INFORMATION SERVICES DEPARTMENT REGISTER ADMINISTRATOR JOB DESCRIPTION

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1 INFORMATION SERVICES DEPARTMENT REGISTER ADMINISTRATOR JOB DESCRIPTION REPORTING RELATIONSHIPS Responsible to: Learner Information Team Manager JOB PURPOSE You will be responsible for ensuring that the College s attendance registers and related policies and procedures are administered effectively and efficiently. The role requires a significant amount of cross-college liaison with curriculum teams, timetabling staff and other support units to ensure that the College has an accurate and auditable record of student attendance. You will be responsible for training staff involved in the daily attendance administration of the College s electronic registers. DUTIES AND RESPONSIBILITIES To manage the administration and monitor completion of College registers across all sites. To be responsible for engaging and working with the College s timetabling staff, ensuring that a cohesive and whole-college approach to registers maintenance and marking is both efficient and effective in its operation and that it meets the expected standards of quality in the work that it undertakes. To liaise with academic and support staff regarding registers issues and ensure they are made aware of any external or internal changes in procedures. Working with the Learner Information and Information Analysis teams in developing and delivering accessible and accurate information and guidance

2 on the operation of register systems to all relevant staff. Thiswill include a comprehensive programme of training and development for all colleagues involved in the administration, coordination and management of registers. To administer register systems in partnership with the timetabling staff and in accordance with College policies and to ensure that all register and timetable records meet a) the standards necessary to comply with audit requirements b) the requirements of the College s funding bodies c) the expectations of inspection bodies and quality assurance agencies d) internal College standards and expectations Work with the Compliance and Information Analysis teams to implement an audit schedule that ensures compliance with register, timetable and learner record policies. To regularly review register reports and address any errors in data with curriculum staff and ensure these are actioned in a timely manner. To maintain effective controls in order to provide assurance that the College s register systems and related learner record systems are complete, accurate and up-to-date. To be the lead contact for register administration related enquiries. To work with the Compliance team and lead in audit activities relating to registers and attendance. To assist in the monitoring and validation of College data to ensure that the College is compliant with the requirements of funding bodies and other external stakeholders. To contribute to the development of register systems and related reporting within Information Services. To ensure appropriate security for student and staff personal Information that meets the requirements of the Data Protection Act 1998 and any subsequent amendments and additions.

3 To be involved in the College s quality assurance procedures and to ensure that appropriate targets are set and met. Continually review the Information Services operational plan/objectives. The above list is neither exhaustive nor exclusive and the post-holder will be expected to undertake any other reasonable duties within his/her capabilities and experience as requested by the Director of Information Services.

4 Other Information Equal Opportunities The College is committed to the principle of equality of opportunity and requires that the post-holder adheres to the College s Equality & Dignity at Work Policies. The aim is to ensure that no colleagues, learners, potential employees, governors, visitors or others are harassed, or receive less favourable treatment on the grounds sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. Training and Appraisal Opportunities for training are available to all members of staff, and you may be required to attend, from time to time, training courses concerning your employment. The College also operates an Appraisal System, and all members of staff are expected to take part in the process. Health and Safety Under the Health & Safety etc. at Work Act 1974 it is the responsibility of individual employees at every level to take care of their own health and safety at work and that of others who may be affected by their acts at work. This includes co-operating with management in complying with health and safety obligations, particularly by reporting promptly any defects, risks or potential hazards. Safeguarding The College is committed to the safeguarding of all its students, staff and visitors and provides a safe physical environment. The College ensures safeguarding legislation and guidance are adhered to and considered when developing and revising policies and procedures. The College has policies and procedures in place to deal effectively with child protection and safeguarding issues as well as recording and monitoring processes. The College has a legal duty to ensure measures are in place to safeguard students from radicalisation and extremism and as such actively encourages the promotion of British values. It is a condition of employment that all staff are trained to an appropriate level to meet their safeguarding responsibilities and to promote values of openness, tolerance and facilitating free debate Data Protection Computer information should only be accessed if this has been authorised and is necessary as part of the post holder s work. Unauthorised action being taken, in accordance with the College s disciplinary procedure, may lead to dismissal. The post holder s attention is also drawn to the Data Protection Act 1998 and the Computer Misuse Act 1990.

5 HAVERING COLLEGE OF FURTHER AND HIGHER EDUCATION REGISTER ADMINISTRATOR Person Specification Requirements Educational attainment Essential GCSE English and Maths at grade C or above. GCSE ICT at grade C or above. Knowledge, Skills and Aptitudes required A good understanding of FE College information system and curriculum administrative requirements in relation to students. Understanding of and commitment to the equal opportunities policies of the College. Proficient in the use of MS Access, Excel and Word. Ability to communicate effectively at all levels both orally and in writing. Proven track record of working under pressure to tight deadlines. To work flexibly to ensure effective service delivery at all times. Excellent numeracy and literacy skills. Ability to provide good customer service. Ability to work independently or as part of a team. Proven record of organising, prioritising and working with initiative. Experience required Experience in planning, controlling and implementing processes and procedures, preferably within a further education environment. Experience in analysing data to investigate issues. Experience of working with learner records within MIS. Experience of carrying out audit activities in an educational environment. At least 2 year s recent or current experience in using MS Office. Circumstances Ability to work flexibly throughout the year including some evenings and occasional weekends as required.

6 Havering College of Further and Higher Education Department of Information Services Register Administrator Conditions of Service Contract: Annual Leave: Hours of Employment: Salary: Probationary Period: Location: Smoking: Termination: Medical Report: DBS Check: References: Appointment subject to: Pension: Representation: Car Allowances: Additional Employment: Permanent Full time leave entitlement is 24 days per annum. (Adjusted accordingly for part time roles) Standard public holidays are in addition to this. The leave year runs from 1 st September to 31 st August. 36 hours per week, 52 weeks per year. 19,513 per annum. Salaries are paid monthly on the last working day of the month. You will be required to have an account with a bank or building society, which can accept a direct credit transfer. 6 months. Staff are required to work on any site as required. A No Smoking Policy is in operation throughout the College. 1 month s written notice on either side. Upon appointment, you will be required to complete a Medical Questionnaire and may be required to undergo a medical examination. An enhanced DBS check is required for all posts within the College before you start work. The appointment is subject to two references, which are satisfactory to us. The conditions of service for Support Staff as recommended by the College s Employer s Forum as adopted by the College s Governing Body. A pension scheme is in operation through the Local Government Pension Scheme, but persons appointed may make their own arrangements. The contribution rate for the LGPS is variable between 5.5% and 7.5% of your Gross salary, dependent on your earnings, deducted on a monthly basis. The College recognises UNISON as the appropriate Trade Union for raising matters of staff concern. A staff travel and subsistence policy is in operation at the College and staff travelling between sites and on College business can claim a mileage rate for using their car. The College does not operate a car loan scheme. Staff are not allowed to engage as an employee, consultant, partner, proprietor or director in any other business without the prior written consent of the Principal. NB: The details shown under the heading Conditions of Service are for broad information only and must not be taken as a complete or authoritative statement. In no way do they constitute a contract of employment.

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