Data and Exams Manager

Purpose of the Role

The Data Manager is a cross-organisational role (LPW Education) responsible for ensuring LPW has accurate, reliable and accessible data and effective operational systems to support the management of its Education Services.

Working closely with the Heads team, the postholder will translate LPW's strategic requirements for data, performance and quality into effective day-to-day systems and processes. 

The Data Manager will have responsibility for learner information, attendance systems within Education, and will include supporting Heads team with examinations, assessments and compliance with awarding bodies/Government Departments. 

The post holder will also line-manage the Receptionist - Learner Welfare & Attendance and Administrative Assistant.

Key Responsibilities

Data, Systems and Management Information

• Manage LPW's day-to-day data, databases and management information systems (MIS) across Education services.

• Establish consistent processes for the collection, recording, validation and reporting of organisational data, maintaining high standards of accuracy, completeness and integrity.

• Produce regular dashboards, reports and management information for SLT.

• Monitor agreed organisational and service-level KPIs, identifying trends, gaps, anomalies and areas of concern, and provide clear analysis to support action.

• Maintain relevant MIS and databases, including user access, permissions and data standards; support staff to use systems effectively and consistently.

• Identify opportunities to improve systems, automate processes and reduce duplication, and support organizational reporting as required.

• Maintain records in line with compliance with awarding bodies/Government Departments.

 Education Data, Learner Welfare, Attendance and Exams

• Maintain effective systems for recording and monitoring learner information, attendance, punctuality, engagement and progress.

• Ensure accurate daily attendance information is available and appropriate follow-up processes are consistently implemented.

• Monitor attendance patterns and ensure persistent absence, emerging concerns and gaps in information are identified and escalated.

• Ensure attendance information from external education providers is collected and recorded promptly and produce regular attendance analysis for Education leaders.

• Support managers to identify trends, key groups and learners requiring additional intervention or support.

• Oversee end-to-end smooth running of examinations

• Maintain effective systems for learner records, destinations and other required education information, ensuring data supports safeguarding, quality assurance and service improvement.

• Coordinate relevant statutory data returns and liaise with the local authority and other external agencies regarding data requirements.

• Ensure all examination entries are made by relevant deadlines

• Manage arrangements for safe receipt, checking, storage and dispatch. 

• Implement access arrangements and reasonable adjustments.

• Preparation and provision of Invigilator Training for staff.

• Act as Exams Officer, liaison between Heads and external examination bodies, including following inspection rules. 

• All other appropriate duties relating to examinations and assessments for LPW Education.

Performance, Quality and Impact

• Support Heads team of Quality, Data and Evaluation to implement LPW's organisation-wide data, performance, quality and evaluation frameworks.

• Support with and maintain systems for tracking KPIs, outcomes, improvement actions and service performance.

• Assist with data and analysis to support quality assurance, service reviews and organisational improvement.

• Support the collection and analysis of evidence demonstrating outcomes and impact for children and young people.

• Support managers to confidently access, understand and use their own data, and provide accurate evidence for Ofsted, commissioning, funding and other external requirements.

Line Management and Administration

• Provide effective line management, supervision and development for the Receptionist - Learner Welfare & Attendance and School Administrator, ensuring clear responsibilities, priorities and high standards of work.

 Receptionist - Learner Welfare & Attendance

• Ensure daily attendance is accurately recorded, monitored and followed up, with timely contact with young people and families regarding non-attendance.

• Ensure attendance and learner welfare concerns are identified, escalated and followed up appropriately, with positive relationships supporting engagement and attendance.

• Ensure attendance information from external providers is collected and relevant safeguarding information is recorded and communicated appropriately.

• Ensure reception provides a safe, welcoming and well-organised learner welfare function.

Administrative Assistant

• Ensure learner records, admissions and education administration are accurate, well maintained and completed on time.

• Ensure information is entered accurately into organisational systems and records, correspondence and documentation are appropriately maintained.

• Ensure effective administrative support is provided to Education leaders and teams and supports the efficient day-to-day operation of LPW's Education provision.

Data Governance and Compliance

• Ensure data is managed in accordance with UK GDPR, Data Protection legislation and LPW policies.

• Maintain appropriate data quality checks and validation processes and ensure colleagues understand their responsibilities for accurate and timely recording.

• Identify and address data quality issues with relevant managers and maintain appropriate confidentiality, information sharing, retention and information security arrangements.

• Ensure statutory, regulatory and contractual data requirements are completed accurately and within required deadlines.

Working Across LPW

• Work collaboratively with Heads team and managers across Education, Play and Youth, providing practical advice, support and appropriate challenges around data, systems and reporting.

• Build organisational confidence and capability in using data to manage and improve services.

• Work closely with Head team to continuously improve LPW's systems and processes and contribute to cross-organisational improvement projects.

• Any other duties as required. 

Person Specification

Essential

• Experience of data management, management information or performance reporting, including databases, MIS or similar systems.

• Experience of collecting, validating, analysing and presenting data, with strong Excel, digital and data management skills.

• Excellent attention to detail, ability to interpret data and communicate key findings clearly.

• Ability to develop and maintain effective operational systems and processes, manage competing priorities and meet deadlines.

• Experience of working collaboratively with managers and colleagues and of supervising or managing staff.

• Strong communication and interpersonal skills and an understanding of data protection, confidentiality and information governance.

• Commitment to safeguarding and improving outcomes for children and young people.

• Experience of Exams management.

Desirable

• Experience within education, children's services, Play or Youth provision and/or across multiple services or teams.

• Experience of school Management Information Systems, education attendance and statutory reporting requirements.

• Experience of statutory data returns, dashboards and management information.

• Understanding of Ofsted requirements and the role of data within quality assurance.

Safeguarding and additional duties

LPW is committed to safeguarding and promoting the welfare of children and young people. The postholder must uphold safeguarding, health and safety and child protection procedures at all times. The postholder may also undertake other duties reasonably required from time to time, provided they are commensurate with the responsibilities and grade of the post.