Job Title: Data Compliance & Exams Officer
Location: Victoria, London
Nature of the role: Permanent, Full Time
Salary: £28,000-£32,000 (Dependent on experience)
Pension: Aviva Pension Scheme (With salary sacrifice option)
Purpose of the Role:
We are looking for a diligent individual responsible for the accurate and timely checking and completion of compliance documentation, coupled with the efficient management of all examination processes and learner data. The role requires a good understanding of apprenticeship compliance requirements in line with the Department of Education (DfE), adherence to DfE funding guidelines, and strict compliance with examination regulations (JCQ).
Key Responsibilities
I. Compliance, Data Management, and ILR Submissions
* Compliance Documentation: Collating, monitoring, and managing the compliance documentation of apprentices and their employers. This includes following robust processes that will collate, monitor and maintain accurate compliance documentation of apprentices and employers in time for monthly ILR data submissions.
* ILR Data and Funding: Working closely with other departments to feed into monthly Individualised Learner Record (ILR) data submissions. This includes confirming compliance checks, supporting the submission of monthly data returns, and processing data on the Management Information System (MIS) following DFE funding guidelines and as instructed by the Data and Exams Manager. Documentation must align with internal systems.
* Audits and Compliance: Responsible for executing essential assurance activities and supporting internal compliance checks and audits for both the Apprenticeship programme and the Sixth Form.
* Official Audits: Assisting with the preparation of, and supporting the implementation of required actions arising from DfE audits and any other official compliance audits.
* System Management: Maintaining the apprenticeship digital accounts and liaising with the apprenticeship team and employers to ensure all information is accurate.
* Learner Data: Supporting the management of learner data, including attendance (REMS), class profiles, delivery timetables, and calendar management.
* Data System Proficiency: Training to be proficient in all aspects of the use of REMS and all other data systems, and establishing and maintaining permissions for REMS and other school data systems, ensuring user access relates to job roles and responsibilities.
* Reporting: Preparing reports using SQL Server as required.
* Confidentiality: Maintaining the confidentiality of pupil and staff data and operating in compliance with GDPR.
II. Examination Administration
* Registration and Accreditation: Ensuring accurate and timely processing of learner enrolments, exam registrations, administration, and accreditation.
* Planning and Logistics: Leading the planning and management of exam timetables, invigilation, and processes. This includes preparation of exam rooms, seating and invigilation plans, liaising with other departments and subject leads around exam requirements.
* Security: Ensuring exam security and adherence to JCQ. Managing the secure receipt, storage, and dispatch of confidential examination materials.
* Daily Operations: Overseeing the daily running of examinations, including starting/ending exams and handling malpractice or emergencies.
* Special Needs: Collaborating with the SENCo to coordinate and implement access arrangements for students with special needs.
* Invigilation: Overseeing invigilator training and support.
* Results and Certification: Administration of exam entries and results, including administering access to results for students and SLT members. Coordinating post-results services, such as enquiries about results (EARs) and certificate distribution. Ensuring all data regarding entries and results is accurately maintained in the Management Information System (MIS).
III. General Administrative Support
* Support Queries: Being responsible for providing first-line support for data and exam queries.
* Timetable Support: Supporting in generating and maintaining academic timetables in liaison with SLT members and Apprenticeship Operations team.
* Administrative Tasks: Assisting with administrative tasks like exam room setup, course setup, and supporting exam or enrolment processes.
* Other Duties: Undertake any other duties as required by the Head of Apprenticeship Operations and Delivery or as reasonably requested by the Data and Exams Manager.
Person Specification
Experience and Knowledge (Essential)
* Experience in a similar role is essential, with experience in a school environment being highly desirable.
* Experience in carrying out compliance audits, including DfE/ESFA, within an FE, HE or apprenticeship environment.
* Underpinned by a working knowledge of government funding rules and contractual obligations.
* Knowledge of DfE funding rules.
* Knowledge of JCQ rules is essential.
* Awareness of GDPR legislation and data protection compliance requirements.
Skills and Abilities
* High level of accuracy and consistent attention to detail.
* Ability to meet deadlines and work in a timely manner.
* Ability to work under pressure and prioritise effectively.
* Effective communication and problem-solving skills.
* Ability to build effective working relationships with staff and other stakeholders.
* Proven ability to work both within a team and to use own initiative and work independently.
* Highly organised.
* Reliable, with a "can-do" approach, who takes responsibility and delivers results.
* Ability to show initiative and to prioritise one’s own work.
Desirable Technical Experience
* SQL experience is desirable but not essential.
* REMS experience is desirable but not essential.
* Experience in collecting, recording, and reporting data is desirable but not essential.
* Basic knowledge of Google Workspace applications.
Safeguarding and DBS:
The successful candidate will undergo an enhanced Disclosure and Barring Service (DBS) check before taking up the post. The postholder must adhere to and ensure compliance with the College’s Safeguarding Policy at all times for the welfare of children, young people, and vulnerable adults. We are committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment.
Equal Opportunities:
Ada is committed to providing equality of opportunity and promoting diversity, ensuring applicants are treated solely on the basis of their merits, abilities, and potential without unjustified discrimination. Ada encourages applications from individuals with a disability who can carry out the duties of the post.
Sponsorship:
Ada does not have a sponsor licence, and therefore can only consider applications from candidates who have the legal right to work or remain in the UK.
How to Apply:
Please submit your CV and a brief supporting cover letter outlining your suitability and interest in the role.
Applications are reviewed on a rolling basis, and early applications are recommended.
Good luck with your application!