Job vacancy: British Spine Registry Co-ordinator / Spinal Data Administrator, Royal National Orthopaedic Hospital NHS Trust, Stanmore

Job summary

Main area: Spinal
Grade: NHS AfC: Band 3
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 392-RNOH-8264952

Employer: Royal National Orthopaedic Hospital NHS Trust
Employer type: NHS
Site: Royal National Orthopaedic Hospital
Town: Stanmore
Salary: £30,630 - £32,346 per annum inclusive of HCAs
Salary period: Yearly
Closing: Today at 23:59

British Spine Registry Co-ordinator / Spinal Data Administrator

NHS AfC: Band 3

Please note in order to progress your application, your data will be processed by our 3^rd party recruitment providers – North London Partners Shared Service, who conduct recruitment activities on behalf of Royal National Orthopaedic Hospital NHS Trust.

The Royal National Orthopaedic Hospital NHS Trust is the largest orthopaedic hospital in the UK and a global leader in our field. We provide a dynamic working environment where we support frontline staff to implement improvements so that we can realise our vision of being a world leading neuro musculoskeletal hospital providing the best patient care and staff experience in the NHS, delivering world leading research, and offering a strong foundation of education, training and career progression. Our dedicated staff come from diverse backgrounds, and our patients benefit from the wide range of experience they bring to the Trust. The RNOH brings unrivalled expertise together in one place allowing us to deliver some of the world’s most complex and innovative care to our patients

Rated Good by the CQC
Two sites, one in central London and one in Stanmore - which has recently opened The Stanmore Building, a new, state-of-the-art inpatient facility
Our Research and Innovation Centre works closely with our main academic partner, University College London
Recognised as a centre of excellence, leading on national initiatives, such as the Getting It Right First Time (GIRFT) Programme
Further major redevelopment underway across the Stanmore site – improving and modernising our facilities to maintain our position as the UK’s leading centre for orthopaedic medicine
In the NHS staff survey, over 90% of our staff were satisfied with the quality of care they are able to give to patients - the best result of any NHS Trust in the country
Our staff also indicated that they had the best experience of appraisals as compared to all other NHS Trusts.

This is a great time to join us and play a critical role in the next stage of RNOH’s journey to achieving an outstanding CQC rating.

Our aim is to remain a world-leading orthopaedic hospital with the best patient care and staff experience in the NHS. To do this, we have four core values that underpin everything that we do. We use our values to help ensure that we are always focused on the things that our staff and patients believe are most important:

Patients first, always
Excellence, in all we do
Trust, honesty and respect, for each other
Equality, for all

Our annual staff survey results have been improving year on year, with our staff telling us that their experience of working at the Trust is getting better and better. They also indicate that our staff feel very loyal to the RNOH and committed to its role in providing the very best care to our complex patient group. We hope that we can welcome you to our growing team soon.

Visit our Work with us page to learn more about our culture, values and also hear directly from staff in a short video sharing their experiences of working at RNOH

Artificial intelligence (AI) is a set of technology that can perform various tasks that typically required human intelligence. Your application is your opportunity to demonstrate to us how you meet the requirements of the role. We recognise that AI tools can support accessibility, equity and confidence for applicants. However, it’s important that examples and responses genuinely reflect your own experience and abilities, as these will be explored further during the selection process. AI must not be used to provide misleading or false information during any stage of the application journey. Further guidance can be found in the NLPSS Applicant Toolkit https://royalfree.pagetiger.com/cuuomnr/1.

Royal National Orthopaedic Hospital NHS Trust is committed to ensuring that its recruitment processes are carried out with integrity, transparency, and fairness for all applicants. To help maintain these standards, we ask candidates to provide accurate and truthful information throughout the recruitment process.

If incorrect or misleading information is identified, this may affect the progression of an application, any employment offer, or continued employment. As part of our due diligence, the company may verify the information provided by applicants and take appropriate action where necessary.

We do not charge applicants any fees at any stage of the recruitment process, including applications, interviews, sponsorship arrangements, pre-employment checks, or employment offers. All vacancies are advertised through TRAC/NHS Jobs and candidates are assessed solely on their skills, qualifications, experience, and suitability for the role. If you are asked to make a payment in connection with an NHS job opportunity, please treat this as suspicious and contact the organisation directly using the details published on our official career's website.

Applicants can refer to the Fraud Act 2006 for further information: https://www.legislation.gov.uk/ukpga/2006/35/contents

Detailed job description and main responsibilities

To be familiar with RNOH NHS Trust IT systems in order to search for clinical investigation results.

To liaise with consultants / teams on a weekly basis to ensure all patient data is collected and inputted accurately.

To be responsible for the timely collection and accurate input of all data required for of all required for the British Spine Registry (BSR)

To be responsible for meeting all NHSE and other national reporting deadlines for the British Spine Registry (BSR)

To respond to all NHSE data queries in a timely way

To be responsible for the implementation of any new databases or data collection required for the management of the service or network

To act as a point of contact for Spinal data queries

To work with colleagues to coordinate databases and streamline and improve data capture where possible

To provide regular reports as agreed with clinical and management colleagues

To assist the clinical teams with the production of reports for governance meetings and the collection of data for audit purposes.

Attendance at Spinal network meetings as required.

Provide reports for the Spinal Network when required.

Establish working knowledge of procedures and practices of the department, some of which are non-routine, including medical records systems and medical terminology

To be responsible for communicating any change in processes to colleagues and training new colleagues as required including training medical staff on the BSR.

To have knowledge of and maintain procedures relating to the RNOH NHS Trust Data Protection Act and Caldicott guidelines

To be responsible for Data Quality within the Team ensuring that information both provided and received by the area is accurate and valid. Any difficulties, identified should be resolved through discussion with the Team, and other as appropriate

To undertake data processing and analytical processes to support requests for information as directed. This will involve making judgements involving complex facts or situations, which require the analysis, interpretation and comparison of a range of options.

Importance will be placed on the content and layout of subsequent analyses, requiring further manipulation within Microsoft Access, Excel or statistical software prior to presenting to the users. Outputs will need to be validated to ensure consistency. It will also be necessary to spend time with the users to ensure they understand the analyses and to provide explanation and interpretation for any areas of certainty.

To be responsible for communicating any changes in processes to colleagues and training new colleagues as requires including training medical staff on the BSR.

Other Duties

· Assist with general administrative duties for the Specialist Surgery division, including but not exclusively, the photocopying of documents, scanning, processing referrals received into the service and updating referral and TCI details on EPIC.

Creating, booking and cancelling clinics as instructed when required. Where required contact patients directly to offer, reschedule, cancel appointments or confirm attendance.

· To support in monitoring the Active monitoring for specialist surgery when required

Process referrals / requests within defined timescales ensuring that all details are entered correctly on to relevant Trust information systems.

· Deal with telephone and email queries regarding the scheduling of follow up appointments for the service.

· Appropriately schedule follow up appointments for the service, in adherence to both 18-week RTT and cancer targets, and ensure appointments are booked in line with relevant clinical requirements

Answer all telephone calls politely and professionally both internal and external to Trust ensuring relevant information is passed on the appropriate person as necessary.

Issue appointment letters and instructions either in writing or by telephone where appropriate.

As required ascertain from patients, carers or ward staff any medical condition that may affect their appointment/admission.

· Liaise with patients, carers, wards and other units where appropriate units regarding admissions and cancellations.

· As directed by the Line Manager, provide supervision, induction and guidance to new members of the team.

Contribute to any relevant departmental policies and procedures giving in feedback to the Line Manager when required.

To post holder will be responsible for monitoring and validating the Workqueue List for Spinal surgery in EPIC when instructed.

To assist the MDT coordinator when required by collecting, generating and communicating outcomes for all patients discussed at the multidisciplinary meetings and providing information for local and national returns.

To attend the MDT meeting when required and help with documentation, an action plan for patients discussed and ensure recorded on the relevant database and circulated to MDT members as necessary.

Participate in departmental or trust wide audits as required

Person specification

Qualifications

Essential criteria

• Good standard of English, both written, spoken and grammar.
• Numerate.
• Extensive and demonstrable knowledge and experience of the full range of administrative systems, IT software programmes to include all Microsoft application (word, excel, access, email).

Desirable criteria

• 5 GCSEs (A-C) or equivalent, including English and Maths. Educated to at least NVQ Level 4 diploma level or equivalent. Keyboard skills to RSA Level 3 or equivalent
• Recognised IT qualification e.g. ECDL or equivalent (D)

Communication & Relationship Skills

Essential criteria

• Excellent written and oral communication and interpersonal skills.
• Able to interact with tact and diplomacy

Knowledge, Training & Experience

Essential criteria

• Previous administration/clerical experience.
• Previous experience of working with British Spine Registry
• Knowledge of Data Protection Act, patient confidentiality, Caldicott recommendations
• Effective team player, able to liaise with colleagues in other Trusts and NHSE with clarity and accuracy
• Previous NHS experience.

Desirable criteria

• Comprehensive understanding of data management and previous experiences of managing complex datasets.
• Experience of working within a team.

Analytical & Judgment Skills

Essential criteria

• Excellent analytical skills
• Good planning and organisational skills
• Self-motivated
• To be able to work in a flexible manner

Planning & Organisational Skills

Essential criteria

• Good planning and organisational skills • Self-motivated • To be able to work in a flexible manner

IT skills

Essential criteria

• Demonstrable IT skills and application of Microsoft Office product

Responsibility for Policy/Service Development and Research

Essential criteria

• Able to demonstrate and explain data management to colleagues

Freedom to Act

Essential criteria

• The post holder will have the ability to plan and organise own workload without direct supervision
• The post holder will be expected to work independently within defined policies and procedures, seeking advice from line manager as necessary.

Mental / Emotional Effort

Essential criteria

• Able to work quickly whilst maintaining accuracy.
• Able to work under pressure
• The post requires ongoing bouts of concentration when inputting data. This will require attention to detail.
• Able to remain calm and professional at all times

Working Conditions

Essential criteria

• VDU more or less continuously for the majority of the day

We are committed to equal opportunities in employment and offer a range of flexible working practices. Part-time and job share applications will be considered.

You must already have the right to work in the United Kingdom or fully meet the eligibility criteria for sponsorship under the Skilled Worker visa route. We welcome applications from candidates who require visa sponsorship; however, we can only consider these where all UKVI requirements are met. Before applying, please ensure that both you and the role satisfy the relevant UK Visas and Immigration (UKVI) points‑based system criteria, as applications that do not meet these requirements cannot be progressed. For more information about the criteria, please click here.

By applying for this post you are agreeing to RNOH transferring the information contained in this application to its preferred applicant management system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Record (ESR) system and other secure, internal NHS workforce systems.

Additionally, by applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers. Therefore we want you to complete your e-learning modules prior to joining our organisation.

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk

RNOH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of RNOH will have their original documents verified using this technology.

Our organisation does not charge any fees at any stage of the recruitment process.

Applicants should be aware that we never request payment for:

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