JOB DESCRIPTION JOB TITLE: HEAD OF FUNDING & MIS POST REF: 15/34 REPORTS TO: RESPONSIBLE FOR: ASSISTANT PRINCIPAL FUNDING & PERFORMANCE REVIEW THE DELIVERY OF AN EFFECTIVE MANAGEMENT INFORMATION SERVICE THAT MEETS THE OPERATIONAL AND STRATEGIC NEEDS OF THE COLLEGE. DATE: FEBRUARY 2015 KEY RESPONSIBILITIES 1. To manage and develop Management Information Systems for the College. 2. To oversee and develop effective and efficient systems to ensure that data collection processes are robust 3. Maintaining and improving processes to ensure that data reflects actual activity and evidence is collected and stored appropriately to meet audit requirements. 4. To ensure timely and accurate provision of data that supports analysis of the key performance indicators associated with quality and funding. 5. To manage timely and accurate data returns to relevant agencies, ensuring they meet current funding rules and regulations. 6. To develop appropriate information systems that supports the College in delivering its strategic aims. DETAILED RESPONSIBILITIES 7. To manage the Database and Reporting Team and Funding and Information Team, ensuring that the Teams are able to deliver a high quality service that meets the strategic and operational needs of the College. 8. To produce and submit external funding and statistical returns to external agencies/ funding bodies as required and within published deadlines including the ILR and HEIFES return. 9. To use appropriate report-writing software to provide the appropriate data and reports to meet College and/ or external requirements. 10. To regularly review the management information requirements of the College in conjunction with service users to ensure that the systems and current practice is fit for purpose.
11. To work with relevant College teams to review and develop data collection processes ensuring robust, complete and timely collection to meet the needs of the College. 12. To further develop existing data validation and integrity processes to ensure accuracy and reliability of reports and data returns. 13. To develop and maintain excellent working knowledge of all appropriate funding rules and updates to funding methodologies and audit guidance and to ensure that members of staff are informed of changes. 14. To support the annual curriculum development and planning process through the provision of relevant information appropriate to the current funding and curriculum requirements. 15. To develop and deliver training to staff on the Management Information Systems as appropriate and provide support to users as required. 16. To project manage new initiatives related to Management Information Systems when required. 17. Support the induction of new staff to enable familiaristion with the Management Information Systems used within the organisation. OTHER RESPONSIBILITIES 18. Contribute to the College s commitment to continuous improvement by actively participating in the College s self-assessment process and development planning 19. To participate in regular team meetings. 20. Participate in the College s appraisal process and to undertake appropriate training and development activities or programmes. 21. To work in accordance with the College s Equal Opportunities Policy. 22. Operate in accordance with Health and Safety requirements. 23. Undertake other duties, as directed by your manager that are commensurate with the level of the post. WORKING RELATIONSHIPS 24. You are expected to form effective working relationships with managers and staff at the College. 25. You will need to work in a supportive and collaborative manner with Heads of Faculty and Section Managers, but to work firmly and purposefully in the furtherance of the College s interests. 26. You are also expected to work closely with members of the senior management team and in particular with the Deputy and Vice Principal. In addition you will need to form a strong working relationship with the Dean of Higher Education. 27. You may on occasion receive direct instructions from the Principal or Vice Principal of Finance and Corporate Services.
REQUIREMENTS OF THE POST 28. Maintain an up-to-date working knowledge of the funding and data issues in the further education sector. GENERAL BEHAVIOURS 29. The College expects that you will work to the highest professional standards and undertake your responsibilities to the best of your ability. 30. You will be responsible for protecting staff and learners from all preventable harm as per College Safeguarding procedures. 31. You should be courteous in your dealings with colleagues, students and visitors to the College. 32. You will exhibit a positive drive in your desire and efforts to support the development of the College. 33. As a manager in the College you will act with integrity and probity. TERMS AND CONDITIONS Canterbury College Scheme of Conditions of Service 37 hours per week, Established Post Salary grade: 40,036-44,942, per annum Occasional evening and weekend work will be necessary Canterbury College is an Equal Opportunities Employer
PERSON SPECIFICATION HEAD OF FUNDING & MIS ALL STAFF ARE EXPECTED TO UNDERTAKE CPD Requirement Means of assessment Application Interview Reference form Skills and ability High level of competence in the use of MIS software within a Further Education College environment Ability to analyse and report data from a Relational Database utilising relevant report writing skills Ability to present and manipulate large volumes of data using Microsoft Office Excellent management and team leading skills An ability to effectively plan individual workload and contribute to effective team working Effective management of implementing change Able to work efficiently to prioritise and meet deadlines Ability to confidently present information through oral and written communication Investigative and analytical skills including attention to detail Essential Desirable Excellent organisational skills The ability to establish effective working relationships with people across the organisation Actively contribute to the College s Safeguarding practice, procedures, culture and ethos Experience Experience of working with Further Education Student Administration databases and data reporting systems Essential
Working with the current Further Education funding methodologies and audit requirements Delivery of an effective and high quality customer service An understanding and experience of the audit process in the Further Education sector Processing, validation and submitting data returns including an FE ILR and HEIFES data returns Experience of supporting the Ofsted Inspection process Delivering training to non-technical users of systems Desirable Education Relevant degree level qualification Essential Maths Level 2 (e.g. equivalent to GCSE grade C or above) English Level 2 (e.g. equivalent to GCSE grade C or above) Essential Essential
Competency Framework Profile Competency Key indicators Band Positive indicators (what we are looking for) Negative indicators (what we are not Self management Personal resilience, managing stress, personal Communication and working with others Resource Management effectiveness & efficiency, self-motivating, enthusiastic, confidence, self-awareness Collaborative, good manners, sharing knowledge, listening, giving and receiving feedback, engaging and networking, negotiation, influencing, presentation skills, public speaking Budget management, planning, organisation, prioritising, results focus, quality focus C C C Identifies difficult situations Recognises stress in others and takes steps to reduce it Controls pressurised situations Effectively enthuses those in the team Proactively sets goals and targets for own work Actively seeks ideas and criticisms from within the team Resolves conflicts within and between teams Embeds feedback processes within the team Seeks out new networks that will create opportunity for the College Able to present complex issues simply Uses discretion, tact and empathy when negotiating with and/or seeking to influence others Understands the need to manage expectations and to only promise what is deliverable Ensures others accept responsibility towards results and quality outcomes Sets the quality standards for own areas in accordance with College strategy Contributes to the formulation of quality standards across the College Sets and monitors priorities Identifies and manages risk effectively Manages complex cross-cutting projects to time, budget and specification looking for) Unable to identify future problems Only interested in oneself Abdicates responsibility under pressure Unable to motivate the team Does not self challenge Fails to invite ideas from colleagues Discourages colleagues from networking and relationship-building Fails to consider the other party s perspective when negotiating Undermines the College s negotiating and influencing position through poor judgement and inflated promises Section resources not used effectively Project results or quality consistently below those expected
Critical thinking Adaptability Managing People and relationships Leadership Learner-focus, accuracy, attention to detail, analytical, decision making, judgement, problem solving, creativity, innovative, meeting deadlines Adaptable, flexible, multi-tasking, dealing with new situations Delegating, empowering, motivating others, developing staff, building rapport, discreet, empathetic, diplomatic, managing conflict Vision and strategic direction, inspiring others, managing change, developing team, entrepreneurship, espouses C Uses questioning, analytical and probing skills to dig deeper Knows when enough information has been obtained and adapts presentation of information to the needs of the audience Evaluates the benefits, practicalities and value for money of ideas and obtains feedback Makes sound decisions in a complex or ambiguous environment and is able to gain support and manage challenges confidently C Actively seeks the input and opinions of others, often outside his/her section and accommodates and incorporates this thinking into any output. Actively seeks new challenges and projects; leads discussions surrounding new ideas, approaches and projects Anticipates need for innovation and seeks new ideas, approaches and solutions C Sets expectations of others and ensures they deliver Demonstrates a positive attitude towards work, celebrating success and instilling confidence, which encourages the same from others Encourages others to share ideas and participate in the discussion and decisions of the team Assesses needs of learners /staff/ partners and makes plans to meet these needs C Acts as a role model to others communicating the core values and Takes information at face value and does not probe deeply enough Fails to draw out and present key points Fails to seek and accept constructive feedback on ideas from wider organisation Ignores or puts down ideas from others and suppresses individual creativity in favour of keeping things the same Actively opposes new ideas, approaches or anything that may be outside their normal job scope Does not participate in discussion around new ideas, approaches or projects Demands performance rather than encourages it Over or under monitors performance Ignores performance issues or tackles them inappropriately Fails to move past employee mistakes once they have been resolved Fails to manage conflict effectively Loses control in high stress situations (freezing or aggression)
College values and ethic, analytical and problem solving, self belief beliefs of the organisation Absorbs and deals with criticism constructively Acts authentically Acts consistently Seeks to take credit for all achievements ( glory seeking )