Administration and Information Services

JOB DESCRIPTION

Post Title: / Team Leader- Application and Enrolment
Post Ref: / POSN1581
Salary: / £23,258 p.a. pro rata, SCP 23
Status: / Business
Full time/Part time: / 37 hours, 1.0 FTE (Fixed Term for Maternity)
Closing Date: / Friday 26th September 2014 at 12:00 noon

(The College is undertaking a Job Evaluation exercise and as a consequence it reserves the right to change this salary accordingly. Any such change may be to a higher or lower amount.)

The information given below is intended to provide an outline of the workload of the job and its role within Preston’s College.

It is the College’s intention that this job description is seen as a guide to the key roles and responsibilities of this post however, the business will change and the post holder’s obligations will vary and develop. The job description should only be seen as a guide and not as a permanent, definitive and exhaustive statement.

The post holder will be expected to work in a flexible, proactive manner to carry out such duties as are necessary and to communicate effectively with all work colleagues.

EQUALITY AND DIVERSITY STATEMENT

Preston’s College is committed to ensuring equal rights and opportunities for all. Recruitment for positions in the College will be carried out in a manner which accords with best equal opportunities practice. The selection of candidates for interview will be based on the personnel specification and applicants should bear this in mind when preparing their applications and completing the application form.

The postholder will be expected to take a lead role in the promotion of the College policies on Equality and Diversity, Health and Safety and Quality Assurance.

SAFEGUARDING LEARNERS STATEMENT

Preston’s College is committed to safeguarding and promoting the welfare of children and young people and vulnerable adults and expects all staff and volunteers to share this commitment. All Preston’s College staff and volunteers are required to undertake mandatory Safeguarding training. The successful candidate for this appointment will be required to apply for Enhanced Disclosure through the Disclosure and Barring Service at a cost to themselves. At present this fee is £44.00 and payment will normally be deducted from your first month’s pay. Further information on the Disclosure process can be found at

Corporate Behaviours

  • To promote and deliver the College vision, values and corporate behaviours that are characterised by:
  • Putting the learner first;
  • Empowering and having respect for others, the College and stakeholders;
  • Being enterprising, innovative and ambitious;
  • Taking personal responsibility and accountability; and a
  • Commitment to reflection, continuous improvement and self assessment.
  • To be proud of Preston’s College and play an active role in a “One College” culture focussed on enterprise, outstanding delivery and growth.
  • To be proactive in the development of a culture within Preston’s College which welcomes diversity and promotes equality, removes barriers to learning and promotes and celebrates excellence.
  • To be proactive, adaptable and flexible in responding to what our learners and the markets require to be successful, contributing to the pursuit of excellence and achieving agreed results and outcomes.
  • Support the College’s further development and respond to the needs of a diverse range of learners.
  • Contribute to and participate in College committees, working groups and projects as may be required.
  • Support and actively promote a commitment to the College’s Policies and Procedures including:
  • Equal & Diversity Policy
  • Financial Policies, Regulations & Procedures
  • Health & Safety Policies & Procedures

MAIN PURPOSE OF THE JOB

The principal duties and responsibilities of the post provide a guide to the major areas of responsibility and include:

Co-ordinate and manage a team within an integrated administration and information service. Work with other Team Leaders to ensure the appropriate allocation of resources throughout the year to ensure the service meets the needs of all college users and maps the Learner journey.

The Team Leader will be responsible for certain specialisms:

Curriculum and Timetabling

  • Input and co-ordination of Curriculum Planning data
  • Update and maintenance of EBS course file
  • Responsible for updating and monitoring SFA Provider Portal Course Directory
  • Validate Course file data ensures compliance with Study Programmes and funding rules
  • Ensure Course file data complies with ILR and enrolment rules
  • Work with Exams Team to ensure curriculum links are in place and updated
  • Update and setup curriculum and timetable reference data in EBS
  • Input and co-ordination of all curriculum timetable data
  • Maintain accommodation directory
  • Input of all non-curriculum events (e.g. meetings, exam rooms, college events)
  • Co-ordinate room utilisation surveys
  • Validate timetables and ensure no over or under statement of GLH in line with Study Programme and funding rules
  • Optimise room utilisation
  • Internal audit of Timetable GLH and course file hours
  • Report on Staff Utilisation
  • Setup & Input block matrix (A-Levels)
  • Course Fees Setup
  • Co-ordinate weekly display of timetables around College

Applications and Enrolment

  • Input of all Application data
  • Input of Qualifications on Entry data
  • Input of all paper enrolment forms
  • Production of letters to applicants
  • Input enquiry/exit data from advice/enrolment events
  • Ensure learner data input complies with ILR and funding rules
  • Process online applications
  • Validate and import One-file/Ignite enrolments into EBS
  • Process and record learner payments
  • Co-ordinate and rota EBS licensed inputters for enrolment events
  • Process missing ULNs
  • Process FE/HE Loan data
  • Check and maintain records of fee remission evidence for audit purposes
  • Input and collection of HE Franchised enrolment information
  • Set up employers on EBS for invoicing purposes
  • Support Induction of Learners
  • Input Enrichment and enterprise activities undertaken throughout the year
  • Analysis of conversion data
  • Work with Data Funding & eBiS team leader and together co-ordinate the training of all College staff on entering enrolments and fees on to EBS client.

Learner tracking

  • Maintain and amend Registers
  • Add, remove and group learners on registers
  • Identify and report of attendance issues
  • Production of Pro-Monitor Learner reports
  • Produce One-File reports for Curriculum Areas
  • Report on Learner attendance and at risk learners
  • Input withdrawals, transferred and non-started leaners
  • Record variations to absences
  • Responsible for absence hotline, recording and reporting via Pro-monitor
  • Absence and holiday recording of curriculum staff in portfolio areas
  • Responsible for co-ordinating contactingof learners on behalf of Curriculum Areas
  • Undertake learner data audit checks
  • Working with the audit team leader co-ordinate DSAT reports
  • Monitor unmarked registers and flag early retention monitoring

Progression and Destination

  • Input of none externally accredited achievements
  • Claim Apprenticeship frameworks
  • Collecting and input of Intended destination and job outcome data
  • Collection of actual destinations and job outcomes
  • Learner completions
  • Responsible for course close down process
  • Learner & Employer Satisfaction Surveys feedback collation
  • Collection of reason for leaving from withdrawn learners
  • Pro-achieve monitoring and issues
  • Responsible for providing Retention, Achievement and Success analysis
  • Co-ordinate system that flags in-year retention issues to curriculum areas
  • Work with Exams team leader on ILR and Exams results validations (4 Report) and timely input of completions and results.

Data, funding and eBIS

  • Ensure recording of fees is compliant with funding guidance and the College’s fees and charges policy
  • Co-ordinate the input and collection of evidence relating refunds in line with the refunds policy, including reporting on refunds
  • Ensure timely input and validation of fee data into EBS for transfer to eBIS via the link
  • Be responsible for validation of ILR data relating to fees
  • Work with Enrolments & Applications team leader and together co-ordinate the training of all College staff on entering enrolments and fees on to EBS client.
  • Be the primary link with finance to ensure the information recorded in both EBS and eBIS is accurate and compliant with financial regulations
  • Liaise with internal and external auditors on fee related audits
  • Keep up to date with EFA, SFA, HEFCE and other agencies funding regulations.
  • Advise Recruitment and Administration staff of changes in funding regulations; specifically relating to learner eligibility and fee remission
  • Prime contact for 24+ Adult Learning Loans and support all aspects including submissions to the Student Loans Company
  • Provide curriculum areas with 24+ Loan analysis and reports
  • Liaise with HE partners on HE fees and grants
  • Co-ordinate the recording of fees paid via BACS or invoice in EBS
  • Collate information required for the College’s Fees & Charges Policy
  • Co-ordinate the central ordering for relevant areas on eBIS, working with Finance to continually improve systems and processes

Audit, Returns and Subcontracts

  • Responsible for publication of all College return dates to management
  • Liaise with internal and external auditors on student related audits
  • Co-ordinate timely statutory data returns to the funding bodies, working across whole college to ensure returns are as complete as possible.
  • Work with Senior Data & Reporting Officer to ensure timely reporting of College income based on return data.
  • Responsible for ensure data returns are error free and fully validated.
  • Co-ordinate DSAT reports and appropriate updates.
  • Responsible for keeping the Colleges Subcontracting Register up to date.
  • Produce all documentation and contracts relating to subcontracts and partnerships.
  • Co-ordinate internal departmental audits of data, in line with current audit guidelines.
  • Report on data audits and make recommendations as appropriate.
  • Ensure appropriate due diligence has been undertaken and subcontractors are compliant with SFA and ESF regulations.
  • Ensure subcontractors are registers with the provider gateway.
  • Working with Learner Support and other areas to calculate ILR earning adjustment statement.
  • Keeper of all agency (EFA, SFA, LEA, HEFCE etc) allocations and keep evidence of returns.
  • Provide training on ILR module of EBS.

Exams and Outturn

  • Manage the collection, recording and accurate filing of data relating to all aspects of allocated board examinations.
  • Ensure compliance with JCQ regulations and the regulations of all examining boards for which the College acts as a centre.
  • Monitor and review examination processes and develop them to promote best practice.
  • Liaise with awarding bodies and curriculum departments, keeping up to date with curriculum developments in order to plan to meet future needs.
  • Provide support for key business support activities relating to exams.
  • Responsible for the confidential storage and retrieval of key exam documentation.
  • Ensure the integrity and accuracy of data on the College management information systems
  • Co-ordinate the tracking of records of students including exam entries, results, certification
  • Provide curriculum areas and management with statistical analysis and commentary on exam results.
  • Work with Learner Support to co-ordinate access arrangements for learners with additional requirements.
  • Supervise the day to day operation of the exams team and exams.
  • Work with Curriculum & Timetabling Team Leader to ensure accommodation requirements for exams and access arrangements are facilitated
  • Work with Curriculum and Returns TL to ensure curriculum and exam links are in place to facilitate timely transfer of achievement data to the ILR
  • Maintain accurate and detailed records and documentation that will withstand audit scrutiny.
  • Recruit and train exams invigilators as required to facilitate exams.
  • Train staff on Exams module of EBS and relevant awarding body software.
  • Support curriculum areas in their use of Pro-Achieve and identify KPIs relating to achievement and success data.
  • Responsible for co-ordinating the raising of purchase orders for all exam related activities.
  • Liaise with internal and external auditors on exams related audits.
  • Produce exams related end user documentation and procedures.
  • Responsible for ensuring Apprenticeship frameworks are claimed in timely manner.

Within the responsibility for the delivery of an integrated administration service under a specified specialism and working collaboratively with the Executive Assistants, the Team Leader will:

Co-ordinate the delivery of an improved telephony service and implementation of a new College telephone system.

Ensure reporting and information is timely and relevant and systems are adapted and improved to meet changing demands.

Support an ongoing review of the adequacy of systems and enabling team contributions to system improvements.

Manage a service to support a strategy to deliver a coordinated administration, information and reporting service for the College.

Work with Information Systems team to ensure that the suite of management reports highlights areas of risk and identifies areas of concern.

Actively take part on project groups to ensure systems are planned and adequately resources and project managed.

Coordination of an effective and efficient evening on call service.

Ensure support throughout the year to manage recruitment events.

Ensure that the central administration and information services teams develop links to all departments.

Support Data Protection compliance throughout the college.

Team Leadership and Management

The Team Leaders will work closely with the Executive Assistants to ensure College Administration workflow is efficient and effective and well developed.

Work closely with the Executive Assistants to ensure external calls are dealt with in a professional manner

Meet regularly with the Administration AHODs and Executive Assistants to ensure that administration workload is delivered and areas of risk are highlighted and dealt with appropriately

Act as the administrative link to deliver a consistent, effective and efficient service for managers and staff.

Leadan integratedadministrative serviceto ensure that the administration and reporting needs of staff and learners are seamlessly met to support the learner journey.

Support the learner journey in a seamless process that is co-ordinated and ensuresa consistent and high quality service to learners, staff and other internal and external stakeholders.

Enhance quality, improve learner attainment and promote best practice in equality, diversity and the quality of learning and teaching.

Plan and organise workload to ensure that targets, team objective and deadlines are met.

Ensure the provision of timely and accurate advice and guidance to managers and staff.

Lead a team of staff to ensure the effective organisation and deployment of staff including their recruitment and selection, induction, probation, appraisal, and discipline, and encourage their professional development, in liaison with appropriate managers.

Information Technology and Systems

Support and ensure the maintenance and development of appropriate computerised and manual information systems.

Ensure effective systems are maintained and developed for the monitoring and reporting of student absence.

Maintain systems and procedures to ensure compliance with audit requirements.

Ensure the accurate and timely input of course and student data on relevant computerised systems.

Use a wide variety of Microsoft applications including e-mail, excel, word and other College data management systems.

Ensure information is accurately filed and easily accessible in accordance with operational procedures.

Receive and record enrolment monies in accordance with the College’s financial regulations.

Undertake a range of administrative tasks to support the smooth operation of office procedures e.g. filing, incoming/outgoing mail.

Contribute to the maintenance and development of systems and procedures.

Data Management

Provide relevant and timely reporting for staff and managers.

Maintain and develop appropriate systems and procedures to ensure compliance with audit requirements.

Work with Information Systems to provide comprehensive management information and reports for managers and other stakeholders in relation to course and learner data.

Ensure that the requirements of the Data Protection Act and Codes of Practice are adhered to.

Work with the other team leaders to ensure the accurate and timely preparation, analysis and collation of statistical returns and reports for internal and external bodies.

Communication and Liaison

Maintain and develop relationships with strong channels of communication between College services.

Ensure the effective deployment of resources to support enrolment, advice and other College promotional events.

Ensure team members are able to provide appropriate and accurate advice to learners, employers and parents regarding courses and related issues.

Attend and contribute to cross College committees and meetings to ensure consistency and high standards of service provision.

Customer Care

Deal confidently with staff, learners and other external customers demonstrating respect and dignity at all times to deliver high levels of satisfaction and customer service.

Quality Assurance

Identify and set appropriate service standards and ensure these are maintained and developed and communicated to staff within the service.

Ensure that the administrative service complies with agreed College policies, procedures and regulations

Develop, implement and monitor appropriate performance indicators for the service

Undertake reviews and evaluations of systems and procedures as appropriate e.g. student enrolment

Person Specification: Team Leader

Criteria / Essential/
Desirable / Method of Assesement
Experience
Proven recent experience of working in a busy customer driven, educational environment at supervisory level / E / A and I
Experience of supporting staff with administration, data or funding issues to assist in decision making / E / A and I
Successful record of providing support to curriculum areas in the use of Management Information Systems to inform key business activities / E / A and I
Experience of establishing, maintaining and developing administrative systems and procedures / E / A and I
Experience of working with MIS systems to accurately enter, analyse and validate large quantities of data / E / A and I
Expert experience of one or more of the following administrative functions in an educational setting: Curriculum & Timetabling; Applications & Enrolment; Learner Tracking; Progression & Destinations; Data, Funding & EBiS; Audit, Returns & Subcontracting or Exams & Outturn / E / A and I
Demonstrable experience of the line management of effective staff teams to deliver common outcomes which are consistent and sustained through performance management including setting targets, monitoring and appraisals / D / A and I
Awareness of when and where to use judgement, and when and where to seek help or appropriate guidance. / E / A and I
Qualifications
Level 4 qualification in a relevant subject areas or willingness to achieve / E / A
Level 2 English / E / A
Level 2 Maths / E / A
Level 2 IT / E / A
Evidence of recent and relevant continuing professional development / E / A
Knowledge, Skills and Abilities
Knowledge of administration systems and processes, with the ability to develop and implement change to support future college needs / E / A and I
Up-to-date knowledge of the external FE/HE funding environment and associated funding methodologies / D / A and I
Knowledge of statutory returns and supporting audit requirements / E / A and I
Knowledge of the College curriculum maps, structure and developments / D / A and I
Knowledge of awarding body, JCQ and ACE framework regulations / D / A and I
Knowledge of College recruitment and enrolment events with the ability and experience to support the many aspects of them / E / A and I
Ability to accept and thrive in autonomous working conditions with self-drive and corporate awareness and to exercise judgment and initiative to meet deadlines and provide specific outcomes / E / A and I
Ability to manipulate, interrogate, analyse data to demonstrate analytical and evaluative judgment in complex scenarios and to produce reports appropriate to a variety of audiences / E / A and I
Willingness and ability to manage demanding workloads of a complex and dynamic nature and to work to strict deadlines / E / A and I
An ability to drive innovation to support the College to deliver continuous improvement through enhanced services and reporting / D / A and I
Ability to liaise effectively with a range of internal and external agencies with effective written and oral communications skills suitable for a range of audiences / E / A and I
OTHER REQUIREMENTS
A commitment to the College’s key procedures and policies including Safeguarding, Health and Safety and Equality & Diversity / E / A and I
A commitment to the expected corporate behaviors associated with working at Preston’s College / E / A and I
Willingness and ability to work at any site or location, given reasonable notice / E / A and I
Willingness and ability to work flexibly throughout the week / E / A and I

Key:AApplication Form