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About the Role

The Editorial Assistant will provide high-quality editorial, publication, and administrative support for the Royal College of Ophthalmologists' academic journals, Eye and Eye Open, and its clinical guidelines programme. This role supports the coordination of manuscript submission, peer review, guideline development, and publication processes, ensuring accurate and efficient workflows.

Responsibilities

Administer journal manuscripts through submission, peer review, revision, editorial decision, and publication stages using online manuscript management systems.
Provide administrative support for the development and publication of RCOphth clinical guidelines, coordinating activities, documentation, and publication arrangements.
Offer timely and accurate first-line support to journal authors, reviewers, editors, and Editorial Board members.
Maintain accurate records, correspondence templates, guidance, and operational documentation.
Perform accepted-manuscript checks and support manuscript transfer to production.
Coordinate accepted manuscripts and approved guidelines through publication processes, liaising with editors, authors, internal colleagues, and publishers.
Monitor submission queues, deadlines, mailboxes, and outstanding actions, escalating risks or complex issues.
Contribute to workflow improvement, performance monitoring, and system development.
Identify and record potential publication ethics, research integrity, authorship, or complaints issues, referring them promptly.
Escalate complex, sensitive, or high-risk matters promptly and in accordance with procedures.
Act as a first point of contact for routine inquiries from stakeholders, providing responses or referrals.
Liaise with Editors-in-Chief, section editors, associate editors, and reviewers to support manuscript progression.
Allocate submissions to relevant section editors and associate editors, including reminders.
Invite reviewers and monitor responses, notifying section editors if further suggestions are needed.
Check decision correspondence for accuracy and template usage before issuance.
Administer appeals, liaising with the Managing Editor and relevant Associate Editor.
Provide information on manuscript processes to the Editorial Board, authors, and reviewers.
Check provisionally accepted manuscripts for completeness and compliance before final acceptance.
Support the Guideline Manager in coordinating communications with guideline authors, development groups, reviewers, and consultation participants.
Provide guidance and practical assistance to users of manuscript submission and tracking systems.
Maintain effective working relationships with colleagues and external partners.
Provide administrative support for Editorial Boards and clinical guideline development meetings, including scheduling, attendance coordination, and preparing agendas/papers.
Attend meetings, prepare minutes, record decisions/actions, and follow up on outstanding matters.
Maintain meeting records, action logs, and documentation, monitoring progress and deadlines.
Liaise with chairs, editors, clinical experts, and colleagues for effective meeting arrangements and follow-up.
Provide other reasonable administrative support to Editorial Boards and guideline development groups between meetings.
Maintain accurate information and records using relevant systems.
Monitor shared mailboxes, workloads, and administrative deadlines.
Assist with the collection and preparation of operational information and performance measures.
Identify opportunities to improve administrative efficiency, consistency, and stakeholder experience.
Support the development and maintenance of standard operating procedures, templates, and administrative guidance.
Provide flexible administrative support to colleagues across the Quality Improvement and Research team.
Work collaboratively with other College Departments to ensure positive and efficient stakeholder interactions.
Utilize the Contact Relationship Management system's functionality to support the College's strategic plan.
Carry out any other reasonable duties as directed.

Requirements

Experience of working in an academic publishing role.
Experience providing accurate administrative support in a deadline-driven environment with a high volume of detailed work.
Knowledge and experience of Microsoft applications, including Word, Excel, Outlook, and PowerPoint.
Confidence in learning and using specialist online systems.
Ability to organize and prioritize a varied workload, manage competing deadlines, and follow work through to completion.
Ability to recognize matters requiring escalation and exercise appropriate judgment within defined procedures.
Commitment to equity and diversity and understanding of how this applies to own area of work.
Committed to own continuing professional development.
May occasionally be required to work some evenings and work away from home in the UK.

Skills

Publication ethics, research integrity, or academic publishing standards (desirable).
Excellent customer service.
Clear and accurate written and communication skills.
Strong attention to detail and ability to identify inconsistencies or missing information.
Ability to identify issues and solve problems logically.
Excellent interpersonal skills, ability to build rapport and work effectively with staff and stakeholders.
Ability to deal professionally and tactfully with authors, reviewers, and senior clinical or academic stakeholders.
Ability to contribute new ideas and suggest improvements to ways of working.

Location

London, UK

Work Type

Full Time
Hybrid working: two days in the office (one of which is Thursday), and three from home

Salary/Compensations

£29,895 / year

Benefits

Friendly and supportive working environment.
Work life balance and family friendly benefits.
25 days of annual leave, increasing to 30 days with length of service (plus bank holidays and office closure between Christmas and New Year).
One day of paid leave to move house.
Enhanced parental leave.
Employer pension contributions up to a maximum of 12%.
Opportunities for learning and development, in addition to a comprehensive e-learning package.
Study loans.
Season ticket loan.
Cycle to work scheme.
Summer Fridays (staff can finish 90 minutes early from mid-July to the end of August).
Enhanced Employee Assistance Programme (with access to free counselling sessions).
Health Cash Plan.

About the Company

The Royal College of Ophthalmologists is a membership organisation and the voice of the profession, with 4,750 members in the UK and overseas.
Our role is to champion the specialty, set standards of training and practice, and influence change to make a difference to the lives of patients with eye conditions.

Equal Opportunity

The College is committed to encouraging inclusion, equity and diversity among our staff, and eliminating unlawful discrimination, harassment and victimisation by complying with the Equality Act 2010.
We want a working environment where individual differences and the contributions of all staff are recognised and valued.
We will proactively tackle discrimination and disadvantage and ensure that no individual or group is directly or indirectly discriminated against for any reason.
We expect all employees to champion and live our values through their work at every opportunity.
Inclusion: actively welcoming a diversity of experiences and perspectives; everyone being respected and encouraged to participate regardless of their background or role.
Integrity: being open and honest, demonstrating accountability in all its work; evidenced-based and transparent decision-making, utilising a range of data, information, expertise and experience.
Innovation: creating novel opportunities to advance and deliver on its aims, anticipating changing circumstances; actively welcoming fresh ideas and approaches; fostering a climate of ambition and excellence drawing on expertise from across the College’s communities.
Improvement: being a learning organisation, reflecting on both successes and mistakes; continuous and sustainable development across all its activities.