JOB DESCRIPTION

Job title:Data Maintenance Support

Directorate:Membership

Grade:3

Post holder:Vacant

Responsible to:Membership Manager

Hours:35

The Department

This post is in the Membership Team which forms part of the External Affairs Directorate (which also includes Knowledge & Information Services, Marketing, Web, Policy & PR and Journals).

The Membership Team consists of seven members of staff. They undertake all aspects of work relating to membership recruitment, retention, subscriptions, records management and communications. The main responsibilities include: maintaining the Register of Fellows, Members, Associates and Affiliates; overseeing regular communications and services to the membership and trainees, both in the British Isles and overseas; membership communications and engagement activities, the Fellowship selection process, Member and Fellow admission ceremonies; specialty recruitment; admin support to a number of Specialist Societies; managing RCOG awards/fellowships, careers support and information as well as providing a helpdesk to the membership.

Purpose

The post holder will support work to review and amend core data required to provide RCOG services.

Data integrity is key to the maintenance of accurate records of all contacts for the College. It relates to all membership categories (Fellows, Members, Trainees, Affiliates and Associates) as well as organisations. There are currently over 110,000 individuals and 3,500 organisations within the database. The Data held by the College is one of its prime assets and must be treated as such. The Integra database, and its integrated relationship with other systems, provides a cross-organisational tool acting as the central focus for all contacts. The database enables the RCOG to process and respond to all parties allowing the effective administration of their records and the maintenance of contact through regular, planned and ad hoc mailings. The Data Maintenance Support role will support the maintenance of data by exporting, reviewing and amending data in line with business rules and processes.

Main duties

The main duties of the post holder include:

  • To develop an understanding of the Integra database, the data held and it’s functionality related to business processes
  • Support the Membership Manager by assisting with collating, monitoring and analysing PSED related data in a central database (Integra) supporting the College’s compliance with the Equality Act 2010
  • To support member data capture and maintenance campaigns including updating the membership database, resolving duplicate entries, following up with members as necessary and working on entering data in a consistent manner
  • To assist the membership team with the provision of membership engagement statistics and data and support key projects as and when required
  • To work with the Membership Manager to create a hierarchical structure between Election Regions, Trusts and Hospitals
  • Support the day to day processing and logging of Associate and Affiliate applications as required
  • Other duties compatible with employment as requested by the Membership Manager

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and be subject to amendment in consultation with the job holder.

PERSON SPECIFICATION

Education requirements

Essential criteria / Desirable criteria
Educated to A level or equivalent

Experience

Essential criteria / Desirable criteria
Experience of database administration incl. data capture, exporting and reviewfor a not-for-profit organisation, membership association or similar
Experience of maintaining data integrity and resolving data quality issues
Experience of providing customer service face to face as well as via email and telephone

Skills and abilities

Essential criteria / Desirable criteria
Accurate data entry skills / Understanding of the NHS and the Royal College culture
Excellent working knowledge of MS Office (particularly Word, Excel and Outlook) and Internet Explorer
Good knowledge of UK and international geography
Interest in data analysis, using tables and graphs to present accurate and relevant data to support departmental decisions
Excellent problem solving ability
Very high level of attention to detail
Ability to work on own initiative
Ability to prioritise and multi-task

Other requirements

Essential criteria / Desirable criteria
Willing to work outside normal office hours when necessary

Competencies

  1. Personal effectiveness
  • Takes ownership and organises self to deliver results
  • Is reliable, consistent and demonstrates a positive ‘can do’ attitude
  • Solves problems by selecting from well-defined procedures
  1. Quality
  • Delivers work to a required standard
  • Monitors own performance and seeks improvement
  1. Communication
  • Communicates courteously, clearly and effectively with colleagues and external customers
  • Adjusts communication style to suit situation and audience
  1. Working together
  • Buildsgood working relationships
  • Contributes to the success of the team
  • Demonstratesa commitment to equality of opportunity and dignity at work
  1. Customer focus
  • Provides a high quality customer service
  • Buildsrapport with customers and treats them consistently and well
  • Adapts own ways to meet customer needs
  1. Managing change
  • Adapts to and manages change effectively
  • Is open-minded and seeks innovation