Coyne Recruitment work with employers of choice within the skills sector. We are currently seeking experienced MIS and Compliance Manager. You will create, maintain and update computerised details of participants on funded programmes to the highest standards of accuracy. You will ensure that all computerised and paper-based information for learners / participants, for funded programmes provides an audit trail and statistical information as required either internally or externally, for example, by funding bodies. You will ensure all learner files and records are fully compliant for external audit purposes and satisfy GDPR requirements for data security. You will provide management information reports as required by Senior Managers, funders and other stakeholders.
You will also oversee the day-to-day administrative activities that facilitate the smooth running of our MIS Compliance Office, organising people, information, and other resources. You will ensure that office equipment is maintained to the appropriate quality and quantity, and all administrative processes work effectively.
You will drive our aspiration to achieve zero errors on learner documentation, that is critical to our funding partners and learners.
Key Responsibilities include:
System owner for the PICS LMS database, responsible for its management and ongoing development, including compliance of all internal processes for funding bodies in respect of starters, those on programme and leavers.
Submit all funding claims in line with published deadlines, including mid and final year estimates and final reconciliation.
Check all monthly claims for accuracy prior to submission and ensure all errors are rectified before final claim submitted.
Complete all statistical information for all participants on funded programmes as required for the finance claims for funding bodies.
To provide inspirational leadership as well as managing, coaching, appraising and developing the MIS compliance administration staff with regards to data, compliance, funding responsibilities and GDPR.
Provide training and updates as necessary, for managers and delivery colleagues, to ensure they are operating within the funding rules and internal processes.
Provide regular updates on funding rules, process changes and audit and compliance to senior leadership team (SLT). Analyse funding allocations and present proposed profiles to the SLT.
Record and monitor progress of contracts against actual performance and present accurate monthly reports to the Head of Operations.
Produce Equality of Opportunity and EDIM data for all funded programmes.
Ensure all data (both financial and success rate) balances and matches against that produced and published by the external bodies. Utilise the PFR and any other tool on a regular basis.
Produce and publish accurate monthly data sets. Update the reporting suite within agreed timelines and add any additional reports as required by operational and/or quality leaders.
Support with the development and testing of the company’s internal IT, e-portfolio and CRM systems, liaising with developers as required.
To attend PICS user group meetings and disseminate any relevant information back to SLT.
Run a schedule of compliance and quality audits for funded programmes, that test starts, in learning, aims, achievements and leavers to ensure full assurance and compliance with funding rules. Notify senior leaders of non-compliance and any irregularities immediately.
Lead on all external funding body and compliance audits ensuring a satisfactory outcome.
Gather and record progression information from all learners.
Ensure sufficient information is within all learner files to evidence continued support for achievement of appropriate level English and Maths
Ensure all learner files have sufficient evidence to demonstrate the correct use of any additional funding for learners with high needs.
To undertake any other relevant duties as specified by your line manager, commensurate with the level of this post.
As a member of the management team, you will effectively lead and develop your team, including:
To carry out staff appraisals, manage performance and where required, discipline staff
To delegate work to staff and manage their workload and output
To promote staff development and training
To organise and chair meetings with staff and ensure appropriate records are kept
To carry out HR duties: recruitment of new staff (including training and induction), KPI and probation reviews etc.
To record office expenditure and manage the budget
To organise the office layout and maintain supplies of stationery and equipment
To maintain the condition of the office and report/arrange for necessary repairs
To ensure the handling and storage of all learner data is GDPR compliant.
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