Data and Systems Administrator
The Data and Systems Administrator is responsible for leading the school s data management quality assurance and governance processes ensuring that information across all school systems is accurate consistent secure and fit for purpose The role oversees the establishment and maintenance of data standards manages academic and operational data and supports the integrity of key systems including Working collaboratively with academic and operational teams the Data and Systems Administrator ensure the effective collection validation analysis and submission of data supports the annual system rollover process and promotes best practice in data management across the school The role plays a key part in enabling informed decision-making operational efficiency and regulatory compliance through the delivery of high-quality reliable and timely information
Key Roles and Responsibilities
Data Quality Assurance and Standards
Act as the custodian of school data by establishing implementing and monitoring agreed data standards across all school systems Provide guidance and support to staff on data entry requirements ensuring consistent and accurate practices across the organisation Ensure information is accurate complete consistent and fit for purpose through regular validation quality assurance reviews and data audits Develop maintain and enforce naming conventions coding standards including set codes subject codes and staff codes and data entry protocols Work proactively with stakeholders to identify investigate and resolve data discrepancies cleanse and update data where required and maintain the integrity of information across systems Coordinate and support data migration reconciliation and quality assurance activities during transitions between platforms and systems ensuring continuity accuracy and minimal disruption to operations
Data Management and Governance
Oversee the management of data across school systems ensuring compliance with agreed standards processes and governance practices Manage data imports exports and synchronisation between systems ensuring information remains accurate consistent and accessible Support data integrity through regular validation processes and oversight of backup procedures and related system maintenance activities
Timetable and Academic Data Administration
Manage and validate all timetable-related data within the timetabling system including staff records course names subject codes teaching groups rooms departments and other scheduling information Ensure all timetable data complies with agreed standards and supports the accurate production and maintenance of the school s master timetable Maintain the integrity of the data throughout the year by regularly updating all systems
School Systems Data Standards
Establish maintain and monitor data standards across key school platforms including Toddle Learning Analytics Collaborative LAC the Timetabler and other school information systems Ensure consistent application of agreed conventions naming structures and coding standards across all platforms
Data Collection Submission and Compliance
Coordinate school-wide data collection validation and submission processes Develop and manage submission schedules monitor progress against deadlines and ensure all operational statutory and reporting requirements are completed accurately and on time
End-of-Year Rollover
Plan and execute the annual rollover of core school systems and databases Prepare student staff curriculum and timetable data for the new academic year validate data integrity coordinate required imports and updates implement system configurations and ensure all rollover activities are completed accurately and on schedule
Vendor and Partner Management
Develop productive relationships with software vendors service providers and implementation partners Ensure the school maximises the value of support agreements subscriptions and professional services Coordinate external support for reporting analytics training system improvements and best-practice guidance where appropriate
Training Support and Collaboration
Provide guidance and training on data standards systems and administrative processes Work collaboratively with administrators department leaders and system owners to promote consistent data management practices improve user capability and support continuous improvement across the organisation
Documentation and Continuous Improvement
Maintain comprehensive documentation for data standards procedures workflows and critical operational processes Regularly review and improve systems processes and data management practices to enhance efficiency consistency compliance and data quality across the school
Report Generation and Management
Supports the report card and transcript process and evaluates administrative data requests creates data collection and reports not academic in response to business user and school needs and provides analysis and insight to identify trends risks and opportunities
Be aligned with the ISL values of Belonging, Integrity, Grit and Kindness. Possess excellent communication and collaboration skills, with the ability to work effectively with staff, students, parents and school leadership. Be highly organised and capable of managing multiple priorities, timelines and deadlines. Demonstrate exceptional attention to detail, accuracy, persistence, accountability and a tenacious approach to problem solving. Have experience managing complex datasets, information systems and administrative processes. Have a strong understanding of data quality assurance, validation processes and data governance principles. Be able to identify inconsistencies, investigate root causes and coordinate corrective actions. Have experience establishing, implementing and maintaining data standards, naming conventions and operational procedures. Be able to handle sensitive and confidential information with integrity and professionalism. Be willing and able to learn new systems and applications.
Qualifications and Experience
Bachelor's degree in Information Management, Information Systems, Computer Science, Data Analytics or a related field. Minimum of 3-5 years' experience in a data management, management information systems (MIS), timetabling similar role preferably within an international school or similar educational institute. Demonstrated experience managing information systems, databases and data quality assurance processes. Experience maintaining academic, operational and scheduling data with a high degree of accuracy. Strong working knowledge of Microsoft 365 applications, particularly Excel and SharePoint and Power BI. Experience developing and maintaining data standards, validation processes and operational procedures. Proven ability to manage multiple priorities, meet deadlines and work collaboratively with a wide range of stakeholders. Experience supporting annual system rollovers and academic year setup. Professional certification in data management, information systems or project management (e.g. Microsoft, ITIL, DAMA, PRINCE2) is advantageous.