MIS and Exams' Manager

The Mary Ward Adult Education are passionate about the idea that we can keep on learning throughout our lives and specialise in courses for adults from 19 to 90. We have been doing this for over 100yrs and are one of London’s Specialist Institutes for Adult Learning. Courses run in the daytime, evening or weekend, meaning learning can fit around our students’ lives.

We are seeking a MIS and Exams’ Manager to oversee the key functions within the Adult Education Centre relating to all learner data operations, adult funding and qualifications/examinations, working closely with staff across services and departments to develop and improve systems for collecting, maintaining, storing and reporting on learner and funding data Provide strategic funding advice to senior management on the Adult Education Centre’s funding position, highlighting risks or changes, and produce and analyse management information on quality and funding performance which is accurate, timely and an appropriate basis for planning and decision making.

To be responsible for timely, accurate and compliant data and funding returns to the Adult Education Centre’s regulatory agencies and funders Act as the Head of Centre for JCQ purposes.

Key Responsibilities Learner Records

Maintain the Adult Education Centre’s MIS ensuring that learner and course data is held securely and accurately and meets all regulatory and statutory requirements * Manage the EBS database and continue to develop inhouse systems in accordance with changes in the software and new modules available

Act as main liaison between Mary Ward and Tribal

• Manage the EBS contract ensuring that the system software is kept up to date, access to it is appropriately controlled

• Ensure effective processes for the capture, validation and maintenance of learner data, including enrolment, fee assessment and fee collection

• Work with the Finance Director to ensure the regular reconciliation of learner records and finance system records, especially related to the assessment and collection of fees

• Manage data compliance checks to ensure that learner data is complete and accurate and lead on internal and external audits

• Ensure the regular and timely production of reports for management reports, statistics and performance indicators for financial, funding and quality purposes. Funding

Lead on ILR and/or other data returns, ensuring they are submitted to funding agencies and other stakeholders in line with published timelines, are compliant and that funding is maximised

Monitor funding allocations and budgets from GLA/DfE and provide regular and up to date reports to senior leaders on the use of the allocations

Provide advice to curriculum teams and senior leaders on how to maximise and best use the allocations and grants

Maintain a thorough understanding of GLA, DfE and other funding rules to ensure the centre remains compliant and advise colleagues on their interpretation and implementation.

To keep abreast of changes to and the direction of travel of funding rules, analysing their impact on the Adult Education Centre and briefing management colleagues on a timely basis to inform planning Qualifications and Examinations

Oversee the systems for all qualifications’ registrations and entries

Oversee the planning, timetabling and invigilation of written examinations, ensuring full compliance with awarding organisation and JCQ regulations

Oversee the awarding and recording of achievements and certification

Work in conjunction with the Quality Manager and curriculum teams with regard to IQA and EQA of portfolio-based qualifications

Ensure compliance with awarding bodies, JCQ and ICE in conjunction with the Quality Manager and Exams Officer.

Act as Head of Centre for the JCQ.

Curriculum Planning

Oversee processes for planning the curriculum to ensure the structure and delivery of courses is fully compliant with funding rules and optimises funding and fee income

Work with administrators and curriculum teams to ensure courses are set up correctly, meeting the needs of students, tutors, funders and managers.

Cross Centre Working

• Work closely with colleagues to ensure that the continuous development of MIS related systems is integrated, coherent and strategic, showing an ability to take a user centred approach, build relationships, understand diverse perspectives, and address colleagues’ concerns effectively.

This may include but is not limited to, working with:

o Operations Manager and Access to Services staff to identify how enrolment processes can be further developed to improve the learner experience whilst ensuring funding compliance

o Admin team and learning support leads to support effective recording and reporting of learning/learner support o Curriculum management to understand and support their data and reporting needs

o The finance team, HR, IT, marketing and the College website.

Staff and Performance Management

• Provide effective leadership and line management of staff in the MIS and Exams team, setting appropriate targets that align with the department’s goals and the Centre’s strategic objectives

• Through regular team meetings and 1-2-1s, create a safe environment for learning, taking time to understand individuals’ strengths and motivations, stretching and coaching them to achieve

• Manage, appraise and develop staff, ensuring the Settlements’ performance management processes are followed where needed

• Ensure all MIS and Exams’ staff participate in continuous professional development as appropriate

• Implement effective quality improvement and quality assurance processes to monitor and deliver annual incremental quality improvements within the MIS and Exams department. General

• Participate in the strategic management of the Settlement as a member of the Settlements Management Team

• Comply with and actively promote all Settlement policies with full regard for equalities, including health and safety, safeguarding, cybersecurity and data protection requirements.

• Actively participate in professional development and training activities, developing your own personal networks and reflecting on your own performance

• Be a role model of excellence and professionalism for all staff and learners. * Perform other duties as may be required by the Warden/Deputy Warden or SMT Members to ensure the efficient functioning of the Settlement

• Work outside of office hours as reasonably required to meet the needs of the Settlement.

• Level 4 or appropriate equivalent level qualification in a relevant subject

Management qualification or equivalent relevant training/experience

• English and Maths qualifications at least Level 2 Knowledge and Skills

• Outstanding data analysis skills using Excel and an understanding of relational databases and their application in the automation of processes, data handling and management reporting * A knowledge of SQL report writing would be beneficial but is not essential

• Excellent working, current knowledge of education funding rules for adults (GLA and ESFA), Advanced Learner Loans

• The ability to manage the ILR function

• A good working knowledge of GDPR * Ability to provide clear, concise analysis, advice and guidance to managers at all levels on a range of issues and in a range of formats, both written and in person

• Excellent communication skills and an ability to actively listen and collaborate; adept at building relationships, understanding diverse perspectives, and addressing colleagues’ concerns effectively

• Strong interpersonal and influencing skills which generate confidence, respect, credibility and trust

• Ability to manage cross college projects, acting on own initiative to set and meet deadlines with a results-orientated approach

• Ability to manage budgets * A strong commitment to EDI

• A good working knowledge of examination procedures and awarding organisation regulations, as well as JCQ regulations

• Ability to deal with sensitive information in a confidential manner. Experience

• Significant experience of managing data in an Adult Learning or FE environment, ideally including experience of using Tribal’s EBS software and Strata

• Experience of using funding portals including SLD, FIS, PDSAT and FRM reports

• Experience of dealing successfully with internal and external auditors

• Experience of working with different qualifications and examinations

• Proven track record of working consultatively across different teams to design reports or systems that fully consider the needs and technical abilities of colleagues, and which prioritize usability

• Experience of leading a team of staff, motivating staff to achieve high standards and implementing performance management processes where needed

• Experience of writing commentaries and reports for senior managers and trustees or equivalent

• Experience to a good standard of all Microsoft packages (inc. Teams, SharePoint, Word, Excel & PowerPoint)

• Experience of working in education, preferably in adult or further education.

Desirable Experience:

• Experience using SharePoint

This organisation is committed to safeguarding and promoting the welfare of service users and expects all staff and volunteers to share this commitment.

Pulled from the full job description

• Annual leave
• Company pension
• Cycle to work scheme
• Season ticket loan, Pension: NEST Pension Scheme (2% Employee Contribution & 6% Employer Contribution) Annual Leave: 35 Days plus Bank Holidays

Benefits: Cycle to Work Scheme, Season Ticket Loan, Regular Training & A Subsidised Course of Your Choice.