DATA MANAGER

All Year Round – 52 weeks per year (30 days holiday entitlement per annum)

Do you want to join a thriving Kent school?Thamesview Schoolare seeking to appoint an enthusiastic member of staff to become our new Data Manager, replacing a long-standing member of staff leaving the role. We are looking for someone with good ICT skills and strong administration skills who is able to prioritise competing workload pressures, whilst maintaining integrity to ensure data processing rules and procedures are stringently adhered to and school processes are completely in a timely and accurate manner. Professionalism and a can-do attitude are key – full on the job training will be provided.

The successful applicant must:

• Have good interpersonal and communication skills to liaise and communicate effectively with staff and external bodies.
• Attention to detail and accuracy is essential.
• Computer literacy, especially, spreadsheets and data base software, including Bromcom or a similar MIS platform.
• Flexible approach to duties and ability to act on own initiative.
• Able to work efficiently and accurately under pressure and to demanding deadlines.
• Able to prioritise competing workload pressures.
• Demonstrate professional integrity and strict adherence to protocols.
• Hold a good attendance and punctuality record

We are committed to providing high quality learning experiences for our students and to supporting our staff through excellent CPD opportunities.

Interviews: Applications will be reviewed on a rolling basis. Interviews will be scheduled as suitable applications are received, and we reserve the right to make an appointment at any stage of the recruitment process. CVs without an application form will not be accepted.

Appointment to this post is subject to a criminal background check via the Disclosure and Barring Service (DBS).

Thamesview School operates a no smoking policy.

Job Description

JOB TITLE: DATA MANAGER

REPORT TO: ASSISTANT HEADTEACHER

GRADE: KR8

PURPOSE: To lead the strategic management of school data, ensuring its accuracy, integrity and security within Bromcom, and providing efficient systems and processes that support effective decision-making, operational excellence and continuous school improvement.

Through the delivery of efficient data management and administrative systems, the School Data Manager will ensure compliance, enhance operational effectiveness, and support leaders at all levels in achieving the school's strategic priorities.

Responsibilities/Accountabilities include:

Data Management

The responsibilities below are all covered under the broader spectrum of Data Management

General Duties

• Ensuring that the student database is kept up-to-date and accurate at all times including pre-admissions, casual admissions, personal information and educational data on all students.
• Ensuring that all staff have detailed information on all students and groups that they teach that will inform teaching and learning.
• Ensuring that data is provided for the completion of statistical returns to external agencies as and when required.
• Maintaining links with MIS to ensure prompt and accurate receipt and provision of data to and from the LA.
• Maintaining links with other schools and colleges through the CTF (or alternative methods)
• Responsible for S2S/uploading/downloading reports / CTF files
• Manage and submit the school census and other data requests from recognised providers ensuring compliance
• Maintain the curriculum timetable, including end of year processes, for both staff and pupils with oversight from SLT
• Set up and administer the options process working with the Deputy Headteacher

Bromcom

• Completing the school census 3 times a year including post 16, and any other statutory returns requested by the DFE or local government
• Maintain the Academic Database within Bromcom
• Being responsible for maintaining users and user accounts
• Trouble shooting issues within Bromcom
• Ensuring the Bromcom data base is as up-to date as possible, including salutations, addresses, phone numbers, emergency contacts, and medical issues.
• Liaising with the network managers, for updates and support requests
• Creating marksheets, templates for progress reports for parents, grade sets, aspects and result sets
• Setting-up marksheets for assessment data to ensure that members of staff are able to appropriately capture this information
• Keeping up-to-date with new features/developments relating to Bromcom
• Creating and maintain templates for student tracking reports, ensuring that the correct data is displayed in the final report
• Adding new users/maintain existing users within Bromcom to ensure staff are able to access the appropriate areas of the MIS
• Carrying out end of year procedures during the summer to ensure that students move into the correct academic year and classes
• Recording exclusion information about students on Bromcom.
• Supporting Heads of Department in designing and maintaining marksheets for internal data collation

End of year Procedures

• Creating a new academic year in Bromcom
• Defining working weeks and holidays, inset days
• Setting up the pastoral structure for new academic year
• Creating registration groups, and allocating form tutors
• Setting up promotion mapping for new academic year
• Setting up promotion paths for students for new academic year
• Organising Student memberships
• Exporting and importing group memberships and liaising with Heads of Departments for new groups (options).
• Allocating applicants to registration groups and classes
• Importing and exporting CTF files
• Printing class lists and registers
• Admitting the new Y7 students on the first day of term
• General housekeeping of Bromcom

Exams

• Importing the exam results in to Bromcom to ensure data is up to date and accurate, supporting the exams officer with obtaining and reviewing this information
• Completing the data checking exercise, KS2 results, and QAN codes working alongside the exams officer
• Sending the exams figures to the DFE

Admissions:

The responsibilities below are all covered under Admissions:

Admissions New Y7 Intake

• Taking overall responsibility for the whole of the new intake process annually
• Ranking applicants in January via the School Access Module
• Downloading applicant information from S2S
• Creating databases in excel to track the progress of applications
• Downloading confidential offers received from S2S
• Sending offer letters and school information to parents in March each year
• Collating all returned letters and ID evidence and starting files for each student
• Sending out admissions data packs and information to parents, in liaison with the Welfare Manager overseeing Transition.
• Maintain links with primary schools requesting CFT files
• Downloading CTF files from S2S
• Creating new intake groups in Bromcom
• Uploading CTF files in Bromcom
• Ensuring all pupils have a UPN numbers
• Updating and maintaining the Bromcom database, entering all information received, contact details, emergency, medical details, ethnicity etc
• Maintaining links with primary schools, updating Bromcom with all the new details.
• Maintaining links with KCC throughout the whole process
• Working closely with the Y7 transition co-ordinator and SENCO, keeping her up to date with all changes
• Taking over the waiting lists from KCC towards the end of the process
• Creating timetables for all new pupils
• Creating registers for staff to use prior to students being officially admitted
• Ensuring all new pupils have arrived and are accounted for on the first day of the academic year

Casual Admissions/leavers

• Acting as main point of contact for casual admissions
• Sending all correspondence for offer letters etc
• Contacting schools for CTF files and UPN, ULN numbers
• Managing waiting lists
• Overseeing curriculum assignment, ensuring the correct bands/ sets and options are selected for incoming students
• Creating timetables for pupils in readiness for the first day
• Importing CTF files and updating Bromcom with all the students’ information.
• Off rolling students and sending CTF files to their new school
• Sending a data base of leavers and joiners to the local authority via perspective lite on a regular basis

Administration

The responsibilities below are all covered under Administration:

General

• Maintain and update timetable information on Bromcom on an ad hoc basis when changes are required
• Undertaking administrative tasks as reasonably requested by the Headteacher to ensure the smooth running of the school
• Undertaking relevant CPD training for your own development

Notes -

• This job description allocates duties and responsibilities but does not direct the particular amount of time to be spent on carrying them out and no part of it may be so construed. In allocating time to the performance of duties and responsibilities, the post-holder must have regard to the Conditions of Employment.
• This job description is not necessarily a comprehensive description of the post. It may be reviewed once a year and it may be subject to modification or amendment at any time after consultation with the post-holder in order to ensure the smooth running of the school.
• The ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.

Person Specification

• Have good communication skills, both orally and in writing.
• Attention to detail and accuracy is essential.
• Computer literacy, especially accounting methods, spreadsheets and data base software.
• Flexible approach to duties and ability to act on own initiative.
• Able to work efficiently and accurately under pressure and to demanding deadlines.
• Willing to contribute to the overall development of the school in a positive and committed way.
• Committed to the professional development of themselves and others within the team.

Criteria

Qualifications NVQ Level 3 or equivalent

Experience Proven administration experience.
Proven experience in use of MS Applications including Word, Excel, Powerpoint and Access.
Experience of data gathering, reporting and analysis – preferably in a school setting.
Experience of using Bromcom or a similar MIS (desirable).

Skills and Abilities Ability to work in an organised and methodical manner.
Ability to forward plan, prioritise and meet deadlines.
Attention to detail and ability to maintain accurate records.
Ability to develop and review systems of work.
Ability to take personal responsibility for organising day to day workload.
Ability to work effectively and supportively as a member of the school team.

Knowledge Demonstrate a basic understanding of the work of a school.
Demonstrate a good understanding of school data and assessment recording / reporting requirements.
Demonstrate an understanding of confidentiality and child protection issues in a school setting.

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