Job description

Job title:

Grade:

ICBSE Systems and Data Coordinator

2b

Department:

Exams (ICBSE)

Responsible for:

n/a

Accountable to:

ICBSE Systems and Data Manager

Context

The four Royal Surgical Colleges of Great Britain and in Ireland (based in Edinburgh, Dublin,
Glasgow and London) provide jointly developed and maintained membership examinations
(MRCS and MRCS(ENT)) appropriate for the Intercollegiate Surgical Curriculum Programme
(ISCP) curriculum and the pattern of surgical training established from time to time by the
General Medical Council.

The ICBSE Office is based in, but is not operationally part of, the Royal College of Surgeons
of England. The Head of ICBSE role is based in London.

There are seven other members of the ICBSE team: a Policy Manager; two Managing
Editors; two Editorial Assistants; a Systems and Data Lead; and an ICBSE Coordinator.

Job summary

Coordination of key functions between the four Surgical Royal Colleges in the UK and in
Ireland on test-centre, remote and face-to-face intercollegiate examinations, including:

Assisting the Data and Systems Manager on the diet-by-diet liaison with the Colleges’ test-
centre delivery partner to ensure effective management of the supply of seat against the
consolidated demand each diet.

Preparation of candidate lists to ensure that these can be uploaded to the relevant database
and assessment software platform, and working with software providers as necessary

Preparation of results templates for completion by each College during the examination and
consolidating these subsequently for the intercollegiate educationalists.

Working closely with Data and Systems Manager with finalisation and dissemination of
candidate results among the four Surgical Royal Colleges, ensuring appropriate quality
assurance processes have been undertaken.

Coordination of general intercollegiate data processes relating to candidate performance,
question material performance, statistical input in routine intercollegiate reports and effective
CRM integration for all intercollegiate exam data.

Specific duties and responsi bilities

1.  Stakeholder Management for Test-Centre Delivery

Responsible for:
•  Assisting with communication with the Colleges and the test-centre delivery partner to
manage the supply of seats for the MRCS Part A exams in the UK and internationally.

•  Managing the availability of places in during the booking window for each diet, and

providing a dynamic analysis of where further supply of seats is required.

•  Help monitor booking trends and support the identification o areas where additional seat

supply maybe needed.

2.  Candidate List Management

Responsible for:
•  Creating and maintain list templates for candidate lists to send out to colleges, including

all relevant data fields as required.

•  Support Colleges during initial stages of setting candidates up relevant software

platform.
Assist with creating a central intercollegiate candidate list each exam

•  Assist with candidate lists for accurate import into relevant software platform and

intercollegiate database

•  Extract key candidate information for reporting purposes (e.g. training level, attempt

number, demographics).

3.  Results Preparation and Management

Identifying appropriate management of candidates with remote monitoring issues

Responsible for:
•  Assist with exporting the results from software platforms
•
•  Combining exports from different Colleges’ candidates, sorting as required
•  Assist the formatting of results spreadsheet following standard setting exercises
•  Support QA checking of all results throughout each stage
•  Creation of intercollegiate marking templates for Colleges
•  Collation of college exam results into single intercollegiate results sheet
•  Liaising with Educationalist and relevant committee chairs for result determination
•  Assist with the preparation of final results documentation for colleges and import into

database

•  Help manage cases involving remote monitoring issues.

4.  Data Management

Responsible for:
•  Liaise with Data and Exams Manager with exporting and formatting results from

assessment platforms

•  Assist with checking for details within the results such as first time takers and first place

candidates/prize winners

•  Help manage requests for reasonable adjustments to ensure consistency between

Colleges

•  Help manage the integrity of the IMRCS database and ensuring it is up to date with

results after each exam

•  Compiling statistics for intercollegiate committees and reports
•  Help with updating the scenario performance spreadsheet after each diet
•  Support that the College’s CRM infrastructure adequately meets intercollegiate

requirements on an ongoing basis.

General

•  Provide support to the Data and Systems Manager and cover key responsibilities  when

required, ensuring continuity of service and data integrity across examination processes

•  The post-holder is expected to represent the College in a professional manner in relation
to  his  or  her  responsibilities  and  in  ensuring  their  own  continuing  professional
development.

•  Undertake such duties appropriate to the grade, as required by the Director.

The post holder may be expected to work outside normal working including weekends.
These will be compensated.

This job  description will  be  subject to  review in the  light  of  changing circumstances
and  may  include  other  duties  and  responsibilities  as  may  be  determined.    It  is  not
intended to be rigid or inflexible but should be regarded as providing guidelines within
which the individual works.

The Royal College of Surgeons of England is an Equal Opportunities Employer.

All College employees are responsible for records held, created or used as part of their
work  for  the  College  including  patient/client,  corporate  and  administrative  records
whether  paper-based  or  electronic,  which  also  includes  emails.  Records  should  be
managed  and  stored  appropriately  and  should  in  all  cases  comply  with  the
requirements  of  the  Data  Protection  Act  2018  and  the  General  Data  Protection
Regulation. Employees should have read and understood the College’s Data Protection
Policy  and  Records  Management  Policy  and  should  follow  all  agreed  records
management and data protection procedures, seeking advice where necessary.

Person specification

Essential

Desirable

Qualifications

•  Degree or equivalent

qualification or a proven
successful track record in a
similar role

•  Previous experience

working in a postgraduate
medical or similar education
environment.

Experience and
skills

•  Experience working in an
assessment context
•  Experience working with
established databases
•  Experience working with
large datasets and
spreadsheets

•  Proven ability to work to tight
deadlines and meet targets

•  A high standard of

numeracy, and the ability to
work with data confidently
and accurately
•  Excellent IT skills, in

particular Microsoft Excel
and databases

•  Strong analytical skills, with

experience of using data and
evidence to solve problems

•  High level of attention to

detail

•  High level written and oral
communication skills
•  The ability to multitask,

prioritise and delegate in
order to deliver to tight
deadlines

Technical
competencies

•  Strong Microsoft Office skills

Work with CRM systems
and other databases

People and
interpersonal skills

•  Ability to work independently

and as part of a team
•  Ability to work in a complex

and fast moving environment
•  Excellent interpersonal skills,

including the ability to
influence and persuade
individuals at all levels,
including internal and
external stakeholders

The post holder will also need to demonstrate the following values:

Collaboration

We embrace our collective responsibilities working
collaboratively and as one college.

•  We work together, using our collective expertise and

experience to effect positive change

•  We are open, honest and transparent, straightforward in our
language and actions, acting with sincerity and delivering on
our commitments

•  We take our responsibilities to each other, to patient care and
to the environment seriously and we act with this in mind
across our work

Respect

We value every person we come into contact with at the College
as an individual, respect their aspirations and commitments in
life, and seek to understand and meet their physical and
wellbeing needs.

•  We treat everyone we meet with kindness and integrity and

we seek to promote these behaviours in others

•  We actively seek a range of views and experiences across

our work, and we listen to, and make everyone feel, a valued
part of the team

Excellence

We aspire to excellence and success. We share learning from
our experiences, apply feedback into practice, and commit to
continual improvement.

•  We work hard to be the best at what we do, recognising and
celebrating effort and achievement, and reflecting on our
work, so we can learn and improve

•  We value and invest in research, education and training to
drive excellence and put improvements in surgical practice,
dentistry and patient care at the heart of our work
•  We always seek to learn and discover more, valuing

knowledge and scientific evidence, basing our decisions on
insights, fact and experience

The Royal College of Surgeons of England is an Equal Opportunities Employer. We are open to all
talent  and  we  actively  ensure  that  all  qualified  applicants  will  receive  equal  consideration  for
employment without regards to race/ethnicity, national origin, religion, pregnancy, marital status,
sexual orientation, gender identity/expression, age and disability.