Council Roles

Overview

This page contains the role descriptions for the following Council members:

Officers

Other Council members with designated responsibilities

Committee Chairs

The Officers and the Editor (appointed by Council), Ordinary Council members (elected by the HIS membership) and the Trainee Representative (elected by the British Infection Association  trainee forum)  are the Trustees of HIS and must abide by the Trustee Code of Conduct, which is included in the Trustee Pack.   

The Chairs of the two standing committees are appointed by Council.  If these individuals are not members of Council, they are not Trustees of HIS.  They will attend and participate in Council meetings, but are not able to vote at Council meetings.

Description of Roles

President

The President is an Officer of the Society, and is a member of the Society’s Council and is thereby a Trustee of the Society.

The President is a figurehead of the Society, whose role is to promote the Society and to uphold its principles.

The President Chairs the Annual Lowbury Lecture.

The President is elected by Council for a single period of 4 years.

Chairman

The Chairman is an Officer of the Society, and is a member of the Society’s Council and is thereby a Trustee of the Society.

The Chairman provides effective leadership and management to the Board of Trustees (Council), enabling them to fulfil their responsibilities for the governance and strategic direction of the charity, and ensuring that appropriate decisions are correctly made and acted upon, in accordance with the governing document, legal and regulatory guidelines.

The Chairman works in partnership with other trustees (especially the Secretary and Treasurer), committee chairs and administrator to ensure that the Society is managed effectively.

The Chairman is elected by Council for a three year term of office, and may be re-elected for a further three year term.

It is the responsibility of the Chairman to:

  • Undertake a leadership role in ensuring that Council fulfils its responsibilities for the governance of the charity.
  • Chair Council meetings and Society general meetings.
  • Lead the trustees in the development of strategic plans for the Society.
  • Ensure that the performance of Council as a whole, and the trustees individually, is reviewed on an annual basis.
  • Ensure that the Society is run in accordance with the decisions of the trustees, the Constitution, and appropriate legislation.
  • Provide leadership and support to the administrator, and undertake the administrator’s  annual appraisal.
  • Liaise with the Secretary and administrator over the drafting of agendas and supporting papers for Council meetings and ensure that the business is covered efficiently and effectively in these meetings.
  • Liaise with the administrator  over the writing of the annual Trustees’ Report.
  • Act between full meetings of Council in authorising action to be taken intra vires, e.g. banking transactions and legal documents in accordance with relevant mandates.
  • Ensure that the Society maintains productive relationships with stakeholders, acting as the primary spokesperson.
  • Provide reports to Council, and at the AGM, on the overall performance of the Society.

In addition, the Chairman will be a cheque signatory and may sign legal documents on behalf of the Society.

Secretary

The Secretary is an Officer of the Society, and is a member of the Society’s Council and is thereby a Trustee of the Society.

The Secretary is responsible for ensuring that the trustees take decisions and act in line with the governing document. The Secretary is also responsible for the smooth and efficient running of meetings of the trustee board and any sub-committees, providing assistance and support to the Chairman.

The Secretary works in partnership with other trustees (especially the Chairman and  Treasurer ), committee chairs and the administrator  to ensure that the Society is managed effectively.

The Secretary is elected by Council for a three year term of office, and may be re-elected for a further three year term.

It is the responsibility of the Secretary to:

  • Arrange meetings of trustees and of any sub-committees and ensure that they are administered in accordance with the Constitution, in partnership with the administrator .
  • Act as the custodian of the Constitution, and in liaison with the trustees regularly review its appropriateness and ensure that the Society’s activities reflect the objectives set out therein.
  • Oversee elections of Officers and other Council members.
  • Support the trustees in fulfilling their duties and responsibilities, helping to devise trustee induction and ongoing training.
  • Seek to facilitate the Society’s liaison with external stakeholders, including the Society’s submissions and responses to consultation documents.
  • Provide reports to Council, and at the AGM, on areas covered by the Secretary’s role description.

In addition, the Secretary will be a cheque signatory and may sign legal documents on behalf of the Society.

Treasurer

The Treasurer is an Officer of the Society, and is a member of the Society’s Council and is thereby a Trustee of the Society.

The Treasurer is responsible for overseeing the financial management of the Society in line with good practice and in accordance with the Constitution and legal requirements, and will report to Council at regular intervals about the financial health of the organisation. The Treasurer will ensure that effective financial measures, controls and procedures appropriate to the Society are put in place.

The Treasurer works in partnership with other trustees (especially the Chairman and Secretary ), committee chairs  and the administrator  to ensure that the Society is managed effectively.

The Treasurer is elected by Council for a three year term of office, and may be re-elected for a further three year term.

It is the responsibility of the Treasurer to:

  • Liaise with the administrator  over the financial management of the Society.
  • Liaise with third parties who are contracted to undertake work on behalf of the Society.
  • Liaise with the Society’s auditors, to ensure that the charity’s annual accounts are compliant with the current Charities SORP.
  • Draft the financial report to be included in the annual Trustees’ Report.
  • Monitor and advise on the financial health of the Society, after liaising with the Society’s auditors and accountants.
  • Liaise with the Society’s investment manager to ensure that investments are providing a satisfactory return and that investments are being managed in line with the Society’s investments policy.
  • Ensure that sound financial controls and systems are in place and are adhered to.
  • Advise on the financial implications of the charity’s strategic plan.
  • Liaise with the administrator and Officers over the development of the Society’s budget, and over the monitoring of the Society’s financial performance, ensuring income and expenditure is in line with expectations.
  • Advise Council on the Society’s Reserves Policy.
  • Advise Council on the Society’s Risk Register, ensuring that this is kept up to date.
  • Oversee the Society’s banking arrangements.
  • Ensure that the Society’s stationery, including electronic communications (emails, websites etc), orders, invoices, cheques and other relevant documents include all the details required under company law and, if applicable, charity law and/or VAT law.
  • Oversee facilities management.
  • Provide reports to Council, and at the AGM, on areas covered by the Treasurer’s role description.

In addition, the Treasurer will be a cheque signatory and may sign legal documents on behalf of the Society.

Chair - Scientific Development Committee (SDC) 

The Chair of the SDC is appointed by Council and is co-opted onto Council, but is not a Trustee.  The Chair must be a full member of the Society and is appointed for a three-year term, with an option to extend to a five year term.

The role of the SDC is to promote the development of the science of infection prevention and control and to foster the translation of scientific developments into clinical practice, and undertakes the following activities:

It is the responsibility of the Chair of the SDC to:

  • Develop and monitor working party activities and the creation of guidance documents.
  • Develop the Society’s research policy, and oversee of the Society’s grants programme Identify key scientific and clinical practice developments to bring to the attention of the HIS Membership, e.g. via the Society’s Newsletter or website.
  • Identify representatives for the Society at relevant external committees and working parties.
  • Oversee research projects, e.g. prevalence studies.
  • Regularly review outputs of the Committee, including guidelines, supplements and other articles for JHI, recommendations to Council and funding and outcome of research awards
  • Ensures close liaison with the Editorial Team of JHI to facilitate timely publication of relevant activities.
  • Coordinate and review the Society’s responses to requests for input to consultation documents.
  • Ensure working parties are properly constituted and agree budgets with the Treasurer.
  • Provide reports to Council, and at the AGM, on areas covered by the role description.

Chair - Education Co-ordinating Group

The Chair of the Education Co-ordinating Group is appointed by Council of Healthcare Infection Society (HIS).  The role can be undertaken by an individual who is co-opted onto Council, but is not a Trustee and therefore may not vote at Council meetings.   The Chair must be a full member of the Society and is appointed for a three-year term, which can be extended by Council by up to a further two years.

The role of the Education Co-ordinating Group is to oversee the development of the Society’s scientific meetings and educational courses that will help equip healthcare professionals to prevent and control healthcare associated infections.

It is the responsibility of the Chair of the Education Co-ordinating Group to:

  • Chair the HIS Education Co-ordinating Group.
  • Liaise with Chair the Scientific Organising Committee of the HIS International Conference to provide input from the Education Co-ordinating Group as appropriate.
  • Oversee the development of programmes of events and courses in line with the Society’s objectives.
  • Allocate individuals to convene and organise the programmes of scientific meetings and educational programmes as needed, on a time limited basis in some instances.
  • Liaise with HIS head office and Council, where applicable, over the running of the Society’s events and courses.
  • Ensure that HIS provides appropriate scientific input into other organisation’s conferences and joint events.
  • Liaise with kindred societies to plan joint events
  • Oversee the MSc/Postgraduate Diploma in healthcare-associated infection and the content of related training courses in conjunction with University College London and Public Health England
  • Liaise with the Editor of JHI over the publication of material from the Society’s meetings, and the development of meetings based on JHI content.
  • Liaise with the Chair of the Scientific Development Committee over the organisation of events that will help disseminate the conclusions of working parties.
  • Provide reports to Council, and at the Annual General Meeting, on areas covered by the role description.

Grants Secretary

The position of Grants Secretary is allocated to an existing Council member by Council.

Being a Council member, the Grants Secretary is a Trustee of the Society (unless he/she is co-opted to Council as an extra Council member).

The Grants Secretary is responsible for developing and implementing the Society’s policies for the awarding of grants.

It is the responsibility of the Grants Secretary to:

  • Be a member of the HIS Scientific Development Committee.
  • Chair the Grants Committee, which is a subset of the Scientific Development Committee.
  • Review and update the Grants Standard Operating Procedures on an annual basis.
  • Oversee the process of reviewing grant applications, awarding grants and communicating decisions, liaising with the administrator.
  • Review grant reports.
  • Respond to questions regarding the grant awarding process
  • Respond to questions from grant holders (e.g. regarding extensions or additional funding).
  • Organise sessions at HIS conferences to showcase projects funded by HIS, liaising with the Chair of the Education Committee .
  • Evaluate the impact of the Society’s grants programme.
  • Provide reports to the Scientific Development Committee and the Council, and at the AGM, on areas covered by the Grants Secretary’s role description.

Trainee Representative

The Trainee Representative is elected by the BIA trainee forum, and is a member of the Society’s Council for 3 years or until he/she is appointed to a Consultant (or equivalent) position, whichever is sooner.

Being a Council member, the Trainee Representative is a Trustee of the Society.

It is the responsibility of the Trainee Representative to:

  • Form a link between the trainees and the Society.
  • Encourage trainees to join the Society.
  • Inform Council of the needs of trainees
  • Liaise with other trainee representatives  for an update of activities.
  • Be a member of the HIS Education Committee.
  • Organise training days.

Editor-in-Chief

The Editor-in-Chief  is a member of Council and is thereby a Trustee of the Society. The Editor is appointed to the post by Council for a period of 5 years.

The Editor works on JHI activities one day per week at a location agreed with the Society. (The Society is willing to reimburse the Editor’s employer to facilitate this arrangement – there is no employment relationship between HIS and the Editor.)

Overall aims of the post

The Journal of Hospital Infection is the Official Journal of the Healthcare  Infection Society, and the HIS Council is the ultimate decision making body with respect to the Society and its journal.

The Editor is responsible for safeguarding the reputation of the Journal and for the achievement of the Journal’s Aims and Scope (Annex 1), liaising with the Publisher of the Journal and  HIS Council.

The Editor is responsible for overseeing the Journal peer review process, including assignment of articles to Assistant Editors and selection of articles for publication. Every effort should be made to make decisions based on quality reviews from appropriate referees, whilst minimising refereeing handling times and providing the Publisher with sufficient papers to maintain the Journal publication schedule.

The Society employs an Editorial Coordinator to assist the Editor in managing the online submission and peer review system and to provide administrative support to the Editor. The administrator  is the Editorial Coordinator’s line manager.

The Editor appoints and chairs the Editorial Advisory Board.

Key responsibilities

To further the aims of the Society, adhering to the Trustee Code of Conduct.

To ensure that the editorial quality and focus of the Journal are in line with the Objectives of the Society and the Aims and Scope of the Journal.

To contribute to the development and implementation of the JHI Business Plan, working with the Publisher and the Society’s Chair and reporting to the Council of HIS .

To seek to increase the Journal impact factor.

To appoint and replace Assistant Editors when necessary.

To develop the referee database, complying with data protection requirements.

To encourage authors to submit manuscripts based on guidelines included in the Instructions to Authors.

To assign submissions to Assistant Editors as appropriate.

To use best endeavors to ensure a first decision is made within 12 weeks of submission, working closely with the Editorial Co-ordinator.

To finalise all decisions regarding acceptance or rejection of papers and to edit reviewers’ comments for transmission to authors.

To ensure that accepted articles are edited to an acceptable standard of English understanding.

To make reasonable efforts to ensure that the Journal content is not libellous or unlawful and does not infringe intellectual property rights of any person or entity.

To submit to the Publisher accepted articles in agreed formats and in accordance with a schedule that permits the Publisher to publish issues of the Journal on a timely basis.

To review proofs and to plan and provide an order of content for each issue.

To liaise closely with the Editorial Co-ordinator to maintain accurate data on the number of articles submitted, commissioned, accepted and rejected per month, and to provide a full written report on such data to the Publisher on an annual basis and presenting such data at Editorial Board meetings.

To consult with the Publisher on:

  • Publication schedule
  • Approval of supplements (approval not to be unreasonably withheld)
  • Approval of advertising (approval not to be unreasonably withheld)

To consult with the Society on:

  • Approval of supplements (approval not to be unreasonably withheld)

To hold regular teleconferences and meetings with the Publisher, and to keep the Council and Chair informed of important issues and developments.

To attend Council meetings and AGMs, providing written reports on JHI activities in a timely manner so that they can be circulated with agendas.

Role of the Deputy Editor

The deputy Editor is appointed by Council for a period of three years.and is a member of the Editorial Advisory Board.

Initial assessment of all new submissions, rejecting those that do not fall in the current scope of the Journal, or are not of sufficient originality or quality. 

Assigning to suitable submissions to Assistant Editors.

Assisting the reviews Editor

Editing supplements and special issues