KINGSTON MAURWARD COLLEGE JOB DESCRIPTION Job Title: Post Reference No: Job Purpose: Reports to: Grade/Salary: Hours: Status: Safeguarding Status: MIS Data Administrator MIS15 To assist the College Information Systems Manager in the operation of an effective student recording system. College Information Systems Manager 15,095.00 per annum which is Point 17 on the Support Staff Salary Scale 37 hours per week with flexibility to meet business needs Permanent Kingston Maurward College considers itself a specified place for the purposes of safeguarding legislation and therefore all posts at the College are Regulated Activity. Someone cannot be employed by the College if they are barred from working with children or vulnerable adults. The College recommends that new staff join the DBS Update Service. This means that the DBS is portable and can be accessed by employers (with your permission). It means that staff may only ever need to apply for one DBS check. Upon appointment, subject to joining the Update Service, signing up to this job description confirms your agreement to the College accessing the DBS Update Service to undertake online status checks on your DBS Certificate in relation to your work at the College, at appointment and in the future. Functional Links With: Managers, tutors, academic staff, support staff, students, and safeguarding team. Vision: We are seeking a self-motivated and enthusiastic individual to undertake this challenging post. The ideal applicant will have a good knowledge of MS Office, past experience in data entry, excellent written and oral communication skills. Educated to level 3 (A Level or equivalent) together with administrative experience is essential. In a busy, demanding environment the post holder will be responsible for entering and maintaining student records, liasing with academic staff regarding course details to ensure the colleges system is kept up to date and be capable of high levels of accuracy and attention to detail. With the ability to work under pressure and to tight deadlines a proactive approach to work is essential, together with strong organisational skills. The ability to prioritise tasks, respond efficiently to competing demands and work as part of a team as well as on your own initiative is also crucial.
Main Tasks and Duties: From student enrolment forms and other documentation, input onto the College data information system accurate data. Liaise closely with course tutors in collecting and checking student data. Check databases for fullness of information collected. Run system-based reports to check accuracy of data. Assist the Manager in correcting errors. Assist in the production of timely and accurate information and reports to colleagues as and when required. Undertake filing associated with the position. Undertake any other office duties required in association with the position. Set a high standard of professionalism. Regularly review, adapt, and improve systems and procedures. Support the College s commitment to quality assurance including Investors in People and self-assessment. To take active responsibility for safeguarding and promoting the welfare of children and vulnerable adults in College. To promote an active commitment to equality and diversity. To undertake such personal staff development as is agreed to be necessary for the development of the role and the individual. To undertake an annual appraisal which clearly identifies targets for continued improvement. To set a high standard of professionalism. This will include maintaining regular contact with colleagues, students and customers verbally, in writing and via e-mail. To monitor customer satisfaction and continually seek ways of improving the service for which the post is responsible. To regularly review, adapt, and improve systems and procedures. To support the College s commitment to quality assurance including Investors in People and self-assessment. To promote an active commitment to the College s approach to sustainability. To take proactive responsibility for Health & Safety at all times, reporting accidents, incidents and near misses which may affect staff, students, customers and visitors. This range of tasks should not be construed as definitive or exhaustive due to the changing external environment within which the College operates. Other duties may be required within the general scope of the post. Educational Qualifications / Experience Essential A recognised qualification in Level 3 Level (A-Level / NVQ Level 3 / Key Skills Level 3 / National Diploma / Advanced Apprenticeship) Desirable Previous experience in an educational setting Previous experience of working with student data would be an advantage but not essential Knowledge Good knowledge and experience of word processing, spreadsheets and databases Experience of reporting and analysing data 2
Skills Essential Experience of data entry Highly developed interpersonal skills and the ability to prioritise tasks Meticulous in attention to detail Accurate and speedy working Enthusiasm and self motivation Ability to communicate effectively with a wide range of staff both verbally and in writing Ability to manage data identifying and resolving gaps, inaccuracies or issues Ability to problem-solve and good administration skills Ability to work across various administration systems and ability to set up systems, manage and interpret data Ability to lead change, meet deadlines and prioritise workload Highly developed interpersonal skills. Ability to meet deadlines and prioritise workload. Desirable Ability to contribute to achieving cultural change. Personal Attributes Self directed with a high level of personal drive. Ability to problem solve First Class customer care skills The desire to work as part of a high achieving team Ability to communicate effectively and professionally with staff, students and external bodies at all levels Commitment to achieving excellence through continuous improvement Have an analytical approach to problem solving Other requirements Prepared to work flexibly to meet work requirements. Current driving licence. Commitment to safeguarding and promoting the welfare of children and vulnerable adults in college Commitment to equal opportunities Good sense of humour. Keen to embrace and deliver change. Want to undertake further training to improve service levels 3
Terms and Conditions: This is a permanent appointment. The Contract of Employment will be based on the provisions of the Kingston Maurward Support Staff Contract. The salary for this post will be in the range of 15,095.00 per annum which is point 17, scale 3, on the support staff salary scale. Working Hours will be 37 per week during Monday to Friday with flexibility to meet business needs. The annual leave entitlement will be 25 working days to be taken during the period 1 September to 31 August plus agreed Statutory Bank Holidays and College closure days (pro rata for part time and fixed term appointments). (This paragraph not needed for term-time only appointments). The appointment is subject to the satisfactory completion of a 9-month Probationary Period with reviews after 2, 5 and 9 months. The notice period will be two months on either side. Membership of the Local Government Final Salary Pension Scheme is available. The appointment is subject to the College receiving satisfactory references. The successful candidate is required to advise whether they are aware of any health condition or disability which might impair their ability to effectively undertake the duties of the position as outlined above. This disclosure may result in a referral to the Occupational Health Advisor for a medical clearance prior to commencing employment. Criminal Records Disclosure and Barring Service check The College is unable to appoint anyone who is barred from working with children or vulnerable adults to a Regulated position. The offer of an appointment with the College will be subject to a satisfactory Enhanced Disclosure under the Protection of Children Act 1999 and the Police Act 1997. This means that when applying for a post, candidates will need to detail all convictions they may have both spent and unspent. The successful candidate will be advised of the Disclosure process in the letter offering them the appointment. Kingston Maurward College adheres to the Disclosure and Barring Service Code of Practice in applying for Disclosures. Should you require a copy of the Code or our Policy Statements on the Recruitment of Ex Offenders or the Secure Storage Handling, Use, Retention and Disposal of Disclosures and Disclosure Information please contact the College Human Resources Manager. Applications Please return the completed Application Form by email to recruitment@kmc.ac.uk or by post to: HR Department, Kingston Maurward College, Dorchester, Dorset, DT2 8PY. The Closing Date for Applications is: Thursday 5 th November 2015 at 9.00 am Proposed Interview Date: Monday 16 November 2015 Applicants for this position must complete a college employment application form. CVs will not be accepted. For an informal discussion about the post, please contact Wanda Eustace on 01305 215140 during normal working hours. For further details on application forms or the recruitment process, please go to our website www.kmc.ac.uk. Alternatively, please contact the HR department by emailing recruitment@kmc.ac.uk.
The College welcomes applications from people with a disability and will offer interviews to all those who are able to reasonably fulfil the criteria outlined in this Job Description. If applicants with a disability shortlisted for interview require any assistance in attending please contact the College s Human Resources Manager in order that alternative arrangements are made. Following receipt of completed application forms, if you have not heard from the College within 2 weeks of the closing date regrettably you will not have been short listed on this occasion. All short listed applicants will be contacted within 2 weeks of the closing date or no later than 3 days prior to the interview date (where an interview date is specified). Statement by appointed person: (Section to be completed following offer of post to successful candidate) I am pleased to confirm my agreement to the terms, conditions and duties stated within this job description and agree to undertake the role of MIS Data Administrator at Kingston Maurward College. The College recommends that new staff join the DBS Update Service. This means that the DBS is portable and can be accessed by employers (with your permission). It means that staff may only ever need to apply for one DBS check. Upon appointment, subject to joining the Update Service, signing up to this job description confirms your agreement to the College accessing the DBS Update Service to undertake online status checks on your DBS Certificate in relation to your work at the College, at appointment and in the future. Signed:... Print Name (Block capitals):... Date:... 5