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Data Manager

Requisition ID:  19961

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  10-May-2022


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


What’s in it for you? Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.


Newcastle is an inclusive global University community where everyone is treated with dignity and respect.  As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains colleagues from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


Salary starting from £22,254 to £23,487 with progression to £25,627 per annum


Closing Date: 25 May 2022


The Role


We have an exciting opportunity for an experienced Data Manager to join our successful NIHR Newcastle Clinical Research Facility. You will work within a multidisciplinary team and will take responsibility for the data management of a portfolio of clinical trials, both commercial and non-commercial, for Clinical Research Facility (CRF)/Clinical Ageing Research Unit (CARU).


Working on behalf of University and Trust personnel, you will ensure research is conducted in accordance with UK regulations and local guidance, from first customer contact through to archival of project documentation; providing evidence demonstrating that the research conducted in CRF/CARU safeguards the wellbeing of patients and produces credible data. This is an ideal opportunity for a motivated and dynamic individual who will play a key role supporting a multidisciplinary team in delivering world class translational research.


This is a full time, fixed term post for 12 months.


For more information about the NCRF please visit here.


For informal inquiries contact ( or (


Key Accountabilities

  • Transcription of data from patient records to Case Report Forms as required by a specific clinical trial.  Patient records may include medical notes (often handwritten), laboratory test results, or data acquired from questionnaires patient diaries etc.  Case Report Forms may be based on an electronic or paper system
  • Liaising with a range of internal and external interested parties such as senior clinical and non-clinical staff, funders, PI’s and nursing staff, reviewing patient records to proactively and independently retrieve required data.  Will need to access external patient records and Hospital information systems where necessary
  • Ensure that all data reporting requirements both internally and externally are met, including responding to routine deadlines and ad hoc information requests
  • To take responsibility for all data security and integrity in line with University and Trust policies
  • Ensure that University and Trust policies in relation to Data Protection/Caldicott Guidelines are adhered to, including checking that all data capture systems used comply with this
  • Collation of information and paperwork for reporting of Serious Adverse Events (SAE’s) that may occur during the course of the clinical trial at the local (Newcastle) site.  This includes ensuring the relevant information is available for the completion of forms, obtaining relevant signatures and sign-off from a clinical member of the team and ensuring the reporting process is followed as required for the specific clinical trial (e.g. faxing to a central point)
  • May be delegated by clinical team members to register and randomise patients into clinical trials
  • Ensuring patient investigation results are received, seen by the relevant member of the study team (usually a clinical or nursing member of the clinical trial team) and ensuring they are recorded and filed appropriately
  • Be responsible for anticipating requirements for and ordering supplies of data capture documentation.  Liaise with the nursing and clinical team to maintain sufficient stocks of clinical equipment required for individual trials
  • To act as a point of contact for regional, national and international data queries
  • To liaise regularly with counterparts nationally to ensure that there is consistency of approach in data collection to facilitate audits across the centres in the UK
  • Organise meetings for visit of monitors and/or auditors.  This will include arranging meeting rooms, ensuring relevant patient notes are available, ensuring the site study file is accurate and up to date.  Act as the point of contact for their visit to the site
  • To routinely audit data quality on the manual and electronic systems within the department to ensure that high standards are met and comply with University and Trust external governing bodies’ requirements
  • Assist the Clinical Trials Co-ordinators in all aspects of maintaining records of patients on trials and the regulatory issues that govern the management of clinical trials
  • Help with the preparation for, and facilitation of, audits and/or inspections
  • Ensure archival of closed study documentation is completed in accordance with local policy
  • Provide administrative support when needed as directed by their line manager
  • Take responsibility for continuous improvement of research administrative processes and target achievement, in line with changing regulations and faculty strategy
  • Take responsibility for identifying own learning needs, including identifying appropriate courses to ensure up to date knowledge in the regulations governing clinical research and research data
  • Be aware of and take responsibility for working in accordance with applicable regulations and guidance including the International Conference on Harmonisation (ICH) Guidelines on Good Clinical Practice, UK Regulations on Clinical Trials, Data Protection Act and Research Governance Framework for Health and Social Care
  • To assist with other research administrative functions within the department to provide cover for staff absence due to holidays and sickness
  • There is not normally any responsibility for managing other staff but there may be a need to supervise any temporary support required to assist with special projects or events
  • Required to make decisions, using trial specific tools, when transcribing data into Case Report Forms.  This will be in relation to clinical information and will involve relating the request for information to what is actually recorded in the notes


The Person 


Knowledge, Skills and Experience

  • Knowledge of medical terminology
  • Knowledge of University and Trust policies regarding Data Protection Act and the Caldicott Guidelines
  • Experienced in all aspects of Microsoft Windows applications
  • Able to concentrate on routine tasks whilst maintaining attention to detail
  • Excellent interpersonal and communication skills (both written and verbal)
  • Good time management skills
  • Ability to prioritise workloads
  • Ability to accurately transfer data from one medium to another using both paper based and electronic data capture
  • Previous Database and Data Management experience
  • Evidence of Admin and Clerical experience
  • Experience within NHS/clinical research


  • An understanding of Good Clinical Practice (GCP) and other regulatory processes involved in clinical trials
  • Demonstration of a knowledge of Serious Adverse Event (SAE) procedures
  • Knowledge of E-Record


Attributes and Behaviour

  • Meticulous about following processes and procedures and able to organise workload and paperwork accordingly
  • Self motivated and able to work with minimum supervision
  • Willing to undertake personal development training as required
  • Flexibility to work unsocial hours when urgent data capture/resolution is necessary
  • Able to work flexibly across both CRF and CARU sites


  • An interest in clinical research



  • Educated to A level standard or equivalent


  • European Computer Driving licence qualification or equivalent

The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 19961