Job description

Faculty:Student Services

Department:Careers Service

Location:Moulsecoomb

Job title:Graduate DestinationsSurvey Officer

Post number:SS5206

Grade:5

Responsible to:Student Services Information Manager

Main areas of

Responsibility:

1To plan the annual collection of graduate destination data (Destination of Leavers from Higher Education – DLHE) required for the Higher Education Statistics Agency (HESA) ensuring that appropriate systems within the university are co-ordinated to successfully meet the HESA response rates.

2.To be the institutional contact to whom HESA will regularly send information and ensure compliance with the strict regulations of the destination survey.

3.To manage the collection of graduate destination data during the date period specified by HESA, which involves implementing the collection plan, recruitment and management of student telephoners and inputters and thorough monitoring of progress.

4.To producereports from the completed destination data showing the graduate destination statistics at course, School and institutional level.

Specific duties:

  1. To plan the annual collection of graduate destination data (Destination Leavers Higher Education – DLHE) required for the Higher Education Statistics Agency (HESA), ensuring that appropriate systems within the university are co-ordinated to successfully meet the HESA response rates.

1.1Interpret and comply with the statutory regulations as issued by HESA – including data set (POPDLHE) requirements, adhering to strict timings for each stage of the process, methodology of data collection, scheduling, occupational coding and data submission, prioritising tasks as appropriate.

1.2Advise staff from Registry and Admin/ Computing of the dates and processes required in order to set up the survey, establish the data set (POPDLHE), set up the recording systems within SITS (student record system), and undertake regular liaison

1.3Work with colleagues to ensure the university responds to any changes in HESA requirements – eg changes to SITS, recording or processes.

1.4Work with School Offices, Registry and Development and Alumni to ensure that the contact information that they have for the relevant cohort is up to date

1.5Plan the on-line and telephone survey which takes place from November to June, including planning of resources – additional staffing, logistics, and set review dates to ensure the survey will be completed by the submission dates.

1.6Establish the best methods of promoting the survey amongst students, graduates and university staff in order to gain the best possible response rate, along with developing, updating and distributing appropriate promotional materials.

  1. To be the institutional contact to whom HESA will regularly send information and ensure compliance with the strict regulations of the destination survey.

2.1Understand the HESA guidelines, interpret them for University of Brighton and bring about changes institutionally as required.

2.2During the data collection period respond quickly and accurately to HESA enquiries regarding input errors or other information requests.

2.3Keep HESA informed of possible delays and make extension requests if necessary.

2.4Provide HESA when required with information to support the longitudinal data collection which is undertaken by an agency contracted by HESA.

2.5Attend HESA training and conferences to keep abreast of new developments and procedures to ensure compliance and good practice.

  1. To manage the collection of graduate destination data during the date period specified by HESA, which involves implementing the collection plan, recruitment and management of student telephoners and inputters, and thorough monitoring of progress.

3.1Manage the selection, recruitment, and training of casual staff that assist in the collection and inputting of data, including ensuring all training materials are kept up to date in light of statutory and procedural changes.

3.2Establish lists of contact details for use when contacting graduates, including the organisation and cleansing of this data.

3.3Send out an online survey request to all graduates in the DLHE Population ensuring relevant HESA requirements are met.

3.4Ensure all graduates in the DLHE Population who have not responded by email are telephoned during the date periods specified by HESA.

3.5 Work flexibly and during outside core hours to ensure HESA response rates are met.

3.6Ensure returns are being accurately inputted and stored, using the SED screen or online survey form and export and check data from the online survey for import into SITS.

3.7Ensure all returns are coded to HESA standard using Standard Occupational Classification (SOC) – ensure consistency and accuracy across the data set. (MADE SEPARATE POINT)

3.8Ensure all data is handled in accordance with Data Protection and HESA regulations.

3.9 Regularly review the progress of the data collection and put in place any measures to deal with problems or address low response rates, liaising with HESA or university schools and departments as required.

3.9To be responsible for the checking and validation of data before submission to HESA and resolving any errors on HESA return.

3.10 Liaise with HESA regarding audit of the university process and

data.

3.11 Regularly liaise with staff in Admin/ computing to ensure data is

being recorded accurately and correctly into the appropriate

databases, and ensure that the overall return can be submitted to

HESA on the specified dates.

3.12 Manage the casual employees for the duration of the survey,

monitor the productivity (response rate achieved) and accuracy

of their work and respond accordingly.

3.13 Manage a staff rota for out of hours’ supervision of the casual

staff during the collection period – review the rota as requireddepending on response rates.

  1. To produce a reports from the completed destination data showing the graduate destination statistics at course, School and institutional level

4.1Liaise with staff from the Strategic Planning Office to check the accuracy of the data and that it is ready to be used for the publication of the Key Information Sets, Employment Performance Indicators, and matches Academic Health data.

4. 2Produce a set of reports which can be used by

- Schools and senior managers to monitor and evaluate course destination data and see if the university has met their Employment Performance Indicator as set by HESA

- Prospective students who wish to use the data to help with their selection of courses for their UCAS application form

- Careers Advisers and other staff for employability information.

- Graduates and current students in their career planning.

4. 3Respond to individual requests for destination data and produce bespoke reports forenquiries requiring broader analysis.

4. 4 Produce a report from the longitudinal data if the information provided is sufficient.

4. 5Attend meetings and if necessary deliver presentations to audiences requiring data and / or an understanding of the process.

Selection criteria:The criteria below indicate the qualities that are needed to do the job well. Candidates will be selected according to the extent to which they satisfy these criteria. Evidence of potential will also be considered. Most of the criteria must normally be met in order to qualify for selection.

Essential:

Knowledge/qualifications:

  • Knowledge and experience of using ICT, and in particular Excel to manage data sets and analyse complex information.
  • Knowledge of the strategic importance of the destination data collection and the resulting Employment Performance Indicator.
  • Ability to understand organisational IT systems.
  • Excellent analytical, numerical and literacy skills to question and validate data.
  • Organisation and project planning skills with attention to detail, accuracy and a methodical working style and plan to meet internal University and external statutory HESA deadlines.
  • Able to identify possible solutions to problems and to develop plans successfully.
  • Eye for detail and accuracy.

Communication:

  • Able to communicate effectively a range of statistical and numerical data to staff and stakeholders at all levels.
  • Able to communicate effectively to individuals in professional services (particularly with technical ITServices staff) and academic departments.
  • Written communication skills with the ability to write reports explaining clearly complex numerical data.
  • Positive approach to customer service.

Sensitivity:

  • Listens well and understands others’ needs and perspectives; a commitment to and understanding of confidentiality and equal opportunities.

Self-motivation:

  • Meets required objectives and standards on owninitiative and unsupervised; ability to work to deadlines and prioritise, committed to ongoing self-development and the continuous improvement of the service. Able to adapt to handle both routine and one off tasks.
  • Work under pressure.

Teamwork:

  • Interpersonal and team working skills to build working relationships with staff at all levels, other professional services and academic departments.

Organisation:

  • Works systematically and efficiently and meets agreed priorities.

Response to change:

  • Adaptable; interested in learning and developing to meet changing situations. Prepared to work outside core hours

Desirable:

  • Insight into the needs and priorities of staff and students in higher education, perhaps gained through study or work.
  • Experience of recruiting, training and supervisions casual employees

This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post.

Updated April 2013 LH