Structure and Responsibilities of the 21st SMSUK Committee

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1 Elections 2015 Last Updated: 01/02/2015 Structure and Responsibilities of the 21st SMSUK Committee SMSUK has a general structure consisting of 4 subcommittees and 13 committee members. This document will seek to elaborate on the role of each subcommittee and member in the next few sections. SMSUK Committee Finance Media and Communications Events Social Relations President Vice President (Communications) Vice President (Events) Executive Secretary Treasurer Creative Director Editor Wider UK OfGicer Sponsorship Director IT Director Publicity Director Dental OfGicer Liaison OfGicer Singapore Medical Society of the United Kingdom Connecting Medical Professionals since sms.unitedkingdom@gmail.com

2 Roles and Responsibilities of Each Subcommittee Finance Subcommittee 1. Formulate a budget at the start of the year and formally review it at least twice every academic term. 2. Evaluate and approve event budget proposals and other society expenditures, keeping in mind a balance between the interests of our members as well as our sponsors. 3. Be accountable to members regarding SMSUK s finances and make a formal presentation of the society s finances during the SMSUK Annual Dinner. 4. Be accountable to the Advisory Committee regarding SMSUK s finances and make a formal presentation of the society s finances during the SMSUK Annual Financial Audit. Media and Communications Subcommittee 1. Establish and maintain the public profile of the committee and society, as well as provide a consistent tone in our communications. 2. Harness the various online platforms under our charge: a) Website; b) Facebook; c) Twitter; d) Instagram; and e) YouTube. 3. Facilitate the distribution of communications for event organisers and other subcommittees. 4. Explore new ways of expanding the society s profile and presence. Singapore Medical Society of the United Kingdom Connecting Medical Professionals since sms.unitedkingdom@gmail.com

3 Events Subcommittee 1. Oversee and assist in the delegation, organisation and execution of all SMSUK events, thereby ensuring that these events reflect the aims and objectives of the society. 2. Work closely with event organisers to plan their respective events, guiding them to achieve the required standards. 3. Work closely with event organisers to create the publicity materials for their events. 4. Ensure that each event is properly documented and their respective SOPs are kept up-to-date. 5. Explore any new opportunities and ideas for future SMSUK events. Social Relations Subcommittee 1. Forge and establish new relationships with new members by actively reaching out to and contacting them via mailers, messages, Facebook, and other forms of communication. 2. Strengthen relationships with current members by keeping in contact with them so as to establish a sense of belonging to the society. 3. Promote integration of members from across the following backgrounds: a) Different universities; b) Medical and Dental students; and c) London and Wider UK. 4. Gather and collate member feedback (including post-event surveys) to promote member involvement and also to allow SMSUK to grow as a society. 5. Maintain relationships with alumni members by actively keeping in contact with them and promoting alumni involvement in SMSUK events. Singapore Medical Society of the United Kingdom Connecting Medical Professionals since sms.unitedkingdom@gmail.com

4 Projects Under Each Subcommittee Finance Social Relations Budget Initial Members Consultation Sponsorship Packages Member and Alumni Records Vouchers Pre and Post Event Surveys Wider UK Transport Subsidies (WUKTS) s and Feedback Annual Audit Circulation Mailer Media and Communications Events Online Platforms Orientation Booklet Online Shop Event Write-Ups Pre-Departure Guide Event Posters Cartograph Current Students Guide Event AARs and SOPs Medical News Mailer Annual Magazine Singapore Medical Society of the United Kingdom Connecting Medical Professionals since

5 Roles and Responsibilities of Each Committee Member General Responsibilities of Committee Members 1. Represent students from their university in the workings of the society, and advocate its aims and events to them. 2. Perform their individual roles to fulfil the aims of their subcommittees and ensure the interests of their subcommittee are met during discussions. 3. Maintain their subcommittee s standard operating procedures (SOPs). 4. Contribute to the organising 2-3 allocated events each during their entire term. 5. Contribute to the Medical News Mailer 6. Be a representative for the society to the external public. 7. Be committed to the smooth running of the society. President 1. Oversee all aspects of the society, and ensure the actions of the committee fall within the constitution and are coherent to the mission and vision of SMSUK. 2. Chair all meetings and be the final authority on all matters SMSUK. 3. Serve as a co-signatory to the SMSUK Bank Account, together with the Treasurer and Sponsorship Director. 4. Work closely with the Treasurer, who is the head of the Finance Subcommittee, to oversee all finance related matters. 5. Work closely with the Sponsorship Director, and together be the formal representatives for the society for all external parties. 6. Work closely with the Advisory Committee on strategic and constitutional matters. 7. Maintain the SMSUK Constitution and SMSUK Committee Structures and Responsibilities. 8. Serve in the Advisory Committee for a span of 3 years after the end of term. Singapore Medical Society of the United Kingdom Connecting Medical Professionals since sms.unitedkingdom@gmail.com

6 Vice-President (Communications) 1. Oversee the Media and Communications Subcommittee. 2. Together with the Vice President (Events), cover the President s duties in his/her absence. 3. Co-ordinate all event publicity and dissemination of information via the different online platforms, ensuring all communications are of consistent tone, appropriate and of quality 4. Maintain and update all SMSUK Online Platforms. 5. Maintain the Media and Communications Subcommittee SOP. 6. Serve in the Advisory Committee for a span of 3 years after the end of term. Vice-President (Events) 1. Oversee the Events Subcommittee. 2. Together with the Vice President (Communications), cover the President s duties in his/her absence. 3. Maintain overall responsibility for SMSUK events, including but not limited to: a) Planning and management of the society s event calendar, liaising with other societies to de-conflict any scheduling issues; b) Allocation of events to committee members; c) Ensuring the smooth planning and execution of events; d) Conducting post-event evaluation with the committee and any related bodies. 2. Maintain the Events Subcommittee SOP. 3. Maintain the Event-Specific SOPs. 4. Serve in the Advisory Committee for a span of 3 years after the end of term. Singapore Medical Society of the United Kingdom Connecting Medical Professionals since sms.unitedkingdom@gmail.com

7 Executive Secretary 1. Oversee the Social Relations Subcommittee. 2. Ensuring the society does not lose sight of our members interests, and all information is kept confidential. 3. Record and manage the minutes of all formal committee meetings. 4. Be responsible for the society s official account and in redirecting relevant mail to other committee members. 5. Be responsible for the approval of Facebook group requests. 6. Be responsible for drafting and sending the SMSUK e-newsletter Circulation to all members. 7. Be responsible for event polls, delegating this within the Social Relations Subcommittee. 8. Maintain and update all member and alumni details in a comprehensive SMSUK Database, delegating this within the Social Relations Subcommittee. 9. Maintain the Social Relations Subcommittee SOP, delegating this within the Social Relations Subcommittee. 10. Serve as the Secretary within the advisory committee for the span of 1 year after the end of the current term. Treasurer 1. Oversee the Finance Subcommittee 2. Evaluate and approve event budget proposals, and be the authorising signatory to all financially relevant matters and expenditure within the society. 3. Update the committee on the financial matters of the society during meetings, ensuring that full details of the Treasury are kept strictly in the confidential. 4. Monitor the financial status of all projects and activities undertaken by the society, including internal claims, payments from members, WUKTS, and SMSUK vouchers, where applicable. 5. Be responsible for depositing all sponsorship and payments made to the society as well as generating the corresponding receipts. Singapore Medical Society of the United Kingdom Connecting Medical Professionals since sms.unitedkingdom@gmail.com

8 6. Serve as a co-signatory to the SMSUK Bank Account, together with the President and Sponsorship Director. 7. Maintain the SMSUK Budget and SMSUK Balance Sheet, ensuring they correspond to the SMSUK Bank Account. 8. Maintain the Finance Subcommittee SOP. 9. Conduct the SMSUK Annual Financial Audit. 10. Report any on-going or previous financial discrepancies or difficulties to the President and Advisory Committee. Sponsorship Director 1. Be the formal representative of the society in all external affairs, and maintain relationships with all external bodies including health groups and charities. 2. Represent the interests of our Sponsors, and ensure that the SMSUK s responsibilities to them are met. 3. Be responsible for the sourcing, initiation, and negotiation of sponsorship packages with the society s various sponsors. 4. Be responsible for drafting the Annual Sponsorship Proposal (ASP) and the Event-Based Sponsorship Proposal (EBSP). 5. Be responsible for drafting the annual sponsor feedback forms and any sponsorrelated event feedback. 6. Serve as a co-signatory to the SMSUK Bank Account, together with the President and Treasurer. 11. Be responsible for depositing all sponsorship and payments made to the society as well as generating the corresponding receipts. 7. Work closely with the President and Treasurer to maintain the SMSUK Bank Account, ensure the prompt receipt of all sponsorship monies, and that all sponsorship is properly documented with appropriate signed consent forms. 8. Co-ordinate the dissemination of sponsors publicity materials with relevant committee members when requested. Singapore Medical Society of the United Kingdom Connecting Medical Professionals since sms.unitedkingdom@gmail.com

9 Creative Director 1. Be in-charge of all aesthetic and design aspects of SMSUK, including its logo, banners and media. 2. Produce the Pre-Departure Guide and Current Students Guide. 3. Produce the monthly SMSUK Medical News Mailer. 4. Maintain the SMSUK Online Shop and design both event-specific and regular society merchandise. 5. Maintain the photo archives of the SMSUK 6. Work closely with the Publicity Director to provide media coverage of each SMSUK event. 7. Work closely with the IT Director to provide a consistent artistic direction for the whole of SMSUK. IT Director 1. Be in-charge of the operation and security of all of SMSUK s online holdings. 2. Produce the Pre-Departure Guide and Current Students Guide. 3. Update the website regularly, specifically with regards to events calendars, announcements, photos, videos, publications, and polls, providing the necessary editing where necessary. 4. Create, maintain, and regulate the committee s accounts. 5. Maintain regular backups of the website, and track the website s usage statistics. 6. Maintain the document archives and chronicle the history of the SMSUK. 7. Explore and enable new social media platforms when they become available. 8. Work closely with the Creative Director to provide a consistent artistic direction for the whole of SMSUK. Singapore Medical Society of the United Kingdom Connecting Medical Professionals since sms.unitedkingdom@gmail.com

10 Editor 1. Be in-charge of all SMSUK articles and write-ups. 2. Assist in producing event-specific promotional material, such as but not limited to, event posters and event promotion videos. 3. Assist the Vice-President (Events) in all matters relating to events. 4. Produce the Orientation Booklet and Annual Magazine. Publicity Director 1. Be in-charge of coordinating the publicity of all official SMSUK events. 2. Assist in producing event-specific promotional material, such as but not limited to, event posters and event promotion videos. 3. Assist the Vice-President (Events) in all matters relating to events. 4. Produce the Orientation Booklet and Annual Magazine. 5. Work closely with the Creative Director to provide media coverage of each SMSUK event. Singapore Medical Society of the United Kingdom Connecting Medical Professionals since

11 Wider UK Officer 1. Represent the interests of all Wider UK members, defined as those studying outside of London, within the society. 2. Establish and maintain a network of Wider UK university representatives, which will serve as a point of contact for the society. 3. Be responsible for gathering and responding to feedback from Wider UK members, either directly or indirectly through the university representatives. 4. Promote integration between Wider UK and London Members. 5. Be responsible for the Wider UK Weekend Trip. 6. Maintain and update all Wider UK member and alumni details in a comprehensive SMSUK Database. Dental Officer 1. Represent the interests of all Dental members, defined as those studying dentistry, within the society. 2. Establish and maintain a network of Dental university representatives, which will serve as a point of contact for the society. 3. Be responsible for gathering and responding to feedback from dental members, either directly or indirectly through the dental representatives. 4. Promote integration between Dental and Medical students. 5. Be responsible for the Annual Dental Dinner. 6. Maintain and update all Dental member and alumni details in a comprehensive SMSUK Database. Liaison Officer 1. Represent the interests of all Pre-University members, defined as those studying a course that allows entry into medicine or dentistry, within the society. 2. Represent the interests of all Alumni members, defined as those practising in the whole of the UK, within the society. Singapore Medical Society of the United Kingdom Connecting Medical Professionals since sms.unitedkingdom@gmail.com

12 3. Maintain good relationships with Pre-University JCs in Singapore. 4. Maintain good relationships with Alumni from various universities, and facilitate the transition of graduating batches into our extended SMSUK network. 5. Be responsible for the SMSUK JC Talks. 6. Be responsible for the Graduant s Segment of the SMSUK Annual Dinner. 7. Take charge of the SMSUK Pre-University Facebook group. 8. Take charge of the SMSUK Alumni Network Facebook group. 9. Maintain and update all Pre-University registrant details in a comprehensive SMSUK Database. 10. Maintain and update all Alumni registrant details in a comprehensive SMSUK Database. University Representatives 1. We hope to have SMSUK Representative in each university in every year if possible. 2. Year 1 to collect and compile details of all new members for registration 3. Year 2-6 to maintain records and update details once every start of the academic year, as well as provide mentorship to juniors. 4. Main point of contact each year should preferably a second year student, to organise a dinner and collate updates from all years to pass to the Social Relations Subcommittee at the beginning of each academic year. Singapore Medical Society of the United Kingdom Connecting Medical Professionals since sms.unitedkingdom@gmail.com

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