasonable distribution of the tasks amongst those who are present when these tasks are required to be completed:
T&TMA Office Administration Duties:
- Receive calls, direct to the relevant person and/ or assist with queries/requests
- Facilitate all credit card payments via phone
- Email proof of payment documents to the relevant persons for payments received
- Greet and direct and/or assist walk-in doctors with their requests/queries
- Assist members with the completion of membership/MPS/any other relevant forms
- Scan and file soft and hard copy application forms received
- Prepare QuickBooks receipts for payments received from members
- Prepare mail to be sent out via TTPost only when absolutely necessary
- Receive and send correspondence to relevant persons within the Association
- Respond to correspondence on behalf of the Association to external parties and follow up when necessary
- Assist in printing/copying and scanning of documents in office
- Any other T&TMA related duties or issues that may arise
- Create a table of incoming and outgoing correspondence worksheet for mail received at the office
- Prepare receipts for all payment received in the office via credit cards, debit cards and cheques on QuickBooks
- Any other tasks deemed necessary to allow for the seamless operation of the office.
Education
Co-ordinate all the necessary paperwork to facilitate CME (Continuing Medical Education) events for all members.
This includes:
- The introductory letter advising on how the CME accreditation process works.
- Generate and email the disclosure forms for each intended speaker for the event co•ordinator.
- Implement changes to the Accreditation Request process as of 2016, all requests must be formalised using the Accreditation Request form, as approved in February 2016.
- Ensure that CME events are accredited for either local or international credits.
- Make certain that all Sponsor’s Agreements are completed to AACME’s standards.
- Fill out for submission the International Activity Request Form for AACME’s approval.
- Generate the registration and feedback forms using the event’s agenda.
- Develop and update as required the CME feedback form for T&TMA.
- Create a sign-in register for each event.
- Registration/Sign in sheet generation for all national meetings where the RSVP email address is medassocs@tntmedical.com
- Tabulate the feedback responses from attendees for assessment of the meeting within two (2) weeks of receipt of paperwork from each meeting.
- Generation of AACME and T&TMA accreditation certificates for distribution (by TTPOST, left in the office for collection, or sent to the Course Director for meetings co-hosted by the T&TMA for their distribution) to each attendee of all meetings.
a. to include accumulation of credit hours for attendees to branch meetings or meetings considered a “series” or “recurrent event” as specified by the T&TMA or other professional body group with whom the T&TMA hosts an event.
b. These certificates should be generated within one month of receipt of the approved transcripts from the AACME or those generated locally. - Keep an electronic copy of each certificate sent out to attendees in case of postal error or non-receipt of certificate by the attendee.
- Liaise with other members of staff to ensure Invoices are sent to sponsors for each meeting and that receipts are generated to reflect financial contributions made to the T&TMA for CME purposes.
- Scan & save all pertinent CME documentation for each meeting; and create a filing system to become the institutional memory about all AACME and locally accredited meetings held or co-hosted by the T&TMA — to contain all documentation as outlined above.
Ensuring that accreditation of events is done according to the AACME standards.
This includes:
- Follow up on any outstanding paperwork that may be required for each meeting.
- Evaluate the transcript for each meeting provided by AACME to ensure that accreditation is calculated properly.
- Direct communication with speakers to ensure Disclosure forms are filled in appropriately and that disclosed financial interests are highlighted in the International Activity Request Form for the event.
- Liaise with sponsors to ensure AACME Sponsorship guidelines are met.
- Collate information from feedback forms to generate data analysis with regards to content/presentation/general comments/ etc. for improvement of service provision.
- Follow up with invoices from AACME subvention for each year and make sure that it is paid via bank transfer or wire transfer.
- Prepare invoices for all CME meeting and collaborate with sponsors to make sure they are paid and receipts are issued.
- Sending out of sponsorship letters and following up with them to take booths for Medical Research Conference (MRC).
- Working with MRC chairman to source materials for the meeting.
- Sending out flyers or letters to members of the Association to ensure that they are aware of the meeting and to make sure there is a good attendance.
- Send emails to members to invite to MRC.
- Any other tasks deemed necessary to allow for the seamless operation of the committee.
Editorial
- Liaise with Caribbean Medical Journal (CMJ) chief editors, Operations Editor and Editorial Chairperson to obtain a year-long plan for the committee.
- Follow up on quarterly issues to be uploaded by IT person on the CMJ website.
- Provide oversight for articles under peer review and send reminder to assistant editors if the respective article is not in keeping with algorithm and timeline.
- Liaise with IT person to update CMJ editorial team on website.
- Assist the newsletter editorial team:
i) to obtain articles including those which represent events which occurred at the branch and national level;
ii) to reach out to companies and organisations that wish to advertise in the newsletter;
iii) update the packages available to companies/organisations that wish to advertise in the newsletter. - Update peer reviewer listing once new peer reviewers are used to review articles.
- Assist in developing and income and expenditure tally for CMJ on a quarterly basis.
- Any other tasks deemed necessary to allow for the seamless operation of the committee.
Leadership
- To obtain a year-long plan for the leadership committee from the designated chairperson within the first quarter of the year.
- Assist in courses and projects geared towards promoting and enhancing leadership skills.
- To keep track of participants and follow up on certificates if obtained.
- Engage medical students, physicians and T&TMA staff to participate in these opportunities.
- Any other tasks deemed necessary to allow for the seamless operation of the committee.
Youth and Mentorship
- Obtain a year-long plan from the chairperson within the first quarter of the year.
- Assist in planning and organising the Interns dinner with the committee.
- Engage members to participate in mentorship events including those involving the medical students.
- Any other tasks deemed necessary to allow for the seamless operation of the committee.
Outreach
- Assist the committee with the execution of its work and projects as needed.
- Create an annual T&TMA calendar highlighting the main events at the branch and national levels.
- Generate a soft copy registration document to assist in obtaining volunteers.
- Assist with disseminating flyer for respective outreach events.
- Develop a log book for items borrowed to facilitate these outreach events.
- Any other tasks deemed necessary to allow for the seamless operation of the committee.
Secretariat
- Maintain office supplies
(i) Keep stock check of stationery, receipt books, envelopes, printer toners, etc and provide a list of items to be purchased
(ii) Seek quotations from at least three (3) suppliers and send to the relevant Executive members for approval
(iii) Liaise with vendors for delivery
(iv) Receive and distribute/pack in store cabinet. - Troubleshoot printer when required.
- Troubleshoot internet when required.
- Change ink cartridges when required.
- Liaise with vendors on repairs.
- Contact TSTT for balances when needed.
- Contact Flow for balances when needed.
- Keep updated spreadsheet of staff vacation, sick days and casual.
- Any other tasks deemed necessary to allow for the seamless operation of the committee.
Correspondence
- Compile any correspondence received pertaining to your assigned tasks/committees/initiatives/projects or officers assigned as above.
- Action any correspondence as directed or guided by the relevant officer/committee chair
- Keep the relevant persons updated on the outcome of any correspondence received and or actioned.
- Any other tasks deemed necessary to allow for the seamless tracking of correspondence.
Please submit resume the following email addresses president@tntmedical.com and secretary@tntmedical.com
