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Data Lead & Administration Supervisor Band 4

Band 4

Main area
Critical Care
Band 4
Part time - 30 hours per week
Job ref
Gloucester Royal Hospital
£22,549 - £24,882 PA/PR
Salary period
02/12/2021 23:59

Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have recently been awarded an improved CQC rating of Good and are proud of what we’ve achieved. We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.

As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.

As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.

By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.


Job overview

An exciting opportunity has arisen for an individual to join our CQC rated ‘outstanding’ department.  We require an enthusiastic Data Lead and Administration Supervisor for the Department of Critical Care (DCC).  Flexible working hours and days will be considered to promote a positive work life balance.


The successful applicant will assist in the timely and accurate recording of clinical data ensuring that it is collated and validated for the purpose of submission to the Intensive Care National Audit and Research Centre (ICNARC) and facilitate local funding via collection of Critical Care Minimum Data Set (CCMDS).  The data from ICNARC is used to benchmark Critical Care Units nationally and analyse best practice, improving outcomes and patient experience. 

The post also offers the opportunity to lead on the improvements and progression of the administration service for DCC; by leading a small team of administration and clerical (A & C) staff.

Main duties of the job

  • To be responsible for the provision of comprehensive data, administration and secretarial services for the Department of Critical Care (DCC).
  • Supervise and lead the A & C team whilst retaining responsibility for undertaking and or overseeing of data collection and the more complex tasks of data validation and quarterly reports.
  • To work collaboratively with the data collection team in order to deliver high quality data to support the overall development of improved performance and service delivery for DCC.
  • To collect and provide systems to ensure the accurate recording of all patient based episodes through Critical Care, utilising both computer and paper based systems.
  • To provide data for the Critical Care clinical and management teams to facilitate analyses and formatting of data required to present service outcomes, identify trends etc.
  • To be responsible for a portfolio of data collection to meet local, regional and national priorities, ensuring the agreed targets are achieved

Working for our organisation

The successful candidate will work in the DCC across the two acute hospitals, Cheltenham General Hospital and Gloucestershire Royal Hospital. Gloucestershire Hospitals being the major provider of secondary care services in the area.


The Department of Critical Care is very proud to have achieved a CQC overall ‘Outstanding’ rating in June 2015.  We aim to maintain this status by continuing to employ motivated and enthusiastic staff who will work alongside us to maintain our outstanding rating.  You will have the opportunity to thrive in a fast passed, friendly environment, which has a supportive team culture.

Detailed job description and main responsibilities

Main Responsibilities and Duties:

Data Lead

  • To co-ordinate the workload of the data collection team, to ensure seamless provision of service and meeting of time scales for data submission.
  • Responsible for ICNARC and all critical care data sets.
  • Organise and maintain the systems responsible for the collection of all data required for the Case Mixed Programme on all patients admitted to DCC, ensuring that it is an accurate and complete record, using the appropriate software. This involves the extraction and interpretation of information on patients 24 hours charts and laboratory data results from TRAC.
  • Collect all Augmented Care Period data, non-clinical transfers and other information required on all patients for the information department to enable them to produce this information for the Department of Health.
  • Provide reports and data for the South West Critical Care Network (SWCCN).
  • Lead on new national datasets, with a requirement to support clinical audit, business cases and service developments within DCC by pulling specific data that is required by medical, nursing and AHP.


Data Quality

  • Organise, undertake and oversee the collection, analysis, reporting and quality assurance of data relating to the work of DCC.
  • Continuously monitor data quality and compliance with quality assurance indicators.
  • Verify the accuracy of the data collected, making the necessary corrections, ensuring prompt completion of the ICNARC data validation report.
  • Ensure that all data is kept securely and in a manner that maintains the confidentiality of staff and patients at all times.
  • Work autonomously with demands of workload, with an ability to prioritise regular critical deadlines with frequent ad hoc requests for data.
  • Inform line manager when agreed targets are not being achieved.
  • Participate / assist in the data management up grades.
  • Provide induction teaching of all new nursing and medical staff into the collection and completion of all required data.
  • To maintain the appropriate recording and storage of all critical care specific 24 hour charts and enable a smooth retrieval and return to storage.


Administration Supervisor 

  • Supervise and provide day to day support to the A & C team which this post has line manager responsibility for.
  • Ensure the provision of A & C cover for DCC at times of annual leave and sickness.
  • Take a lead role in appraisals, identifying training and personal development needs of the team. This will also include managing sickness absence in line with GHT sickness policy.
  • Assist with administration staff induction and the training of other new staff in departmental systems as appropriate.
  • Work in a manner that promotes shared leadership and on-going professional development of self and the A & C team.


Please see attached job description for full details




Qualifications, Knowledge & Skills


  • Working towards a Diploma or NVQ Level 3 in administration or equivalent experience
  • Advanced IT skills including ECDL holder or equivalent experience with good understanding and working knowledge of Microsoft Office software and hospital systems
  • A qualification in medical terminology or equivalent experience
  • Accuracy of inputting data, with attention to detail, ability to work under pressure, priorities workload and meet deadlines
  • Analytical approach to data collection and extrapolation of information
  • Proven organisational skills and experience with an orderly and methodical approach and attention to detail
  • Excellent communication and interpersonal skills for dealing with people internal and external to the organisation
  • Ability to liaise with other departments and specialities e.g. IT, business information (BI), PAS team, coding, wards, ward clerks
  • Knowledge healthcare systems such of Trackcare, Electronic Patient Records and trust internet
  • Experience of working effectively within a large team environment and the ability to work on own initiative and flexibly within the team
  • Experience of co-ordinating and delegating work effectively
  • Proven supervisory experience with the ability to train and supervise less experienced staff
  • Ability to identify and advise on training needs

Person specification


Essential criteria
  • Educated to GCSE level grade C or equivalent in maths and English
  • Working towards a Diploma or NVQ Level 3 in administration or equivalent experience
  • ECDL Holder or ability to demonstrate ability to use a wide range of hardware and software
  • Proven supervisory experience
  • Ability to maintain a high level of accuracy and attention to detail when inputting data
  • Expert IT skills and experience including TRAC, EPR, MS office and Trust internet
  • Ability to supervise less experience administration / data staff to ensure effective service delivery
  • Evidence of continuous professional development and of acquiring new skills and knowledge
Desirable criteria
  • Demonstrate experience in electronic data-handling
  • Knowledge of medical terminology
  • Ability to lead on new national datasets
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Documents to download

Apply online now

Further details / informal visits contact

Deborah Elliott
Job title
Deputy Matron
Email address
Telephone number
0300 422 6251