British Spine Registry Co-ordinator / Spinal Data Administrator

A Vacancy at Royal National Orthopaedic Hospital NHS Trust.

An exciting opportunity has arisen to join the Spinal team at the Royal National Orthopaedic Hospital as a Data Administrator.

The successful candidate will work alongside our team of Spinal Surgeons to support the capture of patient outcome data via entry into the British Spine Registry to NHSE compliancy and to assist the MDT coordinator with the effective running of the service. The job includes all aspects of data quality, principally communicating with patients at all points of the care pathway to encourage them to participate.

The post holder will also support the Patient Pathway Co-ordinators with the management of patient’s pathways, from referral to discharge, including first outpatient appointment, diagnostics and follow-up appointments.

The Spinal Database Administrator will be responsible for the collection & management of databases related to the delivery of spinal services and the administration of the Spinal Operational Delivery Network. Primarily maintaining the British Spine Registry (BSR). The (BSR) is a web-based database used to collect information about spinal surgery in the UK. It is a mainly automated system, therefore the post holders main responsibility will be:-

• entering the patients’ details into the system.
• contacting patients by phone and in person to explain why we are collecting the data, promoting the benefits of participating, and inviting them to fill in their allocated questionnaires.
• supporting consultants in completing procedure forms post-surgery.
• being a point of contact for any support or queries from patients and consultants.

The post holder will effectively handle telephone calls, email correspondence, process referrals and book appointments, whilst ensuring that patients or visitors receive any information they need prior to accessing our services.

You will be expected to work on your own initiative, ensuring the team is supported, to run smoothly and efficiently. We are looking for someone who has the ability to prioritise their workload, multi-task and has the essential skills required for the post.

The post-holder should

• Be proactive
• Have excellent communication skills
• Be computer literate
• Show perseverance
• Have good organization skills

RNOH Royal National Orthopaedic Hospital NHS Trust (RNOH) 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. 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. RNOH is rated good by the CQC and covers 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. For more information, please access the following link:https://www.rnoh.nhs.uk/

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

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

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

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

1. To respond to all NHSE data queries in a timely way

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

1. To act as a point of contact for Spinal data queries

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

1. To provide regular reports as agreed with clinical and management colleagues

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

1. Attendance at Spinal network meetings as required.

1. Provide reports for the Spinal Network when required.

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

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

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

1. 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

1. 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.

1. 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.

1. 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

This advert closes on Thursday 17 Sep 2026