RMF Case Work Manager

RMF is a registered charity founded in 1855 whose aim is to assist registered doctors and their families who are in financial hardship. The Royal Medical Foundation is a charity based at Epsom College in Surrey, UK. It was founded in 1855 by Dr. John Propert. The foundation’s primary mission is to assist GMC-registered doctors and their families who are experiencing financial hardship. The foundation provides support in several ways: regular payments to doctors, widows, widowers, and children of doctors; One-off grants for emergency situations; and assistance with school fees for the children of doctors, helping to maintain educational stability during times of distress caused by illness, bereavement, or financial need.

Start date expected to be June/July 2025.

Day to day reporting to the Charity Administrator (the COO of Epsom College) the overall role is to be responsible for the good running, granting and management of awards to beneficiaries and the development of its impact in accordance with the RMF’s charitable objectives. The Case Work Manager is responsible to the Chair of the RMF.

Duties and responsibilities include but not limited to:

· Investigating all applications, which meet the Foundation’s guidelines to satisfy their eligibility for financial assistance. Checking the applicants’ personal and financial circumstances to make recommendations of the type and amount of assistance required. Investigating supporting documentation, potential beneficiaries and conducting due diligence to eliminate any fraudulent applications, particularly if information provided is inconsistent.

· Ensuring applicants meeting the Foundation guidelines have access to complete an application form, which is followed by a telephone call (or home visit) assessment. Modernising the current process and implementing online portal for applications

· Preparing, drafting and presenting case papers for quarterly RMF Board meetings as well as regularly reviewing cases and providing updates where necessary.

· Administering new and existing grants and awards, including administration of regular payments to pensioners and other beneficiaries. Maintaining regular contact with all beneficiaries and ensuring that any problems are dealt with swiftly. Regularly reviewing and updating existing beneficiaries’ financial circumstances and liaising with the finance department and Administrator accordingly.

· Signposting and referring as and when necessary to other agencies (e.g. social workers) and charities. Maintaining close liaison with all the other Medical Charities to ensure that all applicants receive the assistance they need, and to prevent unnecessary duplication in financial assistance. Attending regular meetings held by trusts and charities to stay connected with developments in the voluntary sector and for networking purposes.

· Signposting to support applicants with Welfare Benefit advice – ensuring that beneficiaries are in full receipt of all their eligible Welfare Benefits.

Office and management duties and responsibilities include but not limited to:

General Administration

· General office administration including dealing with all post, emails, and telephone calls for the RMF.

· Ensuring the various application forms and letter templates are kept up to date, including changes to state benefits.

· Track and monitor applicant and case load data, identifying any trends or patterns of behaviours. Regularly monitor and update key metrics relating to applicants and case work including number of applicants per quarter and their profile/demographic, number of open and closed cases and report to the Board on a quarterly basis.

· Draft a quarterly report to the Board Track and monitor data and identity trends relating to key metrics relating to applicants and case work including the number of applicants per quarter and their profile/demographic, number of open and closed cases.

· Ensuring that all information on the RMF website and all the other websites the RMF is associated with, are updated and developed as need be, liaising with Secretary to the Board and Epsom College staff as necessary.

· Providing timely information as requested by the auditors and responding to any queries form the Auditors. Assisting the Director of Finance and Secretary to Council in preparing for and drafting the Annual Report and Financial Statement.

RMF Board Meeting

· Responsible for developing and preparing the case papers and all supporting documentation for the Board papers.

· Responsible for preparing the award and refusal letters after each meeting, in line with decisions made as recorded in the Minutes.

· Responsible for managing and tracking each beneficiary offer and acceptance of award

Payment Arrangement

· Ensuring there is sufficient funding available for awards agreed by the Trustees. Liaising with the finance team to ensure payments are made on time and accurate. Responsible for providing appropriate updated data to the Director of Finance (of Epsom College) to add to the Grants Financial Statement.

· Ensure school fee invoices are correct and paid.

· Providing information for payment of the monthly BACS and other payments with supporting evidence and liaising with Director of Finance and Administrator for approval of payments.

· Ensuring the correct withdrawal of unused funds is put forward at each meeting and inform Accounts Department accordingly to deduct on the Grants Financial Statement when approved.

· Ensuring that the various payments requested by the beneficiaries are reasonable, are consistent with the minuted decision, that funding is available, and payment is actioned appropriately. Liaising with the Administrator where appropriate.

· Liaising with the Administrator to request approval on payment and cc Director of Finance (Epsom College) for payment once approved.

Marketing and Profile raising

· Develop and implement plans to raise the profile of the RMF and target appropriate audiences within the medical sector to increase appropriate applications and report back to the Board

· Seek opportunities to work with other medical and educational charities to increase further funding sources; seeking opportunities to work with private sector medical sector providers to gain support and/or further funding for RMF;

· Raising awareness of the work of RMF including writing articles for medical publications, applying for charity grants and awards as well participating in charity award events;

Compliance

· Maintaining up to date knowledge of relevant regulatory and legislative guidance applicable to the Charity, including the Charities Commission guidance.

· Regularly reviewing procedures and processes to ensure they are fit for purpose and compliant with relevant legislative and regulatory guidance.

· Updating policies on an annual basis to ensure compliance with relevant legislative and regulatory compliance;

· Developing and ensuring board reporting, recording keeping and working practices are compliant with Data Protection principles, UK GDPR and other regulatory requirements;

· Maintaining a high standard of record keeping and detailed case records, including attendance notes of any communication with applicants

· Experience in promoting a charity’s mission and goals to offer appropriate support to potential applicants

· A good working knowledge of the processing of grants and awards in compliance with regulatory standards

· Strong working knowledge of Advisory Services and Benefit systems in support of the Charity’s beneficiaries

· Experience of working within the Charities Commission reporting and compliance regulatory framework

· An excellent understanding of the Data Protection and UK GDPR

· Excellent administrative skills with an attention to detail

· Excellent communication skills and the ability to listen and discuss sometimes sensitive and challenging information and impart information in a way that is accessible to applicants, Trustees, and the wider

community.

· Empathy and the ability to identify applicant’s areas of need

· Excellent time management and organisational skills and the ability to manage their workload

· Strong problem-solving and analytical skills

· Resilience and the ability to maintain a professional approach even in difficult circumstances

· Excellent critical thinking skills

· Excellent administration and IT skills including competent user of spreadsheets, database management systems and financial recording software and online portals

· The ability to write and deliver accurate and thorough reports

· Knowledge of using a website content management system

This role is under the employment of the Royal Medical Foundation (RMF). However, given the association and attendance from time to time at Epsom College all RMF staff are expected to be committed to the safeguarding and promoting the welfare of children and young people including regular training attendance.

Hours

Up to 40 hours (FTE) per week Monday – Friday throughout the year, hybrid working which can be split into two posts. We encourage applicants who are seeking part-time hours to apply, as we are committed to finding a working arrangement that suits both the needs of the charity and the individual(s). We envisage the majority of these hours will be remote working, however the successful candidate(s) will need to be flexible and will need to attend meetings in person.

Salary

Up to £45,000 per annum (FTE) and pro-rata depending on skills and experience, reviewed annually, and paid monthly in arrears on 25th of the month.

Holidays

The FTE holiday entitlement is 25 days paid holiday per annum plus statutory bank holidays and pro-rated for part time working.

Pension

The RMF provides a pension membership to the Pensions Trust which is administered by Epsom College on behalf of the RMF. The Scheme is maintained by the Pensions Trust. Eligibility is based on statutory criteria. If eligible, the Employee will be required to contribute a minimum of 5% of Basic Salary and the RMF will contribute 4% in compliance with pension regulations.

Life Assurance: Members who are automatically enrolled or who choose to opt into the Pension Scheme will be provided with life assurance cover at two x contractual annual basic salary at no cost to the employee;

Epsom College Fee Discount: Generous school fee discount available subject to qualifying conditions;

Private Health Plan: Offered to staff subject to qualifying conditions

Employee assistance programme: this including free counselling service to employees and close family.

Dining Facilities and Refreshments: Whilst working at Epsom College a free meal and refreshments are available when the dining room is open;

Health Fitness and Wellbeing: Free use of Fitness suite and swimming pool at Epsom College are available to staff at certain times;

Cycle to Work: The RMF offers an interest free cycle to work loan subject to a qualifying conditions which is administered by Epsom College on behalf of the RMF

Parking: Free car parking for staff is available on College campus;

Computer Loan: The RMF offers an interest free computer loan subject to a qualifying conditions which is administered by Epsom College on behalf of the RMF.

As this role will involve working at Epsom College and in a pupil focused environment, in compliance with safer recruitment regulations, the post will be offered subject to receipt of satisfactory written references, pre-placement medical assessment, proof of appropriate qualifications, a check of online search engines and websites of publicly available information that does not identify the candidate as potentially unsuitable to work within a school setting, a satisfactory Enhanced Disclosure from the Disclosure and Barring Service and overseas police check if appropriate, as well as confirmation that the successful candidate is able to work in the UK. Prior to interview, an online search of internet search engines, websites and other publicly available and publicly accessible platforms to ascertain applicant’s suitability to work within a school environment will be undertaken on applicants that have been shortlisted. Please note whilst the Enhanced DBS check will be paid by the RMF if an overseas police check is required it will be at the cost of the successful applicant.

The College will manage the recruitment process on behalf of the RMF. Therefore, candidates should complete a College application form which can be downloaded via the Epsom College website www.epsomcollege.org.uk. To comply with safeguarding procedures when working in a school, CVs cannot be accepted.

Applicants should refer to the Recruitment, Selection and Disclosure policy on the College website the content of which would also apply to RMF applicants.

Applicants are welcome to contact the Chief Operating Officer Paul.Ratcliffe@epsomcollege.org.uk for an informal chat/further information

Applications will be assessed in order of receipt and interviews and subsequent offer of employment may occur at any stage after applications are received. We invite interested candidates to apply as soon as possible.

Closing date 20th April 2025