Head of LDS

Job Profile

Job Title Head of LDS

Reports to Director of LDS

Job Purpose • To manage, develop and coordinate the operation and development of student data and funding systems across the College
• To manage the effective operation and administration of exams
• To ensure the timely submission of complete and accurate student data and funding returns to the relevant authorities
• To ensure compliance with the Group’s processes and procedures and funding body guidance relating to student and course data
• To ensure that information can be accessed, applied and understood for the purposes of managing performance and achieving targets

Dimensions
Staff c.13 FTE + invigilators
Systems Currently Unit-e, 4CAST, MS Office and others as required
Sites As required
Students None
Budget for the dept.

Principal Accountabilities Student data
To manage data associated with student activity and funding across the College including:
• Management and development of the student database to support strategic objectives
• The appropriate application of and adherence to all relevant funding methodologies, rules and deadlines eg DfE, OfS and multiple devolved authorities.
• Liaison with external bodies eg funding agencies as appropriate
• Effective communication of the processes and data requirements necessary to ensure accurate data, registers and timetables including advice on funding methodologies and rules
• Management and development of systems and procedures to ensure an efficient, coordinated and compliant approach to all aspects of data collection, verification, validation, analysis and performance monitoring
• Leading the processes relating to the audit of student data and funding including liaison with auditors
• The appropriate training of staff across the College to ensure the completeness and accuracy of student data
• Compliance with data protection legislation for student data and being the named responsible person within the Lewisham College and Southwark College Data Protection Policy
• To manage compliance with NCGs’ Tier 4 UK Border Agency Licence and maintaining the Highly Trusted Status
Exams
To manage paper based and online examinations including:
• Registration, entry and certification
• Compliance with the requirements of JCQ and other awarding body regulations and ensure readiness for exam inspection spot visits
• Liaison with awarding bodies and awarding body inspectorates
• Examination timetables
• Invigilation arrangements and related costs
• Appropriate access arrangements for students with learning difficulties and disabilities
• Timely recording of examination results and production of relevant reports
• Provision of data returns
• Management of the exams budget

Planning and performance reporting
To lead on the development of tools to manage and monitor performance against enrolment and funding targets.

To support the curriculum planning process and the setting and achievement of related targets.

To report on a range of effective Key Performance Indicators to ensure the regular monitoring of progress towards strategic and operational objectives.

To manage performance reporting systems which includes student enrolment, retention, attendance, success and funding.

To provide advice on funding methodologies and implication or the College.

To work with the senior team to develop a culture of confident data users at all levels.

To present timely and relevant advice and information to the Executive ensuring that the Principal and other senior managers are appropriately briefed.

To provide appropriate levels of performance reporting for varying audiences, in formats which are easily accessible and digestible for users using appropriate graphical and other presentation techniques.

To monitor and forecast all funding streams, and report regularly to management.

To monitor and report on learner success rates, including reporting on retention during the year and analysis of any aspects of student success data that may inform management decision making and improve outcomes for learners.

To advise on issues of funding eligibility and data credibility and carry out appropriate audits of evidence to give assurance of funding eligibility.

To manage timetabling functions and related attendance and absence reports.

Management
To line manage the day-to-day activities and responsibilities of the LDS team.

To oversee and regularly assess the performance of all activities within the Student Data, Exams, Planning and Performance remits and produce and implement development plans for each service and ensure that these plans are in line with the College strategic plan.

Review and monitor the delivery of Service Standards and KPIs for each service and identify areas of failure and manage section leaders to plan remedial action.

To develop and report on a range of key performance indicators for each service.

To review service performance against approved income and expenditure budgets in order to identify the appropriate actions to be taken to deal with any significant variations.

To manage team and individual performance and development, and to broaden experience and capabilities of staff for the benefit of the College and the individual staff members.

To ensure that staff are recruited, managed, appraised and developed, and that effective arrangements are made for the training and development of all staff within the services.

To liaise with other departments (eg Finance, HR, Quality, Curriculum) to ensure accurate and effective flow of data between teams.

This profile covers the core accountabilities within the role; however the postholder will be expected to undertake any other duties that may be required by the
Head of Department.

Essential Desirable Method of assessment
Qualifications / Training
Degree or equivalent experience E Application/Interview
Application/Interview
Application/Interview
Experience
Experience of supporting, managing and developing staff in a complex and rapidly changing working environment E Application/Interview
Experience of developing, embedding and ensuring compliance with appropriate systems and procedures E Application/Interview
Experience of managing, developing and operating all aspects of complex databases E Application/Interview
Experience of successful performance management E Application/Interview
Demonstration of effective management and a track record in leading teams to success E Application/Interview
Experience of organisational review and change management in a large organisation D Application/Interview
Skills and Knowledge
Knowledge and experience of the funding and data requirements of the Further Education sector including the related audit requirements E Application/Interview
Curriculum planning and related processes including timetabling, the collection and monitoring of attendance data and the collection of and monitoring of achievement data E Application/Interview
Performance monitoring and reporting requirements in an FE College environment E Application/Interview
Awarding body and exams processes and regulations E Application/Interview
Knowledge and understanding of the use of databases and reporting tools D Application/Interview
Highly organised approach to work and the ability to identify and set priorities and to ensure that agreed objectives and deadlines are met while working under pressure E Application/Interview
Strong interpersonal skills and the ability to establish good working relations with internal customers E Application/Interview
Ability to analyse and report data for a wide range of users and to communicate effectively and present complex information to a wide range of audiences E Application/Interview
Effective presentation, facilitation, training and communication skills E Application/Interview
Attributes / Other Requirements
Committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. We expect all staff to share this commitment. E Interview
Ability and drive to build, motivate and develop teams and the skills to plan and coordinate the work of a team in an effective, positive and inspiring way E Application/Interview
Ability to identify shortcomings in the systems used by the college to collect, record and report student data and to develop initiatives to remedy these E Application/Interview

Standard responsibilities for all College positions:

1. Participate in any staff review/performance management processes involving the identifying and meeting of training needs for self and others.
2. Take appropriate responsibility to ensure the health and safety of self and others.
3. Pursue the achievement and integration of equal opportunities throughout all activities.
4. Undertake any other tasks and responsibilities appropriate to the level of this post.
5. Comply with all policies and procedures.
6. Lewisham College is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff to share this commitment.

Health and Safety

At Lewisham College, a key priority is to maintain the safety and security of our campuses in order to support the delivery of outstanding teaching and learning. To do this, the College operates a Duty Management system. Duty Managers will:

• provide a visible presence and engage with students
• respond to any incidents that may arise
• deal with any queries or complaints (where staff require assistance from a manager)

All staff at grade LC7, LC6 or those on spot salaries are expected to fulfil this key responsibility. Full training and support will be provided.

Competency framework

Lewisham College has developed a competency framework which is aligned with our values and underpins all recruitment, performance management and development processes. The core organisational competencies are:

• Leadership
• Self-management
• Flexible thinking
• Understanding context
• Customer orientation
• Collaborative working
• Delivering value
• Communicating with impact