Role Description

Job Title CPRD Data, Tools, and Technology Coordinator

Pay Grade EO
Location London, Canary Wharf
Hours 37
Reports to CPRD IT Portfolio Manager

The Medicines and Healthcare products Regulatory Agency (the agency) enhances and improves the
health of millions of people every day through the effective regulation of medicines and medical devices,
underpinned by science and research.

The agency is made up of c. 1,300 staff working across three centres and peripatetically across the UK
and abroad.

About the Division

The Clinical Practice research Dataline (CPRD), jointly funded by the agency and the National Institute of
Health Research (NIHR), is the UK’s preeminent research service providing access to anonymised NHS
data for research. CPRD services are designed to maximise the way anonymised NHS clinical data can
be used to improve and safeguard public health. For more than 30 years, data provided by CPRD has
been used in a range of drug safety and epidemiological studies that have positively shaped the future of
healthcare. The UK is in a unique global position to use clinical records in novel ways for patient
recruitment, clinical trials management, and follow up. In addition to supporting high quality observational
research, CPRD is developing world leading services based on using real world data to support clinical
trials and intervention studies.

Role Purpose
CPRD is increasing its volumes of anonymised healthcare data and is using this data to develop
innovative products and services that support public health benefiting observational and interventional
research. The Data, Tools, and Technology Coordinator is responsible for working collaboratively with a
range of professionals and providing administrative support to the Data, Tools, and Technology (DTT)
team. Responsibilities include assisting with the management and archive of CPRD’s data, triaging and
responding to customer queries, and administrative support of team activities.

The role is part of DTT and reports directly to the CPRD IT Portfolio Manager. The post holder will work
closely with all members of the DTT team, regularly liaise with other teams within CPRD, and engage with
a wide range of CPRD customers and visitors.

We are seeking a proactive individual with administrative experience in a technical setting. You will be
able to support data archiving and retrieval processes in a timely manner; adept at responding and
triaging questions from clients regarding inquiries, data requests, accessing documents, password
requirements, and other issues; and provide administrative support to the DTT Team including
organising and minuting meetings, travel arrangements, and visits by external clients, suppliers, and
partner organisations.

Key Responsibilities and Results Areas

1. Support CPRD Data Services
Provide support to the DTT team to enable the delivery and management of all aspects of data
acquisition, processing, integration, organisation (including archiving), provision and access. Manage
and coordinate user documentation of systems and services. Assist in compiling data for a range of
information management reports.

2. Client Support
Triage and respond to technical queries and track volumes of queries and response times. Act as the
central point of contact for CPRD colleagues’ technical queries, including product development requests,
and fixes. Maintain and update the CPRD technical Frequently Asked Questions (FAQs) resource. Assist
clients on the telephone, in written correspondence, and face-to-face support by referring to technical
FAQs and user documentation. Manage external customer accounts to enable access to data within
defined governance processes.

3. Administrative Support and Data Management

Provide administrative support to the DTT team including scheduling of team meetings, preparing
agendas, and minute taking. Monitor, track, and report data usage by all CPRD staff. Coordinate the
archival of data in accordance with standard procedures and manage database restoration from archives
when required.

4. System Usage and Availability Monitoring

Track and monitor use of various DTT systems by internal and external stakeholders. Perform regular
system availability and functionality checks. Create and maintain reports of usage and performance over
time and assist in forecasting data storage requirements.

5. People management
Work closely with members of the DTT team to ensure new and existing products and services are
available to clients. Liaise with other teams within CPRD to coordinate and schedule joint activities.
Liaise with colleagues in the agency’s IT services division to resolve technical issues and coordinate
installation and upgrade of software.

The job description is not intended to be exhaustive and it is likely that duties may be altered from time to
time in the light of changing circumstances and after consultation with the postholder.
Person Specification
Important Candidate information:

The Civil Service recently launched a new recruitment framework called Success Profiles, which has
replaced the Civil Service Competency Framework.

Success Profiles are made up of 5 elements: Ability, Behaviours, Experience, Technical, Strengths
but it is unlikely that you will be assessed against all 5.

Behaviours, Experience and Technical elements will be assessed through your application form, in the
first instance.

Element Ability
Criteria  Ability to learn and apply previous experience to new information technology
systems, new datasets, technical documentation, and administrative tasks.

Assessment Test

Element Behaviours
Criteria  Managing a Quality Service – Work with clients and internal teams to log and
resolve their requests whilst managing their expectations and agreed service
levels. Monitor systems and keep colleagues and stakeholders fully informed of any
emerging issues, plans, possibilities, and progress.

 Delivering at Pace – Follow relevant policies and procedures to support and deliver
data management services. Have a positive and focussed attitude to achieving
outcomes, despite any setbacks. Offer and seek colleague support where tasks are
challenging.

 Communicating and Influencing – Communicate clearly and concisely both orally

and in writing. Ability to explain complex and technical concepts in plain language
and to articulate timeframes and deadlines by which solutions need to be made
available. Ability to compile reports, minutes, and agendas to the team.

Assessment Application Form, Interview

Element Experience
Criteria  Prior employment in a Technical administrative role.

 Previous responsibility of using spreadsheets or other business information

management systems to effectively monitor, track and report data usage against
agreed metrics and targets.

Assessment Application Form, Interview

Element Technical
Criteria  Educated to A-Level including maths and science, or computer science or
equivalent work-related experience.

Assessment Application Form

Element Strengths
Criteria  Team player – Work closely with colleagues to deliver organisation objectives
effectively.

 Organiser – Make plans and are well prepared, seeking to maximise time and
productivity for yourself and the wider team.

 Adaptable – Accommodate variations in the work environment without the change

impacting your effectiveness.

Assessment Interview
The Civil Service Code

These core values support good government and ensure the achievement of the highest possible
standards in all that the Civil Service does. You can find out more about our values, standards of
behaviour and rights and responsibilities in The Civil Service Code.

The code is reflected in the Agency’s values, which state that we will strive to be:

Agency Values
 Innovative  Evidence-based
 Proactive  Open
 Impartial  Trustworthy

Civil Service Values

Integrity  Putting the obligations of public service above your own personal interests
Honesty  Being truthful and open
Objectivity  Basing your advice and decisions on rigorous analysis of the evidence
Impartiality  Acting solely according to the merits of the case and serving equally well
governments of different political persuasions