Data, Systems and MIS Officer

The Data, Systems and MIS Officer is responsible for the development and use of the School’s data systems and the primary focus will be to provide technical support for the School’s management information system, iSAMS, and all other systems and platforms for staff, pupils and parents.

You will also be responsible for the integrity and accuracy of the data stored within these systems.

The Data, Systems and MIS Officer will need to be able to efficiently organise, store and analyse data, paying particular attention to its security and confidentiality, and fully grasp the complexity of data management.

In addition to iSAMS, other systems in use by the School are Evolve, SOCS, Room Booking, MySchoolPortal, SchoolPost, etc., most of which are linked to iSAMS.

You will become part of an active Operations Team working with the Academic Team and will work closely with the Deputy Head, the Bursar and Operations Team as required and in particular with the ICT Manager and all members of the School community.

You will report to The Office Manager.

Key Tasks and Responsibilities

Data Administration

Responsible for the day-to-day administration, configuration, and development of the school systems and platforms of iSAMS, EVERY, SOCS, Room Booking, MySchoolPortal, SchoolPost and any other system or platform that the school may introduce to include:

o Proactively ensure all pupil and parent data is correct and up to date from the initial enquiry.

o  Ensure that the school admissions register is accurate and complies with the Department for Education regulations at the point where at child joins the school and at all points while they remain a pupil (including recording destination schools for leavers) by frequent and regular review of the pupil’s contact details with the SLT.

o  In the MIS, allocate new pupils to a Form & Tutor as directed by SLT, and allocate new pupils to a House (by relation to siblings, or by balance of pupils in the MIS)

o  Ensure that new information submitted by new parents in joining forms is accurately recorded in the MIS (e.g. new medical information or new contact details)

o  Take a lead on yearly data operations, e.g., rollover.

o  To edit, match and upload pupil and staff photos to iSAMS at the start of, and during, the school year

o  Assist with the integration of the timetable and setting up sets and teaching groups.

o  To assist with curriculum management to maintain set lists.

o  To set up iSAMS reporting and assessment cycles as required.

o  To set up tracking sheets and reports as required.

o  To assist with the analysis of data in iSAMS Tracking Manager.

o  To work with the Attendance Officer and HR Manager to help monitor and the recording of attendance throughout the school ensuring that the records are always up to date and complete for reporting as appropriate to the Senior Management Team

o  Manage all stages of the reporting process and assist with checking and editing them, ensuring parents receive accurate reports.

o  Proactively work with the HR Department to make sure that staff data is up to date.

o  Maintain user accounts, security levels and accessibility.

o  Support other staff members with their use of the system.

o  Design and generate regular and ad hoc reports to extract information from the MIS.

o  Keep abreast of all product developments relating to the MIS and ensure that these are passed to key stakeholders in a timely manner.

o  Ensure consistent data integration between the MIS and other reliant sources.

o  To assist with iSAMS training for new staff and INSET for existing staff

o  Regularly review the performance and effectiveness of all data systems to ensure they meet the changing needs of the School. 

• Keep all other systems and platforms used by the school up-to-date and fully integrated into the day-to-day running of the school.
• Undertake the annual returns to the DfE, ISC and any other statistical returns as required.
• Undertake relevant training courses and opportunities to build and maintain in-depth knowledge of the MIS and other systems.
• Design procedures on data entry and ensure compliance across the School and monitor to ensure these are adhered to.
• Where necessary provide and monitor access to data for relevant stakeholders.
• Produce analytical reports monitoring student attainment and progress using analytical programmes and custom reports for the School.
• Maintain adequate documentation of key data-related procedures.
• Liaise with staff to provide electronic solutions to improve procedures and make best use of the data systems.
• Work with the IT Manager to diagnose any issues in the performance of the data systems, including the structure of Sharepoint to work with the Teaching and Operational teams.
• Liaise with external agencies and other schools to keep abreast of developments and share best practice.
• Responsible for the design and delivery of training sessions for staff.
• Provide support to the School Office, as required.

Data Protection

• Work with the Data Protection lead to ensure that the School’s data management practices meet current GDPR guidelines.
• Monitor and record GDPR compliance in all areas, including analysing the compliance of processing activities, and issue appropriate recommendations for improvement.
• Monitor and evaluate data management procedures and compliance within the School, identifying the School’s data processing activities and ensuring that they are properly documented.
• Review data protection policies and privacy notices annually (or as required) with reference to all the relevant regulations.
• Respond to individuals whose data is being or has been processed, including dealing with subject access requests, executing the right to be forgotten, and considering the restrictions on processing.
• Oversee and advise on the processes for secure destruction of data.