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Job Descriptions
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President

The President is a member, and chair, of the MedSoc Executive Committee and therefore must have held a position on the general MedSoc committee before becoming eligible for this role.

He/she must also have attained the level of Phase 2 (or above) of the Sheffield MBChB curriculum.

A large part of the President's time is spent at meetings. He/she is required to: chair fortnightly general committee meetings and executive committee meetings. He/she is invited to attend Communication Groups meetings library meetings and admissions meetings with Faculty. He/she is also entitled to co-chair Staff-Student Liaison Meetings, usually with the Director of Teaching.

The President is also entitled to attend any sub-committee meetings as he/she sees fit; such as: academic sub-committee meetings and Phase co-ordination meetings. The President acts as a figurehead and as the public face of Sheffield Medical Society. The role also involves making decisions affecting both the society and the committee. As some decisions can alter the direction of the society, good communication with the MedSoc committee is important.

The President (assisted by the Vice-President) is responsible for the management and wellbeing of all members of the committee and he/she should ensure that no one member takes on too much. Good managerial skills are essential to ensure that the committee works together for the benefit of its members.

The President is required to undertake Union training for the role.

Additional tasks include: the production and editing of the Freshers' welcome video, the election of the MedSoc Honorary President and nomination of the MedSoc annual charity. These tasks can be delegated to be undertaken by the Vice-President.

Ultimate responsibility for the Society and its actions is placed upon the successful candidate by the Union of Students. The President needs to lead by example and further the aims of the society.

Vice-President

The Vice-President is a member of the Executive Committee and therefore must have sat on the general committee for at least one full year before applying for this position.

Their first role is to assist the President. This can involve taking over any responsibilities, duties or correspondence requested by the President. Committee discipline also falls within the remit of this role. The Vice-President is in place to make sure that everyone fulfils their job description, is aware of their job and current tasks and deadlines, as well as being encouraged to develop and work hard for the society's benefit as well as their own.

He or she will also attend any MedSoc sub committee meetings and report back to the President. Other responsibilities include looking after the new intake of Freshers each September. Events such as the Freshers' Fayre and the Clinical Fayre are also the responsibility of the candidate in this role. Overseeing each committee member along with the day to day activities of MedSoc make this a busy role. The Vice-President can, with the permission of the President, attend any of the meetings that the President does and take over any correspondence, as needed.

Should the President be absent from Sheffield and unable to administer their role then the Vice-President, along with the Executive Committee, has responsibility for the society and its actions. In this situation the Vice-President would deputise for the President, assuming all of his/her duties as needed.

The role challenges the successful candidate in their leadership, diplomacy, teamwork and motivational skills.

Secretary

The Secretary is a member of the Executive Committee and therefore must have sat on the general committee for at least one full year before applying for this position. The Union offers training for this role.

Responsibilities include:

• Taking and recording the minutes at each general and Executive committee meeting
• Taking and recording the minutes of the Annual General Meeting (AGM)
• Taking and recoding the minutes of an Extraordinary General Meeting (EGM) if one such meeting is called

It is Then the responsibility of the society Secretary to email the minutes to all committee members as a record, and adequately store the minutes so that they may be made available at the request of any committee or society member. The Secretary will also send a copy of any (general committee) minutes taken to the Website Co-ordinator so that they may be placed on the Medical Society's website.

The Secretary is also responsible for:

• Room bookings; including arranging accommodation for each general committee meeting, AGM and EGM. Any bookings made are then communicated to the committee with a time to attend
• Organising accommodation for any other meetings as needed by the President/Vice-President
• Compiling the Freshers' packs, liaising with Faculty and making sure everything is included and sent out in advance of each new intake
• Organising the committee away day(s) and committee t-shirts as well as collecting money from each committee member for these

The secretary also assists the President and Vice-President in co-ordinating the society and helping cover the MedSoc office when the Medsoc PA is on annual leave.

Treasurer

The Treasurer is a member of the Executive Committee and therefore must have sat on the general committee for at least one full year before applying for this position.

The role of Treasurer comes with a wide range of important responsibilities.

The Medical Society Treasurer is:

• The principal signatory on all of the society's accounts
• Responsible for the day-to-day running of all of the Medical Society's accounts and is responsible to the committee, and all members, for all society books, statements, receipts, amount and balances therein
• Responsible for preparing and sending the annual Union grant bid application on time
• Responsible for overall society budgeting
• Responsible for allocating monies to all MedSoc affiliated societies and sports teams as needed
• Responsible for meeting with the Union Activities Officer regarding Union funding
• Responsible for all outgoing remittance i.e., paying bills, invoices and other remittance as needed
• Responsible for checking all society expenditure
• Responsible for conducting quarterly reports on the society's accounts and present these at the appropriate committee meetings
• Responsible for the safekeeping of bank statements, chequebooks and safe keys
• Responsible for funding and financially supporting all MedSoc socials, academic events and other events as needed
• Responsible for presenting the committee's finances at the AGM every February
• Responsible for delegating any of these tasks to the Deputy Treasurer as needed by the committee

The society Treasurer is required to attend Union training for the role.

This position is demanding but extremely satisfying. This role affects practically every member of every medic sports team or society that is in some way supported by MedSoc.

Academic Representative

The Academic Representative is a member of the Executive Committee and therefore must have sat on the general committee for at least one full year before applying for this position.

He/she must also have attained the level of Phase 2 (or above) of the Sheffield MBChB curriculum.

The Academic Representative is:

• The lead for Sheffield Medical Society on all academic issues relating to undergraduate medical students
• The lead representative of the Medical Society at course curriculum meetings
• Responsible for holding monthly academic meetings which are to be advertised to all of the Medical Society
• Responsible for leading the Phase Representatives of all on academic issues; and to offer assistance where necessary on these issues
• Responsible for attending Staff-Student Liaison Committee meetings which will take place a minimum of two times during the Academic Representative's term
• Responsible for delegating any of these tasks to the Deputy Academic Representative as needed by the committee

The Academic Representative, as per the needs of the society, may also be responsible for:

• Organising the Phase 2 mock OSCE
• Arranging revision lectures. This duty may be delegated to Phase Representatives as needed
• Organising guest lectures on a variety of academic subjects

The Academic Representative may also appoint a sub-committee as required.

This is one of the busiest jobs on the MedSoc committee, with great demands on the candidate's time. There is usually an overlap period between candidates to allow for introductions to Faculty members to take place.

Welfare Representative

The Welfare Representative is a member of the Executive Committee and therefore must have sat on the general committee for at least one full year before applying for this position.

Their duties are to:

• Liaise with the welfare team (comprising Treasurer, Academic Representative, International Representative and Phase Representatives) to give advice on any medicine-specific welfare issues
• Keep the President informed of any welfare-related issues affecting both members and non-members, whilst protecting confidentiality
• Take on the role of Editor of Freshwing
• Organise the MedSoc Buddy Scheme in advance of each new intake of Freshers with the assistance of the society Secretary
• Liaise with the Union Welfare Officer to keep up-to-date with news, events and issues affecting students
• Keep welfare notice board up-to-date and email students with advice and assistance where appropriate
• Liaise with faculty regarding any issues with the mentor scheme

The Welfare Representative is required to undergo Union training and is in place to act as the society ‘Inclusion Officer'.

This aspect of the role ensures that the Welfare Representative, as well as the Medical Society, acts on behalf of all students regardless of, amongst others; gender, colour, nationality, including citizenship, ethnic or national origin, age, socio-economic status, marital/parental status, family circumstances, sexual orientation, physical or mental disability or political or religious beliefs (N.B., this list is not exhaustive).

The Welfare Representative may delegate any of these duties, as needed, to the Deputy Welfare Representative.

Social Secretary

The Social Secretary is a member of the Executive Committee and therefore must have sat on the general committee for at least one full year before applying for this position.

This is one of the most pressured jobs in the society. We need to cater for over 1200 members and their social life - and the Social Secretary has that responsibility.

The Social Secretary has responsibilities for organising and overseeing MedSoc's social functions, including:

• Drink Medsoc Dry
• Summer Social
• Fresher's Fever
• Medics Fancy-dress 4-legged Pub-crawl
• MDT Mayhem (with Hallam HealthSoc)
• Annual Medical Society Ball

He/she is responsible for organising the main social functions and is responsible for negotiating their budgets with the society Treasurer. Advertising, promotion and sponsorship are carried-out in conjunction with the Publicity Representative and Deputy Treasurer, respectively.

Assisting the President and Treasurer, the candidate must help to maintain MedSoc's member/non-member policy and must work to ensure value for all of the society's socials.

Other socials required by the society can be organised by the Deputy Social Secretary and by Phase Representatives, depending on need, but MedSoc's headline events fall under the remit of the Social Secretary.

He/she may form a Social sub-committee if deemed necessary and can delegate any of the above socials to the Deputy Social Secretary.

The ideal person for the job needs to be friendly, energetic and organised with some experience and understanding of how MedSoc socials work and are run.