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Data & Compliance Manager

Employer
Vocational Skills Solutions Ltd
Location
UK
Salary
Competitive
Closing date
7 Jul 2022

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Sector
Education
Contract Type
Permanent
Hours
Full Time
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Job Summary (Purpose)

As an experienced MIS and Compliance Manager, you will create, maintain and update computerised details of participants on funded programmes to the highest standards of accuracy. You will ensure that all computerised and paper-based information for learners / participants, for funded programmes provides an audit trail and statistical information as required either internally or externally, for example, by funding bodies. You will ensure all learner files and records are fully compliant for external audit purposes and satisfy GDPR requirements for data security. You will provide management information reports as required by Senior Managers, funders and other stakeholders.

You will also oversee the day-to-day administrative activities that facilitate the smooth running of our MIS Compliance Office, organising people, information, and other resources. You will ensure that office equipment is maintained to the appropriate quality and quantity, and all administrative processes work effectively.

You will drive our aspiration to achieve zero errors on learner documentation, that is critical to our funding partners and learners.

Key Responsibilities include:

Main Duties:

* Collaborate with MIS Officer for the PICS LMS database, responsible for its management and ongoing development, including compliance of all internal processes for funding bodies in respect of starters, those on programme and leavers.

* Submit all funding claims in line with published deadlines, including mid and final year estimates and final reconciliation.

* Check all monthly claims for accuracy prior to submission and ensure all errors are rectified before final claim submitted.

* Complete all statistical information for all participants on funded programmes as required for the finance claims for funding bodies.

* To provide inspirational leadership as well as managing, coaching, appraising and developing the MIS compliance administration staff with regards to data, compliance, funding responsibilities and GDPR.

* Provide training and updates as necessary, for managers and delivery colleagues, to ensure they are operating within the funding rules and internal processes.

* Provide regular updates on funding rules, process changes and audit and compliance to senior leadership team (SLT). Analyse funding allocations and present proposed profiles to the SLT.

* Record and monitor progress of contracts against actual performance and present accurate monthly reports to the Head of Operations.

* Produce Equality of Opportunity and EDIM data for all funded programmes.

* Ensure all data (both financial and success rate) balances and matches against that produced and published by the external bodies. Utilise the PFR and any other tool on a regular basis.

* Produce and publish accurate monthly data sets. Update the reporting suite within agreed timelines and add any additional reports as required by operational and/or quality leaders.

* Support with the development and testing of the company's internal IT, e-portfolio and CRM systems, liaising with developers as required.

* To attend PICS user group meetings and disseminate any relevant information back to SLT.

* Run a schedule of compliance and quality audits for funded programmes, that test starts, in learning, aims, achievements and leavers to ensure full assurance and compliance with funding rules. Notify senior leaders of non-compliance and any irregularities immediately.

* Lead on all external funding body and compliance audits ensuring a satisfactory outcome.

* Gather and record progression information from all learners.

* Ensure sufficient information is within all learner files to evidence continued support for achievement of appropriate level English and Maths

* Ensure all learner files have sufficient evidence to demonstrate the correct use of any additional funding for learners with high needs.

* To undertake any other relevant duties as specified by your line manager, commensurate with the level of this post.

As a member of the management team, you will effectively lead and develop your team, including:

* To carry out staff appraisals, manage performance and where required, discipline staff

* To delegate work to staff and manage their workload and output

* To promote staff development and training

* To organise and chair meetings with staff and ensure appropriate records are kept

* To carry out HR duties: recruitment of new staff (including training and induction), KPI and probation reviews etc.

* To record office expenditure and manage the budget

* To organise the office layout and maintain supplies of stationery and equipment

* To maintain the condition of the office and report/arrange for necessary repairs

* To ensure the handling and storage of all learner data is GDPR compliant.

Standard Responsibilities:

Take appropriate responsibility to ensure the health, safety and well-being of self and others.

Pursue the achievement and integration of equal opportunities throughout all activities.

Undertake any other tasks and responsibilities appropriate to the level of this post where required.

Comply with all VSS policies and procedures

Live and breathe the VSS values, honesty, humility, work ethics and discipline

VSS is committed to safeguarding and promoting the welfare of all its service users. Successful applicants to appropriate roles will be subject to a Disclosure and Barring Service check.

Essential Requirements

An enthusiastic person with a can-do attitude and a strong track record in academic compliance management, experience of working in a training provider or FE college environment. Must have a keen eye for detail and the ability to manage and interrogate complex reporting systems to manage the storage, retrieval and submission of data, relating to our delivery programmes.

Excellent verbal and written communication skills, with a good level of situational sensitivity. Outstanding numeracy and digital skills, including the ability to interrogate, analyse and interpret, and communicate, complex data sets.

GCSE in maths and English or equivalent.

Experience of administering data and being externally audited within an FE setting, including receiving income that is reliant on the digital submission of accurate data.

Ability to build, develop and retain a knowledgeable, efficient and coherent team with a shared vision for accuracy and excellence, in keeping with the VSS Values.

Excellent leadership skills with the ability to enthuse and motivate others High levels of emotional intelligence, discretion, diplomacy, tact, and firmness when necessary. Ability to build and develop excellent, credible relationships with, colleagues and stakeholders (internal and external).

Excellent working knowledge of relevant funding streams, policies and procedures.

Excellent time management skills, take pride in planning, team working, compliance, working to specific deadlines and seeing processes through from start to completion.

IT literate with excellent functional knowledge of PICS and Microsoft software.

Self-motivated to set and attain goals and to demonstrate the ability to meet performance standards and deadlines

Willingness to accept accountability and responsibility for actions

Proven ability to work efficiently in a fast-paced environment; to troubleshoot and follow tasks through to completion, consistently on schedule, without loss of attention to detail

Experience of managing multiple activities, being under pressure and working to tight deadlines

Knowledge of registration and certification of learners on awarding body systems, obtaining ULNs and PLRs from Learning Record Service.

Variation Clause

This is a description of the job, as it is constituted at the date shown. It is the practice of VSS (Ltd) periodically to examine job descriptions, update them and ensure that they relate to the job performed, or to incorporate any proposed changes. This procedure will be conducted by the appropriate Manager in consultation with the post holder
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