Role Profile. Job No. (Office Use) Directorate Lifelong Learning Department Services for Children and Young People.

Transcription

1 Role Profile Job Title Early Years Monitoring and Data Analyst Job No. (Office Use) E7008a Band/Band Range-(for career grades) Grade E Directorate Lifelong Learning Department Services for Children and Young People Division Early Years and Childcare Section Reports to (Job Title) Early Years Safeguarding and Welfare Officer Competency Job Type Semi Professional Suitable for Job Share (Y/N) Yes If No reason Location Windsor House Shift Pattern Flexi CRB check required Enhanced Page 1 of 7 Updated on 27/10/2010

2 Job Purpose Responsible for developing rigorous performance management systems for all early years contracts to ensure effective delivery of outsourced services. To provide statistical information on all areas of Early Years service delivery to ensure effective monitoring of the Early Years Strategic Plan To monitor the performance management framework used by Children s centres, providing analysis on performance and impact on outcomes Managing the collation, analysis, monitoring, evaluation and reporting of data (health, deprivation, economic indices) required by the Early Years Service, subject to local and national requirements, and data protection and information sharing protocols. Responsible for mapping the provision of early years and childcare providers across Plymouth, identifying gaps in provision, and making recommendations for development of service. To undertake and project manage specific tasks that are essential for the delivery of sufficient childcare for families in Plymouth. Management of IT systems, including E-start, Together for Children Tracker and the Family Information Directory. Provide training to Children s Centre practitioners on the effective use of E- Start to monitor and evaluate practice Decision Making o Significant degree of scope to exercise initiative, take independent action and plan work in the collection, analysis and presentation of data, including making recommendations regarding service delivery and city wide trends. o Management responsibility for the E-start and the Family Information Directory databases. Exercises initiative in the resolution of problems and issues, directing colleagues where appropriate in relation to acceptable use. There is a need to plan and prioritise work regarding management, maintenance and monitoring of the system use. o Supervision and direction of senior colleagues on the use of various IT systems e.g. E-start (90 users), Together for Children Tracker (16 Children s Centre Leaders) and the Tribal and Family Information Directory. o Day to day management of the children s centre budget, and the ability to develop funding formulas based on number of children, deprivation and vulnerability indices. o Ability to apply initiative in selection of valid data, work methods, and data presentation, ensuring the quality and accuracy of work at all times. o Ability to prioritise work, develop own work schedule and work to strict deadlines. o Independent working and the ability to deal appropriately with complex situations requiring a high level of problem solving skills. Financial activities are covered by set procedures, however other areas of work give scope for creative and development skills, and the direction and training of colleagues e.g. data inputting and reporting requirements. Required to work without direct supervision, but has recourse to senior officers when dealing with unprecedented and unusually complex situations. Page 2 of 7

3 Accountabilities Early years and sufficiency o Management, collation, analysis and reporting of data liaising with internal and external colleagues to ensure timely and up to date information is presented. o Developing and running reports to support the development of the early years service, identifying gaps and analysing data to inform the direction of travel. o Preparation and collation of data required by Children s Services performance management, Ofsted, Audit Commission etc o Actively participating in the completion and review of the Childcare Sufficiency Assessment, including undertaking consultations, running focus groups and extensive market research. o Planning of various and numerous EY data collection requirements, analysing and reporting data to meet deadlines, throughout the year, e.g. Foundation Stage Profile, Headcount, Census, EY strategy refresh, emergency planning, Childcare Sufficiency Assessment, EY audit, Children s Services mapping. o EY quarterly, end of year and Partnership reports. Quarterly reports: childcare statistics, settings opening and closing, Ofsted inspection outcomes with comments, comparisons to previous periods and trend analysis. End of year report: breakdown of daycare. Children s centres o Collate and report performance info that is timely, accurate and relevant, responding to request for info and data from varying internal and external sources o Provide statistical and data support statistical info, conclusions and recommendations o Develop and maintain set of performance indicators using data analysis to support performance improvements o Provide statistical support and training to staff - liaising with Children s Centre Managers to facilitate collection of data o Provide oral and written feedback and compile monitoring reports in relation to Government and Council requirements o Operationally manage the Children s Centre Performance management cycle, including quarterly reviews, SEF, annual conversations and business plans. o Lead on the Children s Centre Evaluation Plan, coordinating and liaising with external evaluators on contractual requirements and deadlines. o Support the development of revised performance indicators for Children s centres, to link in with the CYPSP, EY Strategic Plan, TFC core offer and ECM performance indicators identifying sources of evidence and data as required. Databases o Develop and maintain tools (databases and spreadsheets) to enable assembly and analysis of data. o Ensure the development, compatibility and maintenance of accurate information and monitoring systems. o Contribute to the development and effective use of ICHIS/Tribal database. Contracts o Participate in the negotiation and review of contracts for services review contractual service specifications. o Co-ordinate the commissioning cycle for early years and Children s centre contracts including preparation and execution of all tendering documents and developing and management of timelines in line with Contract Standing Orders. Page 3 of 7

4 Finance Assist in the budget monitoring on individual Children s Centres Planning and developing Children s Centres funding formulas on an annual basis, as planned expenditure within the Early Years budget. Formulas to be based on reach area data: number of children, deprivation, vulnerability and previous years funding Staff management responsibilities Train, monitor and coordinate Children s Centres and their staff regarding Estart (90 users over 16 sites) and evaluation (17 CC s). Responsibilities for people other than staff Responsible for Personal details held on Estart and access to Health data on vulnerable families e.g. lone parents, low income, drug and alcohol abuse and domestic abuse etc. Responsibility for physical resources Responsibility of ordering iit equipment and software, telephone/internet lines and equipment for the new Children s Centres. This including the coordination and timing of works along side the ISD IT and Capital Planning Dept Managers. Management of info systems: Estart main console user with sole responsibility for overseeing the system with 90 users over 16 sites. Responsible for data quality, maintenance, monitoring and production of reports. Family Information Directory and Tribal sole PCC EY user responsible for the development and implementation of system. Responsibility for system monitoring, reporting and data sharing protocol/process. System used by FIS (external contracted organisation) and Parent Partnership (PCC) to provide information to the public. ONE (EMS) EY module - 1 of 2 main users of the EY module who have input access responsible for updating records, production of information and reporting. TFC Tracker responsible for monitoring and coordinating information kept up to date (Tracker viewed by TFC and Government Ministers). Tracker completed by 16 Children s Centre Managers (or designated staff). Policy making responsibilities Development of policies and procedures to enable the effective use of IT information systems by a range of users, with varying IT experience and skills. Development of monitoring and evaluation procedures for the collation and rigorous analysis of data. Page 4 of 7

5 Demands Role involves working in a number of distinct areas relating to early years and Children s Centres which can result in conflicting work demands, pressures and deadlines e.g. Early Years contract monitoring reviews and Children s Centre performance management processes require a high degree of forwarding planning and prioritising of work. Role experiences interruptions from telephone and s on a regular basis. Long periods of concentration are required for the collecting, analysing, interpreting and presenting of data. Producing written and verbal reports for Early Years purposes with recommendations made where appropriate. Monitoring of large documents such as Early Years Strategic plan, Children s Centre quarterly reviews, SEF and business plans is required on a regular basis. Access to privileged and confidential material such as family personal data and EMS holding childcare setting information. Working Conditions Office based, with occasional visits to other sites. Page 5 of 7

6 Experience, Knowledge and Qualifications Essential Knowledge in the use of performance information in the public sector, collection and analysis of data, presentation of statistics and data in a variety of formats, ability to form recommendations from data within reports, ability to produce reports in a clear and concise manner, monitoring, evaluation, understanding of project management, knowledge of database development and maintenance Experience of multi agency and partnership working Knowledge and understanding of : CC s and Sure Start Government policy, ECM, corporate performance, e-perform, national indicators Local Area Agreement, CJP, Plymouth Children and Young Peoples Trust priorities especially 1 & 7 2 GCSE s A*-C) in English and Maths or equivalent Knowledge to conduct a research project and compile a report with recommendations. Enforcement in principles of monitoring and evaluation of activities. Knowledge to develop, manage and maintain management information systems A Social Research qualification or working towards relevant qualification Significant knowledge and application experience of Microsoft Office software, especially customised access based database development and maintenance. Also Excel spreadsheet including pivot tables. Knowledge of the following applications Microsoft Project, GGP, eperform, customised MIS such as Estart, Tribal, EMS/ONE Experience of budget monitoring and preparation planning and developing draft funding formula s Extensive knowledge and understanding of financial procedures, processes and systems, with extensive working knowledge of excel spreadsheets, radius, purchasing and general ledger (PCC Financial systems) Project management experience to ensure work projects and activities are delivered to the required standards and within the specified time constraints A commitment to CPD Desirable A Full driving Licence Business Qualification at level 4 or above, or equivalent Page 6 of 7

7 Skills and Technical Competencies Problem solving and analytical skills to manipulate data/information into appropriate reports for a variety of audiences and purposes Concentration and judgmental skills needed to collect, analyse, interpret and present the data needed to support effective performance management and contract monitoring Developed communication skills to communicate orally with a range of audiences including early years providers, individually and in larger groups Skills to build and maintain good working relationships with other departments in the council and with local and national organisations that are contracted to deliver services Training and motivational skills for training, guiding and supporting Children Centre Managers and Finance Administration staff, particularly in use of the E-start system Negotiation skills to assist in contract monitoring and evaluation Keyboard skills are essential for inputting financial information accurately, and manipulating and mapping data with precision and speed Developed written communication skills in order to present reports and presentations in a variety of formats Numeracy skills in order to undertake calculations such as percentages and to develop funding formulas. Ability to manipulate large amounts of data in a logical way Corporate Standards Act at all times in accordance with appropriate legislation and regulations, codes of practice, the provisions of the council s constitution and its policies and procedures. Work within the requirements of the Councils Health and Safety policy, performance standards, safe systems of work and procedures. Undertake all duties with due regard to the corporate equalities policy and relevant legislation. Page 7 of 7