Learning & Development Systems and Data Officer

Job description

Job responsibilities

Key Task and Responsibilities

Systems, procedures and information / data management:

• Designing L&D monitoring / data capture approaches in line with defined objectives and documenting these to ensure consistency of approach between team members / data quality.

• Monitoring quality of L&D data, across various systems, to support accurate and timely trend reporting, action, or requisite outcomes (e.g. pay increment award earned applied on payroll in a timely manner).

• Provision of timely and accurate Trust key performance indicator data (L&D KPIs e.g. PDR, supervision, mandatory learning, local induction) and other activity and / or trend reports to a range of committees and groups (e.g. Trust-wide equality analysis, specific programme uptake / utilisation analysis).

• Contributing to monitoring the Trusts bespoke learning management system (Oxleas Learning Centre), identification and timely flagging of potential system issues, and technical solution testing (whether related to planned enhancements or reactive bug fixes).

• Reconciling data across systems, identifying any problem data, and working with others (within as well as across functions) to address identified data quality issues.

• Design or contribute to designing various processes associated with learning and development where potential efficiency improvement opportunities are identified (e.g. induction, study leave, therapies trainee placement co-ordination).

Learning programme management:

• In the absence of the Learning & Development Manager, jointly accountable for the ongoing maintenance of the internal participatory learning programme capacity in line with demand. This includes both capacity planning and subsequent monitoring (demand / capacity analysis) to ensure a sufficient volume of learning is in place at all times to meet Trust needs.

• Quality monitoring of core learning provision (assessment of learner feedback) and ensuring that the appropriate action is taken in a timely manner in response to feedback or other concerns raised through delivery (e.g. cascade of concerns raised about Trust risks such as those relating to local equipment, or individual learner competency).

• Setting up new learning offers within the Oxleas Learning Centre, ensuring that learner engagement and completion data will be tracked in line with agreed specific initiative and/or core requirements.

• Maintaining currency of the Trusts e-learning offering / portfolio, through triggering content review by subject matter experts, agreeing (with manager input) if team resourcing is required (minor content amendments) or signposting requirements for new e-learning development (externally).

• Using authoring software, developing / updating and publishing e-learning packages, setting up associated online knowledge assessments and publishing other resources for learners / staff (working with the relevant subject expert(s) to develop the required subject content).

• Technical testing of amended / new e-learning and where applicable associated assessment quizzes / other course elements prior to release to learners.

• Maintaining the Oxleas e-learning version control log and source file archive, alongside ensuring currency of the participatory learning programme log, so up-to-date information is always referenced by the team.

• Overseeing and maintaining clear, consistent and up to date L&D programme (participatory as well as e-learning), policy and procedural expectation signposting within the Oxleas Learning Centre and development of appropriate marketing material / communication in line with current strategic priorities and/or to help maximise programme capacity.

• Maintaining Learning & Development intranet pages to reflect current policies, processes and contacts in relation to all aspects of the service.

Working as part of the team:

• Undertake the full range of Co-ordinator duties on a rota basis, both to support maintenance of responsive core service / capacity and to ensure thorough understanding of all aspects of the teams operation.

• Delegated process co-ordination oversight (e.g. ensuring appropriate processing and authorisation of external study funding requests, therapies trainee placement co-ordination, ensuring all pre-requisites are in place ahead of placement start).

• Programme scheduling, ensuring events do not clash and arrangements take account of the diverse needs of the workforce (e.g. accessing venues, variety of days of the week / session timings to support part time workers who may be carers etc.) and adding session details to the Oxleas Learning Centre so staff can book.

• Handling both routine and urgent matters using initiative and with minimal supervision.

• Investigation or analysis, problem-solving and liaising with others as required, to enable issues to be resolved or more complex queries to be addressed in the absence of the team manager.

Other responsibilities:

• Keeping up to date with relevant technical developments and proposing changes to Oxleas L&D systems and/or approaches in line with these.

• Proactively exploring system features to identify potential improvements.

Management responsibilities:

• Deputise for the L&D Manager, ensuring more complex / technical queries are addressed, priorities including providing responsive support to the Trust are appropriately resourced, records are updated in a timely manner and there is consistent oversight of ongoing programme demand / capacity.

• Support accurate financial commitment tracking for the service, including payments reconciliation.

• Support accurate Therapies placement activity tracking and undertake records reconciliation to ensure that the correct placement tariff income is received.

• Take a lead role in ongoing spend monitoring, ensuring this is in line with financial policies and where applicable external funding rules, and reporting on the use of L&D funds, both internally (e.g. on the use of delegated funds to Heads of Profession and Service Directors) and externally (e.g. to funding bodies, in response to Freedom of Information requests) as required.

• Authorised signatory for requisitions and invoices (up to £2,000) as well as any Bank / Agency timesheets.

Leadership:

• Support induction and/or upskilling of team members. As a senior member of the team, provide timely advice and support to colleagues, facilitating efficient daily operation of the service.

• Working as part of the senior L&D team, maintaining an up to date understanding of current policies and priorities, to provide accurate advice, identify potential service improvements or developments, and ensure appropriate staffing deployment (in line with current priorities).

• Reinforcing policy standards and where required managing expectations in relation to demands outside the scope of the L&D function or beyond current capacity (difficult conversations).

Communication:

• Providing (simple) technical systems and/or compatibility advice to a range of subject matter experts and/or groups considering new e-learning development or procurement of e-learning solutions, to inform planning, effective new solution design and subsequent implementation.

• Providing advice to staff / managers / profession heads on all aspects of learning and development in Oxleas.

• Monitoring shared mailboxes and answering telephone calls, assessing incoming correspondence / calls and addressing the full range of queries.

• Efficient and effective liaison with learning suppliers / internal facilitators to ensure shared understanding of responsibilities and effective delivery of programmes.

• Effective liaison with a range of others, to ensure smooth flow of information or support achievement of shared aims.

• Proactively communicating with colleagues on workload issues, annual leave arrangements or administrative issues.

• Providing more complex advice to staff and managers in relation to L&D policies and procedures (e.g. supporting managers to agree appropriate application of Mandatory Training Policy to newly created or altered positions), requiring interpretation coupled with context knowledge.

• Providing sensitive and appropriate feedback, for example where risks are identified though learning delivery (e.g. individual failure to demonstrate required competence), or relating to staff member capability.

Person Specification

Ethos / Approach

• Ethos / Approach

Experience

• Experience

Skills

• Skills / Abilities

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.

Employer details

Employer name

Oxleas NHS Foundation Trust

Address

Pinewood House

Pinewood Place

Dartford

DA2 7WG

http://oxleas.nhs.uk/