Data Manager
University College London Hospitals
London
Job overview
The post holder will work as part of the Data Management team for Haemoglobinopathies, Bone Marrow Transplant and Cellular Therapies. This data will be reported directly to EBMT, BSBMT, NHR or SSQC (dependant on the data) and be available for use within the department. The data will need to be entered onto an established comprehensive database held by the relevant organisation. A significant amount of data will be available from patient records and electronic systems held at UCLH and some will need to be obtained from the hospitals that referred the patients to UCLH and the GP.
The post holder will also be responsible for planned regulatory, financial, and commissioning reporting, adhoc data collection and analysis, and the creation, maintenance and operation of databases related to these activities.
The Post holder will be responsible for preparing audits, collating information, and preparing presentations for educational and research purposes to the Clinical team as required.
They will have key working relationships with all members of the administrative and clinical teams including nursing and medical staff, allied health professionals and support workers. They will frequently liaise with a range of staff internally across the Trust and with partner and external NHS Trusts.
Main duties of the job
The post holder will also be responsible for planned regulatory, financial, and commissioning reporting, adhoc data collection and analysis, and the creation, maintenance and operation of databases related to these activities.
The Post holder will be responsible for preparing audits, collating information, and preparing presentations for educational and research purposes to the Clinical team as required.
They will have key working relationships with all members of the administrative and clinical teams including nursing and medical staff, allied health professionals and support workers. They will frequently liaise with a range of staff internally across the Trust and with partner and external NHS Trusts.
Working for our organisation
Haematology
Within the Cancer Division, the Department of Clinical Haematology provides comprehensive care for all haematological disorders, both malignant and non-malignant. The new Grafton Way Building facility has expanded the total haematology inpatient bed base to ~100, including a 14 bedded haematology isolation unit and a 10 bedded ITU.
There are active clinical and research programmes in lymphoma, leukaemia, myeloma, transplant, immunotherapy, coagulation, TTP, blood transfusion and red cell disorders. The directorate works closely with laboratory haematology services, which are managed as part of the clinical support division. There is also a cellular therapy unit, providing accredited facilities to support the department’s ambitious programme in stem cell harvests, gene therapy and immunotherapy and a large apheresis unit, performing both therapeutic and harvesting procedures.
The red cell Specialist Haemoglobinopathy Team at UCLH is also one of the four national Haemoglobinopathy Coordinating Centres (HCC) for thalassaemia and rare inherited anaemia and one of the ten national Haemoglobinopathy Coordinating Centres (HCC) for sickle cell disorder. There is an active research programme at UCLH for red cell disorders and transfusion, clinical trials, laboratory, artificial intelligence and genomics.
Detailed job description and main responsibilities
Information Systems and Data Management
- Collection of historical and prospective patient-related and treatment-related data following Haematopoietic transplantation. This will require the examination of patient records, hospital computer systems as well as liaison with referring hospitals and general practitioners.
- Assists in the development and maintenance of current data bases
- Develop procedures for collection and validation of information.
- To undertake regular data validation and audits.
- Responsible for the reporting of specific data to meet commissioning CQUIN targets
- Creates and maintains both paper and electronic files.
- Analyse data and present findings to relevant groups.
- Deal with data queries in a timely and efficient manner.
- Support management of National Haemoglobinopathies Registry across the network
- Develop and refine existing processes to improve data management capacity.
- Drive improvement in quality and completeness in existing data sets.
- Seek out and develop opportunities to eliminate duplication of effort and re-keying of data.
- Maintain and develop our standing datasets in collaboration with other data managers within the immediate team and the HCC.
- Responsible for reporting all HSCT activity to EBMT and BSBMT in accordance with JACIE Guidelines
- Responsible for reporting all Red Cell activity to NHR and SSQC
- In the event of a statutory inspection will assist in preparing appropriate documentation and making necessary arrangements for the inspection in conjunction with the relevant Trust department and JACIE representatives
- If the post holder has concerns regarding standards of data collection they shall report their concerns to their line manager, the appropriate Clinical Nurse Manager and Consultant Haematologist
General Administrative duties
- To maintain office filing systems both manually and electronically as required.
- To assist with induction and on the job training of new and bank members of staff
- To assist managerial staff with the investigation of patient complaints if required
- To arrange and attend meetings as requested and disseminate information as required. This will involve preparing documentation and ordering patient notes
- In conjunction with the Clinical staff, audit practice on a needs basis
Communication
- Communicate clearly, effectively and appropriately with the multidisciplinary team, patients and their family/visitors/carers.
- Obtain consent appropriately from patients for their data to be collected and utilised.
- Act as nominated contact with the relevant data registries (I.e., EBMT, BSBMT, NHR and SSQC) regarding data collection.
- Respond appropriately to queries, take phone messages and pass on written and verbal information to the CNS team and other members of the MDT.
- Training will be given in the use of the EPIC, EHR and other required electronic record systems.
- Establishes and maintains links with other hospitals in the North London Cancer Network, referring hospitals and GP’s.
- Represent data management services to audiences within the Trust and beyond through clear and compelling communication and participation.
- Develop the team’s data visualisation and interpretation capabilities to provide meaningful insights to clinicians and service management.
- Document data management processes, roles, responsibilities and schedules.
Quality Standards
- Achieve timely, accurate and complete data entry into the corresponding databases
- Check data for errors and ensure full documentation of any queries raised
- Requesting missing data and ensure it is provide
Professional Development
- Adheres to Trust and Directorate policies, procedures, standards and protocols.
- Demonstrate self-direction in facilitating continuing education and acquiring related experience.
- Maintains awareness of current advances in cancer treatments, research and nursing practice and use this knowledge to maintain high standards of care for oncology/haematology patients.
- Maintains own professional development in conjunction with objectives of the Service and those identified at Performance and Development Review.
- Assume responsibility for continuing education by attending related workshops, rounds, seminars, conferences and courses as well as keeping up to date on current publications.
- Participate in the induction of new staff.
- Contribute to educational initiatives within the Cancer Services Directorate.
- Keep up-to-date with the Trials teams and any impact / information that may be thus required by in house teams.
Personal and People Development
- Working together with other administrators within the Trust to provide an effective network of communication including dealing with visitors to the Directorate and being flexible to cover other administrators’ general duties within the Department.
- Understand own level of responsibility and accountability in relation to team structure.
- Identify own learning needs and produce a personal development plan in conjunction with line manager.
- Reflect on and analyse workplace experiences in order to develop own skills/abilities.
- Co-ordinate the induction and ongoing development of junior clerical and support staff.
- Participate in annual staff appraisal, staff development and in-service training activities in line with the Knowledge and Skills Framework.
- Attend Trust/local orientation programmes, mandatory training sessions and annual updates.
- Take part in reflection and appropriate learning from practice, in order to maintain and develop competence and performance.
- Assume responsibility for continuing education by attending related workshops, rounds, seminars, conferences and courses as well as keeping up-to-date on current publications.
- Contribute to educational initiatives within the Cancer Services Directorate.
- Coach and manage the performance of the team in line with good data management practices.
- Support appraisal processes and assist in developing clear objectives and development plans for the data management service.
Person specification
Knowledge & Qualifications
Essential criteria
- Educated to GCSE level or equivalent, including Grade C or higher in English
- Experience of using a range of computerised software
Desirable criteria
- Science related degree
- Data analyst / data science qualification
- Understanding of medical terminology
2. Experience
Essential criteria
- Demonstrable knowledge of administrative procedures at a high level of competence acquired through both training and experience
- Proven experience of working in an office environment
- Previous NHS or healthcare experience
- Previous practical experience of using databases ie. Access/Excel
Desirable criteria
- Working knowledge of a statistical package such as SPSS or STATA
- Minimum of 2 years data management/audit experience
Communication
Essential criteria
- Able to follow instructions and complete assigned tasks.
- Able to deal with the public in person and on the phone
- Understands importance of maintaining confidentiality
Personal And People Development
Essential criteria
- Demonstrates understanding of own role within the team
- Willing to produce a personal development plan with manager
- Willing to develop self & undertake in-house study
- Ability to work unsupervised, using own initiative to resolve problems – seeking guidance when required.
Health, Safety And Security
Essential criteria
- Able to identify risk issues in immediate working environment and correct where possible or report to manager
- Promote an awareness of incident reporting
Service Improvement
Essential criteria
- Able to carry out administrative and clerical duties appropriate to the work area
Desirable criteria
- Ability to work as part of a team, unsupervised, using own initiative
Quality
Essential criteria
- Demonstrate sound understanding of what constitutes a high quality service for patients and ensure junior staff are made aware of this
- Willing to be responsible for managing resources efficiently and effectively
- Actively maintains and champions the highest standards of data quality
- Able to report problems as they arise and solve them where possible
- Ability to maintain accurate databases.
Information processing
Essential criteria
- Competent with software programmes including Microsoft Word, Outlook, Excel and Powerpoint
Desirable criteria
- Experience of working with hospital databases
We are committed to ensuring that no job applicant or employee receives less favourable treatment on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation or is disadvantaged by requirements that cannot be justified.
UCLH recognises the benefits of flexible working for staff and has a dedicated policy which allows staff to apply for flexible working right from the beginning of employment. For more information please go to: https://www.uclh.nhs.uk/work-with-us/why-choose-uclh/flexible-working.
We offer our permanent staff an interest free season ticket loan for travel, all our staff have access to free independent and confidential support, large retail discounts, a staff discount platform, cycle to work scheme and on-site accommodation to name a few.
Additionally, UCLH Arts and Heritage’s staff wellbeing programme, Creative Comfort, offers a variety of ways to engage with the arts as a member of UCLH staff. You can try out the weekly choir, weekly art club and join the Culture Club for exclusive access to free and discounted tickets for opera, exhibitions, theatre and more.
We recognise, reward and thank colleagues by nominating them for our annual Celebrating Excellence Awards, which are funded by UCLH Charity.
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This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.
Please note that all correspondence regarding your application will be via email. The emails will be sent to you via TRAC.jobs and not via NHS Jobs, we encourage you to check your inbox regularly.
Please note that if you are at present in a training position on the 2016 new junior doctor’s contract and are applying for a Trust doctor role your salary will not be pay protected.
You will be placed on the appropriate point of the Trust Doctor pay scale based on your previous experience.
Please note that if you have not heard from us within 3 weeks of the closing date of the advert to assume that you have not been shortlisted on this occasion.
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