Departmental Data Administrator

MAIN DUTIES & RESPONSIBILITIES:

Resource Management                  

• To act in adherence with operational procedures in relation to the delivery of a quality service within the Department.
• To ensure that a high quality secretarial service is provided within the Department at all times including:
  • Organise administrative support for Department team meetings
  • Organise administrative support for exam board meetings within Department as requested.  Ensure minutes are recorded and upload results to relevant awarding body system if relevant and onto College MIS (FELs database)
  • Dealing with incoming and outgoing mail, telephone calls and electronic mail
  • Maintaining computerised and manual record keeping systems including those for student-related statistics;
  • Collating, verifying and managing primary documents within the Department;
  • Management of the event booking system (Eventbrite) when required

• To allocate work to department administrators.

• To assist in managing the demand for secretarial services within the Department.

• To advise all staff within the Department on the administrative processes and their operation.
• Following DfE guidelines and circulars on student attendance and College procedures.

Process and Performance Management

• To follow operational procedures in relation to the delivery of an administrative support service within the Department.
• To ensure that a high quality administrative support service is provided for Department  management at all times including:

o collating,  verifying  and  managing  primary  documents  with  regards  student recruitment, retention and qualification;

o ensuring   that   invoices   and   purchase   orders   are   properly   completed, authorised and passed to Finance staff for payment;

o ensuring that monthly returns for staff are processed in accordance with

College processes;

o monitoring aspects of the budget as directed by the Department Management Team;

o processing time and attendance (including additional hours) details for full-

time and part-time lecturers;

o evaluating, analysing and reporting on statistical information obtained from all College information systems, including Qlikview and MIS for:

o Register completion

o Attendance of Students                   

o Student withdrawals, cancellations and transfers

o Student biographical information.

• To provide support, where required, by inputting timetabling data onto the College’s centralised timetabling system, if requested by Line Manager.
• To manage the demand for administrative support service within the Department.
• To prepare statistical data in preparation for performance reviews.
• To process and prepare records of the Department income and expenditure as directed.
• To record and monitor sickness absence in accordance with the Sickness Absence Management Policy.
• To participate in the Departments contribution to the College award and recognition ceremonies.
• To assist in the delivery of the College admissions process.
• To assist in the organising of special events for the Department.
• To carry out research as required by the Head of Department or Curriculum Area Manager.
• To maintain the course data on the College’s MIS system.
• To ensure that the College’s website is maintained and kept up to date.
• To provide data and information to the Department Managers to ensure that the College is compliant with all College policies and circulars including those from the Department for Economy and/or any other government agencies.

Financial Accountability

Procurement and Contract Management

• To assist with the purchasing of goods and materials as directed by the Head of Department and Curriculum Area Managers.
• To Ensure that quotations, purchase orders, goods receipting, and invoice processing are performed accurately and on a timely basis.

Budget Management

• To assist in development of budgets, including drafting of variance analysis reports and ad hoc financial analysis.
• To process and prepare records of the Department income and expenditure as directed.

Income Management

• To prepare requests for invoices
• To assist with queries relating to student and sponsor debt recovery from Finance.
• To assist with the collation of documentation for Finance to support payments processing for college contracts such as FCR, TFs/Youth Training, support funds, grant payments as applicable.

Student Attendance Recording/Monitoring

• To ensure that Department Admin team follows procedures in relation to student attendance including:
  • Monitoring, Evaluating and Reporting on student attendance following College guidelines
  • To ensure that student withdrawals, transfers and cancellations are recorded accurately and in a timely manner in accordance with the College withdrawal policy
  • Establishing and developing an absence tracking system for each student in the Department       
  • Setting up meetings with student representatives for each class within the Department

Data Management

• To investigate and resolve errors identified from CDR and college validations including liaising with DfE or any other authorised agency.

• To assist with training administrative staff in the department and ensure they are kept updated on procedures relating to student management.

• To organise and maintain computerised and manual record keeping systems including those for student-related statistics e.g. student transfers, refunds, withdrawals and recording examination/assessment results.
• To update authorised marketing information on the College web site or through the College MIS system.
• To liaise with the Centralised Timetable team to ensure that course and student related data is accurate and complete.
• To ensure that course timetables and class registers are accurate.

General

• To ensure the effective application of health and safety procedures for all staff and learners within the Department
• To contribute to the achievement of the College’s mission, values and strategic directions.

• Act, if directed as Fire Marshall or Fire Warden.
• Carry out, if directed, the role of First aider (subject to College policy & procedures).
• To promote, implement and ensure compliance with all statutory obligations and College policies and procedures in particular the College’s Equality Scheme and Equal Opportunities Policy and actively promote equality and good relations in all aspect of College business.

The Belfast Metropolitan College is a child-care organisation and complies with the requirements of the Protection of Children and Vulnerable Adults Regulations.