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Management Information System (MIS) Coordinator – 40539
£24,619 - £27,381


We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit:

Rydym yn croesawu ac yn annog ceisiadau gan bawb, yn cynnwys grwpiau sydd wedi’u tangynrychioli yn ein gweithlu ar hyn o bryd, ac rydym yn ymfalchïo mewn bod yn gyflogwr o safon uchel sy’n denu llawer o ymgeiswyr. Ewch i i gael rhagor o wybodaeth am sut rydym yn hyrwyddo amrywiaeth a chynhwysiant yn y gweithle.

Although Churchill House Cardiff is listed as the base location, this can be flexible.

This is a part-time role, 29 hours per week.

Overview of the job

This post is based in the HMPPS in Wales Strategic Support, Administration and Assurance directorate as part of the Operational Assurance and Performance team. The post holder will report into the Operational Assurance Lead, HMPPS in Wales and will be based in Churchill House, Cardiff.

This role will support all activities associated with the Management Information System (MIS) for learning and skills in the public sector prisons in South Wales.

Learning and skills within Wales is a devolved function of Welsh Government and HMPPS provide quarterly performance to the Welsh Government. It is imperative that our performance reporting is accurate, consistent and co-ordinated.

In addition the role will support the learning and skills staff within each prison in Wales to make sure the information is input correctly and that the reports produced are accurate.


The post holder is responsible for the following:

  • Providing management information across prisons in Wales in a timely manner and making sure the information is accurate, through data validation.
  • Providing Administrative support to the education departments in each prison establishment so they can input data correctly and produce accurate and consistent reports.
  • Reporting to and working closely with the HMPPS in Wales Quality Assurance Manager and Operational Assurance Lead.
  • Providing information to prisons and the commissioning team.
  • Support prisons in producing their annual service delivery plans and quarterly reports for HMPPS Commissioners and Welsh Government.
  • They will have the ability to understand the detail of management information and the need for consistency and accuracy at all times.
  • The role will support the Learning and Skills managers, administration and teaching staff, supporting the work of the Learning & Skills teams to process and handle learner data accurately and timely in order to produce valid data reports.

Responsibilities, Activities & Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

  • Maintain and monitor Learning and Skills Management Information Systems (MIS) in compliance with HMPPS and Welsh Government requirements and Quality Assurance Standards.
  • Undertake regular data validation and cleansing check activities of the MIS.
  • Provide additional learning and support to staff who operate current or new MI systems competently.
  • Actively ensure current MI systems are accurate and effectively utilised within agreed timescales.
  • Analyse and act on data collection and produce any relevant reports to show findings.
  • Provide Quality Assurance Managers, Commissioners and Heads of Learning and Skills with reports on the MIS as required.
  • Adhere to all HMPPS policies and procedures.
  • Actively contribute to the achievement of the annual Learning and Skills SelfAssessment (SAR), Quality Development Plan (QDP) and Needs Analysis Reports.
  • Communicate and support teaching staff on the need for accurate and timely recording of information including starts, attendance, transfers and withdrawals.
  • Ensure all data complies with the requirements of data to external bodies.
  • Contribute to the development of local policy, procedures and practice and ensure consistency of application.
  • Attend relevant meetings as and when required and provide feedback on good practice and areas of concern.
  • Maintain and develop positive working relationships with other staff.
  • Maintaining a measured and professional attitude and approach at all times.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.


For the purpose of selection the following competencies will be measured:

  • Changing and Improving
  • Making Effective Decisions
  • Leading and Communicating
  • Collaborating and Partnering
  • Delivering at pace

Essential Skills, Qualifications, Accreditation & Registration

  • Good MS-Office skills.
  • Good communication skills, oral, written, and presentational.

Additional Information

Preventing victims by changing lives HMPPS in Wales works in an integrated way to keep communities in Wales safer and to give the men and women we work with the opportunity to change their lives. We commission and provide offender management services in the community and in custody to deliver the orders of the courts and support rehabilitation. Our aim is to deliver outstanding, seamless offender management services in Wales that protect the public, reduce reoffending, deliver value for money and support our partners. The Welsh Language Scheme Welsh Language skills for this post are desirable.

Atal pobl rhag dod yn ddioddefwyr trwy newid bywydau Mae HMPPS yng Nghymru yn gweithio mewn ffordd integredig i gadw cymunedau yng Nghymru yn fwy diogel, a rhoi cyfle i’r dynion a’r merched hynny rydym yn gweithio â hwy i newid eu bywydau. Rydym yn comisiynu a darparu gwasanaethau rheoli troseddwyr yn y gymuned a’r carchar i weithredu gorchmynion y llysoedd a chefnogi adsefydlu. Ein nod yw darparu gwasanaethau rheoli troseddwyr ardderchog ac esmwyth yng Nghymru sy’n gwarchod y cyhoedd, lleihau aildroseddu, cynnig gwerth am arian a chefnogi ein partneriaid.

Y Cynllun Iaith Gymraeg Mae sgiliau iaith Gymraeg yn ddymunol ar gyfer y swydd hon.

Working Arrangements & Further Information

Some of MoJ’s, including HMPPS, terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on ‘modernised’ terms in their current post or onto ‘unmodernised’ MoJ terms if they are on ‘unmodernised’ terms at their current post. Details will be available if an offer is made.

Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate’s Business Unit, which should be obtained before confirmation of appointment.


Annual Leave

-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

Bank, Public and Privilege Holidays

You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment


-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.

Work Life Balance

-HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work

Childcare Vouchers

For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers


-HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes

-There are opportunities to access promotion programmes and HMPPS provide a variety of training appropriate to individual posts

-All staff receive security and diversity training and an individual induction programme into their new roles


-All candidates are subject to security and identity checks prior to taking up post

-All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS

-All staff are required to declare whether they are a member of a group or organisation which HMPPS considers to be racist

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles.

The Civil Service embraces diversity and promotes equality of opportunity.

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.