Management Information Systems Officer

Management Information Systems Officer

Salary: £22/Hour
Job type: Long Term Contract
Location: Derby

Purpose of the Post

1. Drive the continuous improvement of MIS processes to ensure learner and service data is accurate, valid, reliable, and fit for audit and performance monitoring.
2. Ensure full compliance with all Funding Body requirements, including those of the Department for Education (DfE), Department for Work and Pensions (DWP) and the East Midlands Combined County Authority (EMCCA).
3. Provide clear and effective leadership in the development and delivery of MIS, planning and funding, in line with the Service's standards and expectations.
4. Oversee funding compliance through the use of PDSATs, Funding Occupancy Reports, and regular audits of participant data.
5. Work collaboratively with the Head of Service, Senior Management team, and Curriculum teams to prepare for Self-Assessment, Ofsted inspection, and other quality assurance processes.
6. Develop and maintain robust reporting within the MIS to provide accurate, timely, and insightful data that underpins effective contract performance management and supports continuous quality improvement across the Service.
7. Monitor changes to funding regulations and Individualised Learner Record (ILR) requirements, ensuring that systems, processes, and staff practices are updated in a timely way to maintain compliance and maximise funding opportunities.

Supervisory Responsibilities

To Whom: Principal Finance, Funding and Operations Manager

For Whom: MIS Data Analysts

Main Responsibilities

1. Lead and manage the MIS team, providing clear direction, effective performance management, and opportunities for individual and team development, in line with Council HR policies and procedures.
2. Provide day-to-day leadership of MIS, planning, and funding functions, ensuring they meet the Service's standards and expectations.
3. Oversee the operation of the MIS (using ProSolution) and associated systems to ensure the timely and accurate collection, collation, and validation of participant records.
4. Compile and submit the Individualised Learner Record (ILR) to the DfE within published deadlines, ensuring accuracy and full compliance with funding rules.
5. Monitor funding rules, ILR requirements, and related guidance, updating systems, processes, and staff practices accordingly.
6. Support managers and staff to understand and comply with DfE and EMCCA funding rules through training, briefings, and dissemination of information.
7. Undertake regular spot checks and audits of learner data in our MIS (ProSolution), using tools such as PDSATs and Funding Occupancy Reports, to ensure compliance and data integrity.
8. Manage and develop MIS processes using SQL, ensuring data is efficiently captured, stored, and processed to support accurate reporting, funding compliance, and service performance analysis.
9. Gather, analyse, and interpret learner and service data to inform planning, review, quality assurance, and performance management.
10. Develop and maintain interactive data dashboards using tools such as Power BI, providing senior managers and curriculum leads with clear, accessible insights for performance monitoring, strategic planning, and continuous improvement.
11. Provide the Senior Management Team (SMT) and curriculum managers with timely performance reports, including trend analysis, funding forecasts and recommendations to support decision-making and service improvement.
12. Co ordinate data collection and reporting to support the annual Self Assessment Review (SAR) and Quality Improvement Planning (QIP) processes.
13. Work collaboratively with the HR team to maintain the staff Single Central Record (SCR) and compile the annual Further Education (FE) Workforce Data Return, ensuring all information is accurate, complete, and submitted within statutory deadlines.
14. Use extensive knowledge of data and funding compliance to ensure that data is input, managed and interpreted correctly.
15. Review and respond to incoming data requests, proactively seeking clarification to ensure expectations are clear, and provide data that is accurate, actionable and aligned with stakeholder needs.
16. Work with a multidisciplinary service focused on delivering education and employability services for people with multiple barriers, ensuring data is accurate and timely.
17. Develop effective workarounds for system issues and perform tasks efficiently in a fast paced environment.
18. Monitor data to identify inputting inaccuracies, patterns, and irregularities, and propose appropriate recommendations for improvement or action.
19. Act as a super user for various funding portals and our MI System, ensuring user accounts are secure, current, and managed in line with Data Protection regulations.
20. Lead on providing accurate, timely reports during Ofsted inspections (and any other audit or inspection).
21. Liaise with centres and other administrative staff to ensure that the enrolment of learners is compliant, effective and includes confirmation of eligibility and checking of the Learner Records Service for prior achievements.
22. Work collaboratively with Curriculum Managers ensuring course timetables and schedules are accurately managed in the MIS.
23. Understand and comply with the City Council's environmental policies.
24. Comply with all Health & Safety policies and legislation in performance of the duties of the post.
25. Work with information technology and associated systems in accordance with the City Council's policies & procedures.
26. Comply with standing orders, financial regulations, and Departmental instructions.
27. Carry out duties and responsibilities of the post in compliance with the City Council's Equality and Diversity policy and Safeguarding procedures.
28. Take part in the Council's Great Performance Conversations (GPC) Scheme.
29. Comply with operational requirements, including restrictions on annual leave during critical reporting periods, such as the ILR submission window in mid October.
30. Travel between Adult Learning centres as required.

Additional Responsibilities

1. Understand and comply with the City Council's environmental policies.
2. Comply with all Health & Safety policies and legislation in performance of the duties of the post.
3. Work with information technology and associated systems in accordance with the City Council's policies & procedures.
4. Comply with standing orders, financial regulations, and Departmental instructions.
5. Carry out duties and responsibilities of the post in compliance with the City Council's Equality and Diversity policy and Safeguarding procedures.
6. Take part in the Council's Great Performance Conversations (GPC) Scheme.
7. Comply with operational requirements, including restrictions on annual leave during critical reporting periods, such as the ILR submission window in mid October.
8. Travel between Adult Learning centres as required.