Data Co-ordinator

Job summary

Expected Shortlisting Date:

10/12/2024

Planned Interview Date:

17/12/2024

To provide professional, efficient and valid data.

Responsible for the data collection for Surgical Oncology (Thoracic, Breast, Gynaecology, Endocrine) Services.

Lead of development of Standard Operating Procedures.

Maintain constructive relationships with a broad range of internal and external stakeholders.

Analyse monthly/yearly data and report back to the department.

First point of contact for Surgical Oncology data enquiries.

Communicate project issues to the relevant leads.

Develop and maintain briefings and reports and provide support to weekly service and monthly national MDT meetings.

Service audit including monitoring demand, capacity, utilization & activity delivery as stipulated by NHSE commissioned services.

Main duties of the job

Maintenance, data collection and quality control of the thoracic database is one of the essential role for the use of capturing accurate reflection of resection rates, early indicators in mortality, morbidity and post-operative complications that may occur within Thoracic Surgery. Quality and accurate data, when reporting to the British Thoracic Society (BTS) is key.

Maintenance, data collection and quality control of the Breast Database. Data Manager is instrumental in capturing information that is used by all clinicians and wider management teams to ensure that we monitor outcomes more closely and use outcome based evidence to bring service improvement. Accurate data capturing also enables different research projects and audits

Providing support and participating in different studies and research associated with gynae oncology surgery. (Contribution to United Kingdom COVID and Gynaecological Cancer Study (UKCOGS) and support of recruitment and data entry for the LTHT, Lynch Syndrome audit)

About us

The Surgical Oncology team is made up of: Breast Surgery, Endocrine Surgery, Gynaecology oncology and Thoracic Surgery, all teams have a good rapport and work together collaboratively. We expect a strong worth ethic from the successful candidate.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Job description

Job responsibilities

JOB PURPOSE/SUMMARY

The post holder is responsible for the coordination and day to day management of the Surgical Oncology databases and data administrative infrastructure of Thoracic, Breast, Gynae-Oncology and Endocrine Surgery specialties.

The purpose of the post is to deliver a robust data administrative infrastructure for the Surgical Oncology services, supporting the key internal and external stakeholders.

The post holder will also be responsible for reporting all data for Surgical Oncology Services yearly activity reports for Society for Cardiothoracic Surgery (SCTS), providing support in capturing relevant information following the successful application to European Society of Gynaecological Oncology (ESGO), supporting senior management with Specialised Services Quality Dashboard data (SSQD), supporting returns for Breast Cancer Outcomes and Services Dataset (COSD) and will also be responsible for maintenance of other databases within the services.

The post-holder will be responsible for providing advice and leadership at an advanced level and for maintaining the quality standards of different databases. The post-holder will be expected to participate and contribute to the service improvement processes.

The post holder will be liaising on the regular basis with Consultants in collaborating on different research and study projects, providing support in gathering and analysing data for various publications, presenting outcomes to the relevant boards.

The post holder will also work with members of their Directorate and other senior managers in the strategic development of the services provided by the Directorate. This will include strategic and operational business planning and monitoring, and the development of relationships with key internal and external partners. The post holder will ensure the Directorate functions as an integral part of the Leeds Teaching Hospitals Trust and that Directorate, Divisional and Trust-wide objectives are achieved simultaneously

Delivering High Standards

To provide professional, efficient and valid data.

Responsible for the data collection for Surgical Oncology (Thoracic, Breast, Gynaecology, Endocrine) Services.

Lead of development of Standard Operating Procedures.

Maintain constructive relationships with a broad range of internal and external stakeholders.

Analyse monthly/yearly data and report back to the department.

First point of contact for Surgical Oncology data enquiries.

Communicate project issues to the relevant leads.

Develop and maintain briefings and reports and provide support to weekly service and monthly national MDT meetings.

Service audit including monitoring demand, capacity, utilization & activity delivery as stipulated by NHSE commissioned services.

Develop and maintain appropriate sources for data collection.

Participate in relevant internal and external working groups and project events. Undertake information/project analysis as agreed with Surgical Oncology Services.

Freedom to act with own initiative and will be expected to take responsibility for ensuring that they themselves meet all required deadlines.

Promoting Equality and Reducing Inequalities

To uphold organisational policies and principles on the promotion of equality.

To create an inclusive working environment where diversity is valued, everyone can contribute, and everyday action ensures we meet our duty to uphold and promote equality.

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Working with Others

To work in partnership with others and as part of cross directorate teams to deliver successful outcomes.

To coordinate activities of other officers in the awareness of the business agenda with specific reference to communication of directorate and corporate activities.

Developing an Excellent Organisation

To support the organisations ways of working, model its values and champion the NHS Constitution.

Key Functional Responsibilities

Project Management

Analyse and report all service activities.

Contribute to effective information management within the team.

Participate in relevant internal and external working groups/projects to provide information/research advice and support and to maintain data collection systems for its effective use by the team.

Analyse and report on research data and monitor the processing of data and information.

Provides information to project lead on project and research information matters.

Financial and Physical Resources

Support and inform the requirement and targeting of resources, monitoring, implementing and providing high quality information and analysis.

Contribute to the financial delivery of the agreed portfolio ensuring it is delivered on time.

Information Management.

Carry out timely and accurate research information analysis and reporting on agreed areas of portfolio and present findings in an agreed manner.

Help with the delivery of a research database/ knowledge hub

Maintain administrative and information resources.

Research and Development:

Undertake review of projects, in relation to research and development of Surgical Oncology in partnership with the clinical lead.

Actively supports and contributes to the development of key performance.

Makes judgements involving complex facts or situations requiring analysis, interpretation and the comparison of a range of options resulting in differing expert opinions; agreeing strategies to meet patient access targets, changing working practices.

Ensures administration processes support efficient patient pathways.

Monitoring of agreed Service Level Agreements for services provided by or to other Directorates or network partners.

Core Knowledge and Understanding:

An in depth knowledge of the importance of the clinical IT systems for maintaining the clinical service is crucial.

An understanding of the way that consultants and medical secretaries work would be beneficial. Appreciation of the importance of this is essential.

A working understanding of the importance of the Trust standards on data quality is a pre-requisite of the role.

Understanding of the concept of data protection and commitment to its application according to legislation and Trust policies.

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

Demonstrates an understanding of both the NHS culture and of the cultures of the different health professional groups.

Sound understanding of the NHS modernisation agenda to include priorities from the Department of Health, Monitor, Healthcare Commission, National, Local and Trust Targets .

Work within the Trusts Standing Orders and Standing Financial Instructions and Clinical Governance arrangements.

Work within the Trusts Capital and Corporate Planning procedures.

Understanding and experience of effective information analysis, data interpretation and presentation, and software applications essential for communicating business, finance and workforce plans.

Work within the Trusts HR guidance and toolkits for HR processes to include workforce planning, recruitment and selection, honorary contracts.

Understanding of Trust Policy and Procedure, HR/Risk Management/Clinical Governance.

Understanding of Commissioning, contracting and service agreements to include payment by results.

Understanding of management and operational arrangements in the Trust.

THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

Additionally, the following are core values which relate specifically to this post:

Commitment to ensure the quality of data produced from the systems meets the Trust standard.

A dedicated individual is required, with the ability to inspire confidence in the staff they support, standardising processes where necessary across site.

Commitment to ensuring the systems are maintained to a high standard at all times.

Post holder should be quality focussed, reliable, trustworthy and committed to the role.

Commitment to data protection.

Commitment to ensuring the delivery of high quality evidence based care

Professional image and positive approach to problem solving.

Maintain positive working relationships with others

Commitment to own personal and professional development and the development of others within the team.

Honest and fair minded with a positive attitude to change.

Willingness and ability to travel around and between Trust sites, and to key stakeholders.

Promotes a culture of equality, mutual respect, and diversity.

Is regarded as having integrity and trusted by others.

Communication skills with a wide range of staff groups is pre-eminent.

Awareness of changing needs and a proactive approach to pre-empting problems in all systems and processes.

The ability to influence staff and bring about change in modernising the service, to meet the Trusts targets and standards.

Ability to work through complex problems and staff issues in order to suggest new ways of working.

Inspire confidence of their ability in others and demonstrate resilience within the various teams.

Empower team members, allowing freedom with accountability.

Person Specification

Other criteria

Essential

Confidence in working with all levels of staff Clinicians, medical and nursing staff, support workers, middle and senior managers. Perform to a high level of accuracy Demonstrate good organisational skills Presentation skills The ability to deliver Project management

Skills & behaviours

Essential

Ability to adapt to deal with a wide range of system users effectively Ability to adhere to strict deadlines Excellent interpersonal Understanding of the need for data protection and confidentiality Timekeeping, reliability, honesty and integrity

Desirable

Promote the reputation of the department by demonstration of a professional attitude at all times.

Experience

Essential

Knowledge of the operational requirements for systems. Use of major Trust applications PAS Knowledge of research techniques Knowledge of administrative procedures, project management or information analysis Previously worked in similar position within the public sector Previous experience of working in a customer focussed role within an office/clinical environment preferably in a hospital setting. Experience of managing and implementing change to meet service delivery Awareness of Trust targets and on this impact on the process of reporting.Competence with database report production applications. Excellent time management skills with the ability to re-prioritiseKnowledge or aptitude to work using a wide range of software packages, clinical and non-clinical. Understanding of use of and importance of the systems, data and quality of data to the clinical operation of LTHT Able to quickly learn about new systems or changes to systems in sufficient depth to competently explain changes to users Understanding of how to adapt style of communication when working with staff from many disciplines, seniority and levels of education. Advanced keyboard skills, use of a range of understanding of the management of patient administration processes within the LTHT and wider NHS. Knowledge of current Personnel policies and procedures and their application Attendance management, grievance & disciplinary System Administration Knowledge of how to work effectively with a multi-disciplinary team ensuring effective communications using methods appropriate to the individuals involved, as necessary.

Qualifications

Essential

Degree level or equivalent level of knowledge experience managing a multi-disciplinary team service. ECDL or equivalent qualification to indicate a competency in the use of computing applications. Willingness to undertake training and development as identified through the PDP process

Desirable

Web page writing and maintenance Excel / Access

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