Job Description/ Person Specification
Data Officer
Introduction
VERVE brings together an Alliance of Barod Project, Kaleidoscope Project, Adferiad Recovery, The Wallich and key commissioning partners. These are four respected organisations with more than a century of combined experience delivering substance use services across Swansea and Neath Port Talbot (SNPT). Each partner contributes specialist expertise, deep local knowledge, and a proven commitment to high-quality, person-centred support. Together, this Alliance forms a deliberate, strategic partnership designed to meet the ambitions of the Alliance Mandate and contribute to system-wide transformation.
This collaboration is built on our shared belief that the complexity of need within substance use services requires a unified, integrated response. By bringing together our collective strengths and specialist knowledge, we are creating a service that is more effective, more responsive, and better equipped to deliver improved outcomes for the communities we serve.
Vision and Values
Our vision is ambitious and rooted in collective responsibility and shared decision-making. This vision will be embedded across partners and stakeholders to nurture strong professional relationships and foster a ‘people-first’ culture, where staff feel empowered to deliver compassionate, innovative, and high-quality support.
VERVE promotes an inclusive, values-driven culture centred on dignity, fairness, and co-production. We empower people using our services and support our workforce to thrive. We are committed to creating a diverse and equitable workplace where everyone feels valued, respected, and supported, and where our services reflect the communities that we serve.
Role Summary
The Data Officer will lead on data quality, performance monitoring, business intelligence and reporting across our service. The postholder will be responsible for ensuring the accurate collection, validation, analysis and interpretation of service data, transforming information into meaningful insight that supports operational delivery, strategic planning, contractual compliance and continuous improvement.
Working closely with Alliance managers, commissioners, partner organisations and system providers, the postholder will ensure that the service meets all reporting requirements and can effectively evidence activity, outcomes and impact. The role will provide analytical support to managers and operational teams, identifying trends, opportunities and risks that inform service development and decision-making.
The postholder will act as the lead contact for case management systems and reporting infrastructure, supporting staff to maximise effective use of data systems whilst maintaining compliance with information governance requirements. The role will also lead on WNDSM reconciliation processes, support Paloma system development and upgrades, coordinate performance reporting and contribute to service mobilisation, evaluation and transformation initiatives.
Role-Specific Responsibilities
Data Quality and Information Governance
- Lead on data quality assurance processes, ensuring all data is accurate, timely, complete and compliant with organisational, contractual and statutory requirements.
- Conduct regular audits, validation exercises and quality assurance checks to identify trends, discrepancies and areas for improvement.
- Monitor data integrity across all service delivery teams and work with managers and staff to improve recording standards and reporting accuracy.
- Conduct WNDSM reconciliation processes and ensure alignment between local and national reporting requirements.
- Ensure compliance with GDPR, Data Protection legislation, Information Governance standards and organisational policies.
- Maintain the confidentiality, integrity and security of all records and information systems.
Performance Monitoring and Reporting
- Produce monthly, quarterly and annual performance reports for managers, commissioners and other stakeholders.
- Monitor Key Performance Indicators (KPIs), contractual targets and outcome frameworks, identifying emerging risks, trends and opportunities.
- Analyse service activity including referrals, assessments, interventions, treatment outcomes and recovery outcomes.
- Produce management information and statistical reports to support operational delivery, strategic planning and contract management.
- Respond to information requests from managers, commissioners, partners and external stakeholders.
- Support contract compliance through the provision of accurate, timely and meaningful performance information.
- Contribute to audits, inspections, evaluations and commissioner reviews.
Data Analysis
- Analyse and interrogate data from case management systems and other sources to identify patterns, trends, service demand and outcome performance.
- Develop meaningful data visualisations, dashboards and graphical reports to support evidence-based decision making.
- Produce intelligence reports, thematic reviews and performance summaries that support service improvement and future planning.
- Benchmark service performance against local, regional and national indicators where appropriate.
- Present complex information and analytical findings in accessible formats for a range of audiences.
- Support evaluation activity through the provision of high-quality analysis and reporting.
- Identify opportunities to improve service delivery, operational efficiency and client outcomes through data-driven insight.
Systems Development and Support
- Act as the first point of contact for staff experiencing operational issues relating to case management systems and reporting platforms.
- Work closely with Paloma, IT providers, system developers and partner organisations to maintain and enhance case management systems and reporting functionality.
- Support periodic Paloma upgrades, software releases, testing activities and implementation of new functionality.
- Gather business and operational requirements and contribute to the development of reporting tools, dashboards and system enhancements.
- Support the implementation of digital solutions that improve data collection, reporting capability and service performance.
- Act as the service lead representative during data system developments, upgrades, and implementation of new reporting requirements.
Training and Workforce Support
- Develop and deliver training, guidance and resources to support staff in effective data recording, reporting and use of case management systems.
- Support the induction and onboarding of new staff in relation to data systems and reporting processes.
- Promote a culture of evidence-based practice and continuous improvement across the service.
Partnership Working
- Develop and maintain effective working relationships with commissioners, system providers, partner organisations and relevant regional and national networks.
- Liaise with data leads, commissioners and external agencies regarding reporting requirements and performance monitoring.
- Represent the service at relevant data quality groups, performance meetings and partnership forums.
- Contribute to service mobilisation, transformation and improvement projects through the provision of robust data and analytical insight.
General Responsibilities
- Undertake any other reasonable duties commensurate with the responsibilities of the post.
- Participate in supervision, appraisal, training and team meetings.
Contribute to the achievement of the service’s vision, values, strategic priorities and service objectives.
Essential Qualifications and Experience
- GCSE English Language and Mathematics Grade C/4 or above (or equivalent).
- Relevant training in Information Governance, GDPR or Data Protection.
- Experience of data analysis, performance monitoring and reporting within a complex service environment.
- Experience of maintaining and developing databases, case management systems/dashboards and reporting tools.
- Advanced Microsoft Excel skills, including data manipulation, analysis and reporting.
- Experience of producing management information, performance reports and statistical returns which include useful data visualisations.
- Proven ability to analyse, interpret and critically evaluate complex datasets.
- Experience of monitoring KPIs, outcomes frameworks and contractual performance measures.
- Experience of auditing data quality and implementing quality improvement processes.
- Knowledge of GDPR, Data Protection legislation and Information Governance requirements.
- Ability to collate, evaluate and analyse complex data for presentation to managers, commissioners and stakeholders.
- Ability to extract business and system requirements from operational staff and translate these into practical reporting or system solutions.
- Strong analytical and problem-solving skills.
- Excellent attention to detail and ability to work accurately with large and complex datasets.
- Ability to communicate technical information clearly to non-technical audiences.
- Ability to work independently, prioritise workload and manage competing demands.
- Ability to build positive working relationships with staff, managers, commissioners and partner agencies
- Ability to work effectively with people regardless of their ethnic, cultural, social backgrounds, gender, age, disability, religion or sexual orientation.
- Commitment to equality, diversity and inclusion.
- Full current driving licence and access to a vehicle insured for business use.
Desirable Qualifications and Experience
- Professional qualification in Data Analysis, Information Management, Business Intelligence or related field.
- Experience of using Paloma, PARIS, NEO, SPG or similar case management systems.
- SQL, Power BI or equivalent data analysis and reporting training.
- Educated to degree level (or equivalent) in a relevant discipline.
- Experience of developing and delivering training or technical support to colleagues.
- Experience of working within substance use, health, social care or third-sector services.
- Experience of project management, service mobilisation or organisational transformation projects.
- Understanding of commissioning, contract management and outcomes-based performance frameworks.
- Experience of WNDSM, NDTMS or other national performance reporting frameworks.
- Ability to communicate through the medium of Welsh.
Skills, Competencies and Attributes - Demonstrable experience of good time management and meeting deadlines.
- Demonstrable experience of working in a role requiring professionalism.
- Excellent communication and interpersonal skills, with the ability to build and develop and maintain relationships with colleagues (both internal and external), commissioners strategic partners and any other external parties or organisations.
- Excellent written, numerical and verbal communication skills - reporting writing and presentation skills
- A proactive approach with a focus on continuous improvement
- Demonstrable experience of managing tasks and deadlines and ability to resolve conflicting priorities.
- Able to demonstrate effective planning and methodical systems of working
- Demonstrable attention to detail and accuracy and good problem-solving abilities.
- Able to demonstrate being self-directed, resourceful, and creative, with the ability to develop new templates, models, processes and systems.
- Able to manage own time and work autonomously and work on own initiative with drive and enthusiasm.