Exams/MIS Administrator - London

Exams/MIS Administrator - London

• Job Title: Exams/MIS Administrator
• Department/Division: MIS/Exams
• Salary: £24 000
• Working Hours: 37.5 hours per week (with flexibility required
• Reports to: EMIS/Audit Manager
• Period of appointment: MIS/Exams
• Probationary period:Permanent 6 months

Overall Job Purpose

About LCBT

LCBT is a Specialist Vocational College, established in 1995 for Beauty, Retail, Holistic and related sectors and remains the largest Beauty Therapy College nationally, widely renowned within the Beauty Industry. LCBT has now expanded to offer a wide range of employability training, apprenticeships and a range of Health & Fitness and Teacher Training courses.

LCBT has been directly funded since 2004 and currently has about 1,200 students passing through it each academic year. It holds contracts with the ESFA (Education & Skills Funding Agency) for the delivery of both classroom and workplace based learning.

Courses start throughout the year and learners can enrol and start their course during any month of the year.

Overall Purpose of the job and key results areas:

This is a role within LCBT’s MIS & Exams Department. The department works closely with all other LCBT departments.

LCBT maintains high standards of customer service across all areas and we aim to provide our learners with a superb experience during their time at LCBT. Working within the MIS & Exams Department you will be dealing with staff from different departments on a daily basis. It is a key requirement of this role that all communication is dealt with effectively, efficiently and in a friendly and professional manner at all times.

The successful candidate will be enthusiastic, motivated to succeed, reliable and a good communicator. You will need to show initiative and learn a broad range of key office skills. A good knowledge of MS Word and MS Excel and the use and maintain of information systems is essential, with experience of other software applications desirable.

Key responsibilities

•   Support and deliver the MIS and Exams function of the college including, registration, invigilation, qualification and certification claims and certificate collection

•   To quality check enrolment forms and all supporting learner documentation for ESFA and ESF and external contracts such as higher-level programmes, ensuring audit and contract requirements are adhered to.

•   To enter learner enrolments, achievement, progression and completion details for ESFA and ESF onto the College Management Information Systems, ensuring accurate and timely processing of data.

•   To assist with internal audit and data checking processes to continuously improve the quality of learner data and to respond to audit actions as required.

•   Have excellent organisational skills and ensure prompt response time to any enquiry.

•   Manage work efficiently, effectively and flexibly as a committed member of the overall college team to ensure achievement of individual and team targets.

•   Provide effective communication in a professional manner and one which is both informative and conducive to maintaining the college's high reputation within education and industry.

•   Managed efficiently with external emails, calls and visitor to the teams.

•   Understanding of Safeguarding, OFSTED EIF and education requirements

•   Ensure accurate record and data entry onto all systems as required by the department and management to enable accurate and full reporting.

•   Develop and maintain appropriate office procedures and other document control systems to facilitate the smooth-running of the business

•   Ensure the safety of your area by complying with all Health & Safety policies and procedures and reporting any issues to the Health & Safety Manager without delay.

This will include the following but this is not inclusive:

•   Ensure that all tracking and records are maintained.

•   Examination registration, paper and electronic test bookings and then certification of learners

•   Invigilation and supporting the running of exams when required.

•   Where required - quality check enrolment forms, enrolling learners onto the College MI Database and updating learner personnel details

•   Provide effective communication in a professional manner and one which is both informative and conducive to maintaining the college's high reputation within education and industry.

•   Attend meetings as required to maintain knowledge & contribute to improvement of services.

•   Attend any training identified by your line manager or management as required to meet business needs or professional development. Keep up to date in subject area and actively participate in staff development.

•   Assume other duties in keeping with the role that may be required from time to time to cover holiday or staff absence.

•   From time to time, you may be required to support other departments, this would be agreed with your line manager in advance.

This list is not exhaustive

•   Knowledge and experience within an educational services background within a college / further education environment.

•   Ability to learn and be knowledgeable of new specialist software quickly

•   Self-motivated and reliable.

•   Previous experience of data processing, working with MI databases and Excel spreadsheets.

•   Excellent communication, written and numerical skills

•   Must have excellent face-to-face, email and telephone skills

•   Professional discretion, maintaining a professional and effective manner with SMT, staff and learners

•   Excellent team player

•   Ability to deal professionally with a wide range of people.

•   Very strong attention to detail and ability to work with a high level of accuracy

•   Good organisational skills with the ability to prioritise and multi-task

•   Ability to work on own initiative with minimum supervision

•   The ability to be assertive and to respond promptly to problems.

•   Excellent time management and prioritisation skills, ability to work under pressure and to deadlines including dealing with difficult and stressful situations.

•   Adaptability (a propensity to be flexible and efficient in approach to tasks where necessary)

•   Undertake such duties as may reasonably be required, commensurate with grade and general level of responsibility.

Computer skills:

•   Must be adept in use of MS Office particularly Excel, Word, PowerPoint.

•   Knowledgeable and confident in the use of database and information systems Skills, knowledge and abilities highly desirable to the role

•   Experience of working within a financial, management information and/or audit environment would be advantageous.

•   Adaptability (a propensity to be flexible where necessary).

•   Effective team player.

•   Strong IT skills.

•   Professional and approachable.

•   Employees have a particular responsibility for ensuring the confidentiality of personal information and College data.

•   To keep updated and maintain CPD including attending internal/external seminars/workshops etc. Safeguarding, Every Child Matters & The Common Inspection Framework

These are key policy documents. It is essential that all staff are familiar with these standards, working within the best practice guidelines and attend any training that may be identified by your line manager in relation to these policies.

The College is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. This document should therefore be read in conjunction with the College’s Safeguarding, Every Child Matters Policy and the Common Inspection Framework.

Equality of Opportunity and Diversity

The College has a strong commitment to working towards the implementation of equality of opportunity and diversity in both service delivery and employment. The College’s mission and strategic objectives directly support this aim. All employees are required to actively support the development, dissemination and implementation of this aim and related policies and programmes.

General

•   Work flexibly and efficiently to maintain the highest professional standards and to promote and implement the policies of the College.

•   Comply with health and safety legislation and EC Directives.

•   Comply with any rules and regulations which the College may from time to time issue to ensure the efficient operation of its business and the welfare and interest of its employees and learners.

•   Comply with all Departmental and College Policies.

•   Participate in the Staff Development, Review and Appraisal Scheme.