Data collation, analysis, interpretation & communication

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1 Title of Post: Contract Type: Location: Reporting to: Responsible for: JOB DESCRIPTION Head of Reporting and Data Analysis Permanent University of Wales: Trinity Saint David, based at the Carmarthen campus but will be required, from time to time, to work at the University s other campuses at Lampeter, Swansea or London Pro-Vice Chancellor (Finance and Planning) Data collation, analysis, interpretation & communication MAIN PURPOSE OF JOB The Head of Reporting and Data Analysis will report to the PVC (Finance and Planning) and will have a central role in designing, leading and project managing cross-cutting data analysis across the University. The post holder will work within the University s central corporate planning team and will work closely with the Vice Chancellor and his senior staff on issues relating to data analysis, interpretation and reporting. The post is a pivotal role in managing key data sets and published information, ensuring compliance with funding and regulatory requirements whilst also maximising the University s financial and competitive standing. The post holder will be responsible for directing the work of a number of staff within the unit which will be charged with managing the submission of data to external bodies; analysing key outputs from key data sets and their potential impact for the University e.g. league tables; production of data to support forecasting models and the day to day management of internal units / faculties; interpreting external policy developments and their implications for the University. The Head of Reporting and Data Analysis will analyse data related to this portfolio including marketing, student recruitment and retention, student satisfaction, widening access, NSS, league tables and other areas as required. The post holder will have significant expertise in the use of management information to support decision making and will have proven skills in project management, IT reporting applications and presentation of data to colleagues at a senior level. The Head of Reporting and Data Analysis will be able to demonstrate excellent IT skills, particularly Microsoft Excel, with a preference for database skills. Other key activities include the leadership and management of a support service encompassing:- Leading on co-ordinating annual HESA, NSS and other statistical returns for submission to external bodies Leading on analysis of annual HESA, NSS and other statistical returns and communicating findings from data analysis to staff / Council members Managing cross cutting data collation and reporting projects, such as Key Information Sets Analysing key outputs from student and other data from within the University Leading on the production of data to support regular management information reporting throughout the University, including student population, retention and completion statistics Leading on the creation of a suite of accessible management information reports to support the ongoing monitoring and review of the academic provision and the enhancement of students learning opportunities Leading on the creation of appropriate and robust mechanisms for collating module assessment outcomes, calculating results, producing schedules for examining boards and processing academic awards Ensuring data integrity, consistency and timeliness throughout academic and support units Assisting the development of forecasting models to support the University s decision making processes Keeping abreast of government policies and their potential impact on the University Leading a small team of staff

2 The post holder will have an in-depth understanding of their specific professional area and in undertaking their responsibilities and accountabilities will be expected to lead by example and to promote the Dignity at Work ethos and equal opportunities standards. As Head of Reporting and Data Analysis they will be responsible for the service area and will be required to liaise effectively with members of the Senior Management Team, Deans of Faculty, Heads of School, Heads of other Support Units and to contribute to the development and implementation of the University s corporate strategic plan. It is crucial that the Head of Reporting and Data Analysis has a thorough understanding of academic planning issues and can relate to the academic work of the Faculties. The post holder will be expected to be positive and proactive in respect of institutional change management initiatives. SPECIFIC DUTIES 1a Communication (oral, written and electronic) - Standard duties Communicate effectively and professionally in both formal and informal situations with colleagues at all levels within the University, with potential students (and where applicable, their relatives), with members of the press, auditors, governors, external bodies or contractors as appropriate for the post. Communicate effectively at various levels from standard, straightforward information to that which needs careful explanation and interpretation and also, at frequent intervals, to levels of a more complex conceptual nature which is more detailed, technical or specialist. Receive, understand and convey information which needs careful explanation or interpretation to help others understand, taking into account what to communicate and how best to convey the information to others. Ensure that communication routes within own unit are clearly defined, effective, efficient and active and in accord with University regulations and promote, by example the University s Dignity at Work policy and the University s Welsh Language policy. Communicate effectively with own line manager in the provision of regular informal and formal updates. 1b Communication - Job specific duties Work with colleagues in Registry, Corporate Services and elsewhere to develop systems in order to enhance data management processes and improve data quality, both to improve the standard of external reporting and to generate internal business intelligence which can meaningfully inform strategic decision making. Liaise with colleagues responsible for financial and staff statutory returns to ensure that data is consistent internally as well as consistent with practice elsewhere in the sector Develop and maintain professional links with HEFCW, HESA and relevant statutory bodies, and act as the institutional contact point as required Work with Deans and Heads of Schools to ensure the accuracy of data presented to the centre. Establish, develop and ensure the implementation of appropriate mechanisms for monitoring the accuracy of published statistical information across the Faculties and collaborative partnerships. Produce a variety of ad hoc analyses and management reports for the Senior Directorate Have oversight for ad hoc student data requests including liaison with colleagues to ensure that the university meets its obligations under the Freedom of Information Act. Participate in committees and working groups as required Offer advice to staff in determining the appropriate analytical methodology to meet their needs and achieve their objectives 2a Service Delivery Standard Duties Work closely and in partnership with Senior Managers to provide an integrated provision of service delivery in line with the University s mission and vision. Develop, quantify, evaluate and monitor an appropriate set of performance indicators for the unit. Set the overall standard for service across a function or area of the University, monitoring service levels, pre-empting changes in customers needs and anticipating future requirements whilst maintaining overall quality and balancing different demands. Maintain an awareness of changing external requirements and ensure the unit actively responds to changes in context. Maintain an up-to-date awareness of new developments in own domain and the potential implications for the University. Constantly engage in a process of reviewing, modifying and monitoring the operation of the unit in order to improve the quality of service, respond to the changing needs of stakeholders and ensure efficiency, effectiveness and value for money. Lead by example in ensuring that own service delivery does not breach Equality and Diversity standards and relevant University policies. Take responsibility to ensure that members of the unit have the support they need to provide quality service and fulfil their role. Positively assist in initiating and managing change within the institution.

3 Lead the Unit in defining its strategic objectives based on the institutional strategic plan and related strategies. Direct the work of the Unit to ensure delivery of its strategic objectives. Resolve issues or problems affecting the delivery of service or quality standards of the unit in accordance with the University s practice, documenting and referring issues to specialist managers as appropriate. Take overall responsibility for the delivery of service within the Unit. 2b Service Delivery Job specific duties Manage the submission of student data to external bodies, ensuring that data is compliant with funding and regulatory requirements and maximise the University s financial and competitive standing. Analyse the key outputs of student data and their implications for UWTSD (for example, league tables, HESA performance indicators, Unistats) and communicate findings of this analysis to staff at all levels across the University. Produce regular student number projections for the purposes of scenario planning, budget settling and financial modelling. Project manage the submission of student data returns, including but not limited to HESA student; HESA ITT; HESA aggregate offshore; HESA campus; HESES; HEBCIS; KIS. Manage student number planning across Faculties, including translation of the HEFCW Student Number Control into recruitment targets and the projection of continuer numbers for budget setting and modelling purposes. Assist the Pro Vice-Chancellor (Finance and Planning) with quantitative and qualitative analysis of external policy developments and their implications for UWTSD. Lead the production and on-going maintenance of a suite of accessible management information reports to support the on-going monitoring and review of the academic provision and the enhancement of students learning opportunities Lead the production and on-going maintenance of appropriate and robust mechanisms for collating module assessment outcomes, calculating results, producing schedules for examining boards and processing academic awards. Perform statistical programming utilising a variety of statistical software packages to summarise data and create reports and/or visual presentations Manage process improvement initiatives related to data collection, analysis or presentation Take responsibility for maintaining and updating a repository of data analysis, statistical and data management software and computer applications 3a Liaison and Networking - Standard duties Engage strategically with representatives for example, HEFCW, WAG, HESA and other external bodies. Initiate, develop or lead and participate in internal and external networks in order to influence events or decisions, or to participate collaboratively. Participate positively in institutional committees and chair as required. Formulate and disseminate appropriate, accurate, timely and meaningful information as appropriate. Build a network of relationships and contacts to facilitate future exchange of information. Engage with professionals from other organisations and institutions, e.g, in functional or service networks, in marketing communications, procurement groups, student services, HR or equality groups. Develop links with external contacts within professional context and / or with other bodies, employers, and professional bodies or associated agencies in order to foster collaboration. 3b Liaison and Networking - Job specific duties Develop effective mechanisms for obtaining end user feedback, ensuring that identified issues are followed up. Benchmark services against external equivalents and provide feedback to the Senior Management Team; adopt examples of best practice where this is viable and contributes to improved efficiency across the University. Work with representatives from partnership organisations, as appropriate, to enable and facilitate integration in accordance with the University s Strategic Plan. 4a Managing People - Standard duties Take overall responsibility for the day to day management and operation of the unit and organise the administrative function of the unit. Take responsibility for analysing workloads within the unit, ensuring a fair and equitable distribution of workload. Organise a mentorship scheme within the unit. Take overall responsibility for managing staff within the unit including staff reliability, rotas, absence, flexibility and punctuality. Develop and implement effective mechanisms for managing and resolving issues of conflict within the unit. Plan and organise the appraisals of staff within own unit, identify staff development needs within the

4 Unit and provide a needs analysis to the staff development committee. Continually update people management skills in order to comply with employment legislation and to comply with human rights, equality and diversity and data protection legislation. 4b Managing People - Job specific duties Take overall responsibility for staff employed or linked to the reporting and Data Analysis Unit. 5a Planning and Organising Resources (including the management of People) Standard duties Overall responsibility and accountability for the operational planning, organisation and management of the unit including: - managing the effective, efficient and economic use of physical, financial and human resources; - effective and efficient scheduling and management of staff within unit; - setting operational standards and monitoring progress against agreed criteria for the unit; - preparing, negotiating and managing the unit s budgets including identifying future requirement in terms of capital, revenue and staffing budgets; - effective planning and prioritisation of own time and resources and structuring work programmes to meet appropriate unit and institutional deadlines. Identify aims, objectives and deadlines for staff within the unit and produce an action plan defining the short, medium and long time objectives for the unit. Ensure timely and relevant management information is available to support forward institutional planning. Ensure the availability of timely and accurate information is available to support forward institutional planning. Plan and manage risk in relation to own functional activities at a unit level. Incorporate Health and Safety at work considerations into the planning and organisation of resources. Support the Senior Management Team in identifying and acting upon opportunities for improving effectiveness and efficiency. On behalf of the Senior Directorate lead the strategic planning at unit level and contribute to the development of the institutional Strategic Plan. 5b Planning, Organising and Managing Resources - Job Specific duties Be responsible for the overall co-ordination, planning and management of the Data Analysis Unit. Be responsible for managing the allocated unit budget. Ensure compliance with legislation, internal policies and relevant external policies. 6a Teamwork and Motivation - Standard duties Lead by example by demonstrating effectiveness in working productively, creatively and collaboratively within relevant University team, acting as a responsible team member and meeting agreed deadlines. Formulate and communicate a clear vision of the unit s aims and objectives. Contribute effectively to the work of colleagues, collaborating to identify and respond to the needs of all stakeholders and providing leadership as necessary. Prioritise workload and deliver an effective service within agreed time frames. 6b Teamwork and Motivation - Job Specific duties Work proactively and collaboratively with the Senior Directorate, Senior Management Team, Faculties and University Centres as needed. Provide support for the Pro-Vice-Chancellor (Finance and Planning) as required. Conduct training sessions on the selection and use of various statistical packages, and interpreting and summarising statistical results 7a Team Development Standard duties Develop the skills and knowledge of existing members of the unit. Encourage the development of productive and collaborative working relationships with other members of staff and teams. Engage in the delivery of corporate and unit induction programmes. Work with others to ensure that staff are appropriately trained and supported so that they are able to perform effectively and efficiently. Ensure that new staff within the unit are provided with appropriate induction and mentoring. Facilitate the professional development and training of staff within the unit. Identify current capabilities and future needs, and define performance standards. 7b Team Development Job Specific duties Develop the various elements of the Data Analysis Unit aiming for co-operation and a cohesive operation of the Unit. 8a Initiative, problem solving and decision making Standard duties Use initiative to propose solutions to strategic and operational problems relevant to the unit and identify

5 opportunities for collaborative activity. Participate in the development of thematic or cross-university initiatives with other support or academic units as appropriate. Take independent decisions at unit level within a defined framework. Contribute to collaborative decision making across the University. Provide advice or input in order to contribute to the decision making of others to a level that could have significant impact. Resolve issues affecting the delivery of service or quality standards of the unit in accordance with University practice, documenting and referring issues to specialist managers as appropriate. Apply creativity to devise varied solutions to problems referring issues to specialist managers as appropriate. Identify opportunities for strategic development of the unit or appropriate areas of activity, and contribute to the development of such ideas. Demonstrate initiative in recommending, contributing to or proposing strategic or operational changes and improvements at functional or corporate level. 8b Initiative, problem solving and decision making Job Specific duties Identify solutions that do not compromise financial and audit standards when dealing with problems that arise in relation to the work of the Support Services within the PVC s portfolio. Provide accurate data and data analysis that will contribute to the University s central decision-making processes. Gathering of appropriate data on student employability to inform the Senior Management Team s decision making. 9a Pastoral Care and Welfare Standard duties Will on occasion be required to: - show sensitivity to staff, colleagues or other University users who may need help or in extreme cases, are showing signs of obvious distress and to initiate appropriate action by involving relevant people. - give advice to staff or colleagues on commonly occurring welfare issues or queries and to follow standard welfare procedures for the University. - recognise when an individual should be referred on for professional help - give support, guidance or pastoral care where standard procedures do not always exist and in this context will need to use judgement to determine when to give advice or guidance and when to refer the individual for professional help. Be aware of and respectful of the range of support networks for self, staff and other University users. 9b Pastoral Care and Welfare Job Specific duties Demonstrate an appropriate level of pastoral care and welfare to staff that work within the Data Analysis Unit 10a Sensory and Physical Demands Standard duties Carry out tasks at a level which would require either learning certain methods or routines or involve moderate physical effort. Prioritise and balance various work load demands for self and colleagues. Monitor performance and progress of task completion in accordance with pre-determined parameters, for example within budget and on-time. Provide support for colleagues who may be challenged socially, emotionally or physically. 10b Sensory and Physical Demands Job Specific duties As standard 11a Work Environment Standard duties Understand how the work environment could impact on own work or that of colleagues. Take standard actions within health and safety guidelines and where applicable adapt to the environment. Ensure compliance with the University s health and safety regulations and aim to promote safe working practices. Demonstrate flexibility in the workplace to meet the requirements of specific deadlines and work schedules. Ensure that own work area and that of the unit is kept neat and tidy in order to comply with personal health and safety requirements. 11b Work Environment Job Specific duties Recognise that the working environment may require duties outside of normal working hours. Attend meetings of various committees dealing with data within the University e.g. Faculty Boards 12a Learning and Teaching - Standard duties Provide standard information or deliver teaching or training to potential students, students, staff or others

6 who are not part of the unit/department/area. Provide advice and guidance to potential students, teachers, parents and other stakeholders about the University and HE in general. 12b Learning and Teaching Job Specific duties Provide effective and accurate advice and guidance to stakeholders about the University and HE in general. Provide and/or manage staff development sessions relating to data collection / analysis within the University and externally. 13a Analysis and Research and Scholarship Standard duties Undertake analysis or research in order to complete management reports or to formulate proposals. Undertake specific analysis in relation to specific functional responsibilities. 13b Analysis and Research and Scholarship Job Specific duties Undertake appropriate research into current and future data collection exercises, including HESA, NSS, league tables. Keep up to date with funding and regulatory requirements that draw upon data submitted by the University. 14a Knowledge and Experience Standard duties Apply a breadth or depth of experience showing full working knowledge and proficiency of own area of expertise, acting as a point of reference to others. Demonstrate continuous specialist development, acquiring and refining skills and expertise in new or related areas through undertaking and encouraging internal or external development activity. Develop professional expertise to maintain the currency of own knowledge and disseminate and apply the result of such activity. Maintain an in-depth understanding of own academic expertise to enable the development of new knowledge and understanding within the field. Be committed to continuing professional development and evaluation of practice, including involvement in scholarly activity and maintaining membership of the relevant professional body. Undertake relevant University staff development and encourage team members to participate at their appropriate level. 14b Knowledge and Experience Job Specific duties Thorough knowledge of trends in HE generally and league tables specifically. Thorough knowledge of external funding environment Ensure knowledge and understanding of the political and regulatory context within which the University operates. GENERAL DUTIES 1. Undertake personal Health and Safety responsibilities in accordance with the H.A.S.A.W.A 1974 ensuring that safe systems of work are complied with. 2. Be aware of and take action to report any potential workplace/personal hazards to Health & Safety. 3. Where specific Health and Safety guidelines relate to your post ensure that all duties are carried appropriately. 4. Operate within the terms of University policies and procedures always ensuring that all work and work related activities are operated in accordance with Equal Opportunities, Dignity at work principles, Data Protection Legislation and UK Border Agency regulations. 5. Demonstrate knowledge and understanding and positively promote equality of opportunity. 6. Operate within the standards incorporated within the University s Welsh Language Plan. 7. Be adaptable to change and have an ability to acquire new and relevant skills and knowledge by taking appropriate responsibility for own personal and professional development. 8. Take appropriate care to ensure that University equipment, facilities and infrastructure are not defaced or damaged. 9. Support and promote the University s sustainability commitment and carry out duties in an ethical and responsible manner. NB This job description currently applies but duties may be allocated from time to time which are appropriate to the grade and post and which are not of a substantial on-going nature to affect the grading of the post.

7 PERSON SPECIFICATION Head of Reporting and Data Analysis JOB TITLE: Description Essential Desirable How Evaluated Education and Qualifications a) Good honours degree in a relevant Mathematically related discipline e.g. Maths, Statistics, Physics, Computer Science b) Postgraduate qualification in Mathematics or other numerate discipline c) Relevant professional qualification Experience d) Proven experience of effectively working in a leadership management role within a significant private and/or public body, preferably in a HE environment. e) A working knowledge of the use of management information to support decision making f) Relevant experience in high level data analysis g) Experience of working in a HE environment h) Experience of writing high level reports i) Experience of line management j) Experience in the presentation and interpretation of complex data to non-technical audiences Aptitudes and Skills k) Possesses good interpersonal and communication skills with the ability to communicate effectively at all levels. l) Ability to apply attention to detail when required. m) Ability to communicate through the medium of Welsh oral and written n) Ability to manage a complex and demanding workload o) Knowledge of and ability to extract relevant data from a variety of sources and databases p) Knowledge of and ability to perform high level statistical analysis of different types and sizes of data set q) Ability to present data visually and in other forms to a non-technical audience r) Able to demonstrate good interpersonal skills to deal with colleagues s) Ability to use statistical software analysis tools t) Ability to use presentational, word processing, database and spreadsheet software Personal Attributes u) A willingness to embrace change and be committed to creativity and diversity v) Ability to analyse complex problems and generate effective solutions w) Recognises the importance of building sound working relationships x) Ability to lead multi-functional teams of staff by inspiring confidence and respect y) Ability to work unsupervised and to direct own work z) Adopts a positive approach to personal learning and development Application form and evidence of qualifications Application form, interview and references Application form and interview Application form and interview Circumstances aa) Ability and preparedness to work flexibly Application form and interview It is in your own interest that you are explicit in your application about how you meet the stated criteria. You are encouraged to provide relevant and explicit examples, (obtained from the workplace, voluntary or community work or any other appropriate situation) so that the short-listing panel are able to clearly identify where your knowledge, and experience matches the criteria identified in the post. 10

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