Job summary
Are you passionate about
supporting the professional development and wellbeing of NHS staff? Do you have
strong leadership skills and a proven track record in managing administration
and coordination functions? If so, we have an exciting opportunity for you to
join our team as a Learning and Development Coordination Manager at South West
Yorkshire NHS Partnership Foundation Trust.
As the Learning and
Development Coordination Manager, you will play a key role in driving the
learning and development strategy, overseeing the day-to-day operations of
training delivery, and managing a team of coordinators. You will be responsible
for the efficient management of the Wellbeing and Learning Centre, ensuring the
provision of high-quality training programmes and maintaining accurate training
records. This is an excellent opportunity to contribute to the development and
growth of our workforce, enhancing their skills and promoting a positive
working culture.
Main duties of the job
Responsibilities:
Demonstrate strong leadership and people
management skills to motivate and develop a team of coordinators, promoting
collaboration and high performance.
Manage our Wellbeing & Learning Centre,
ensuring its alignment with organisational goals.
Exhibit excellent organisational and project
management skills to meet tight deadlines and prioritise, managing multiple
tasks effectively.
Oversee training delivery, including
scheduling, coordination, and evaluation, while maintaining accurate records.
Work with stakeholders to develop and
implement objectives aligned with our strategy.
Foster strong relationships with senior managers,
clinical staff, and other departments.
Ensure compliance with policies and
regulatory requirements, implementing quality assurance measures.
Assist in budget preparation and optimise
resource management for efficient training delivery.
All employees of
the Trust are strongly encouraged to be fully vaccinated against COVID-19 to
protect patients.
About us
We
are a specialist NHS Foundation Trust that provides community, mental health
and learning disability services for the people of Barnsley, Calderdale,
Kirklees and Wakefield. We also provide low and medium secure services and are
the lead for the west Yorkshire secure provider collaborative.
Our mission is
to help people reach their potential and live well in their communities, we do this
by providing high-quality care in the right place at the right time. We employ
staff in both clinical and non-clinical services who work hard to make a
difference to the lives of service users, families and carers.
We encourage
and welcome applications from all protected characteristic groups, we value
diversity and want our workforce to be reflective of our communities.
Being
a foundation Trust means were accountable to our
members, who can have a say in how were run. Around 14,300 local people
(including staff) are members of our Trust.
Join
us and you will be one of over 4,500 staff committed to supporting and improving
the mental, physical and social needs of the thousands of people we meet and
help each year.
We
are committed
to safeguarding and promoting the welfare of children, young people and
vulnerable adults and expects all colleagues and volunteers to share this
commitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description
Job responsibilities
JOB SUMMARY
The postholder will provide leadership and operational management to the Co-ordination Team within the Learning and Development function, ensuring excellent service and organisational management of workload, manging the secretarial and administration function of Learning & Development Team
To work as part of the senior Learning and Development Team, providing an effective and efficient administrative support
Be able to prioritise their workload, work independently and autonomously, professionally and with flexibility to meet the high demands of the post. Must be able to work under pressure, to tight deadlines exercising a high degree of initiative and professionalism.
KEY RESULT AREAS:
The postholder will:
1.1Care/service/function provision:
To provide, monitor and ensure delivery of a high quality, complex and highly confidential secretarial and administration service for the Learning and Development Team, underpinned by effective communication and stakeholder management, both internally and externally.
To prepare agendas and take and produce minutes at high level trust-wide meetings (to include such meetings where minutes are distributed to external partner organisations and other bodies outside of the trust) to a high standard and in a timely manner maintaining a full understanding of the context of the meeting. Ensure effective coordination and circulation of minutes and all relevant documentation.
To develop and implement and formulate strategic plans and implement service improvements such as the Wellbeing and Learning Centre day to day facility which will have impact across the whole of the organisation.
To develop and manage information systems to meet the specifications of others, i.e. room booking software and ESR for Internal course bookings.
To write, develop and maintain departmental policies and procedures in order to maintain/improve the efficiency of the Learning and Development function.
To develop, implement and maintain manual and computerised filing systems, quarantining sensitive information and identifying where access needs to be restricted and putting adequate procedures in place. To manage and maintain the archiving of all documents in accordance with the procedures for document retention
To formulate and implement new systems/procedures, such as control of contractors and issuing of keys to ensure that quality and safety standards of the organisation are met.
To organise the office layout and maintain stationery stocks at appropriate levels; maintaining the condition of office equipment and arranging for necessary repairssourcing of new products contracts.
To be responsible for authorisation of requisitioning of all general office/work-wear/stationery and stock items to the value of £1,000 (to include the authorisation of invoices for temporary office staff) and other areas as specified.
Participate and lead on relevant internal and external working groups and programme meetings, providing support with the set-up, coordination and ensuring all information is up to date and available.
Responsible for the development and updating of Development Programmes documentation ensuring that all deliverables are accurate and milestones tracked.
Responsible for the Risk Assessments and Business Contunity Planning associated with Learning and Development and Wellbeing and Learning Centre.
Ensure management of the Trust leaning management system, and enable processes are in place in aspects of updating learner records, implementing new developments as and when required.
1.2 Working as part of a Team:
Manage effective relationships with partner organisations such as further education providers, universities, and other suppliers of learning and development.
Work collaboratively as part of a people directorate to ensure learning and development activity aligns with service delivery.
Work collaboratively with Estates and Facilitites to ensure the effective running of the Wellbeing and Learning Centre.
1.3 Managing Self:
Maintain and update skills, knowledge and learning & development best practice through continued professional development;
Manage highly complex or sensitive information that might affect staff and recommend workforce learning and development solutions in line with Human Resource policy;
Represent the Learning & Development Department at key service meetings to determine the implications arising for possible learning and development activity;
1.4 Management Supervision and Support:
- To manage the day-to-day function of the Co-ordination office function including the supervision of administration/secretarial support to the senior management team ensuring adequate staff levels to cover for absences and peaks in workload and co-ordination of annual leave.
- To maintain and manage the Learning and Development staff personnel files ensuring data protection standards are met and adequate safeguards are in place.
- To undertake the recruitment, interviewing and appointment of new secretarial/administrative staff. Ensure that mandatory and other training requirements are met
- To carry out staff development reviews, managing performance and disciplining staff ensuring that all training requirements: to include the identification of further training requirements and implementation of training plans.
- As appropriate to the role, effectively manage and support individuals who exhibit challenging behaviour or present a significant imminent risk to themselves or others. Recognise and respond appropriately to any emergency situation.
- To maintain, monitor and audit statutory training and sickness for the Learning and Development function and produce management reports as requested.
1.5 Financial Responsibility:
Support the Learning and Development Lead in applying fair and equitable financial and procedural governance for the Trusts Learning & Development budget allocations
Monitor Trust spends within the budget and escalate to Learning and Development Lead when it is fully utilised or when is at risk of being withdrawn;
Use Trust resources efficiently and suggest alternative solutions where learning and development cost savings can be made.
Support the Programme Manager in allocating spend of the Learning and Development Budget and raising purchases through the Trust Procurement systems.
- To ensure office systems are managed efficiently and reviewed regularly ensuring the best use of trust resources.
For full details of the role please see supporting documents attached.
Job description
Job responsibilities
JOB SUMMARY
The postholder will provide leadership and operational management to the Co-ordination Team within the Learning and Development function, ensuring excellent service and organisational management of workload, manging the secretarial and administration function of Learning & Development Team
To work as part of the senior Learning and Development Team, providing an effective and efficient administrative support
Be able to prioritise their workload, work independently and autonomously, professionally and with flexibility to meet the high demands of the post. Must be able to work under pressure, to tight deadlines exercising a high degree of initiative and professionalism.
KEY RESULT AREAS:
The postholder will:
1.1Care/service/function provision:
To provide, monitor and ensure delivery of a high quality, complex and highly confidential secretarial and administration service for the Learning and Development Team, underpinned by effective communication and stakeholder management, both internally and externally.
To prepare agendas and take and produce minutes at high level trust-wide meetings (to include such meetings where minutes are distributed to external partner organisations and other bodies outside of the trust) to a high standard and in a timely manner maintaining a full understanding of the context of the meeting. Ensure effective coordination and circulation of minutes and all relevant documentation.
To develop and implement and formulate strategic plans and implement service improvements such as the Wellbeing and Learning Centre day to day facility which will have impact across the whole of the organisation.
To develop and manage information systems to meet the specifications of others, i.e. room booking software and ESR for Internal course bookings.
To write, develop and maintain departmental policies and procedures in order to maintain/improve the efficiency of the Learning and Development function.
To develop, implement and maintain manual and computerised filing systems, quarantining sensitive information and identifying where access needs to be restricted and putting adequate procedures in place. To manage and maintain the archiving of all documents in accordance with the procedures for document retention
To formulate and implement new systems/procedures, such as control of contractors and issuing of keys to ensure that quality and safety standards of the organisation are met.
To organise the office layout and maintain stationery stocks at appropriate levels; maintaining the condition of office equipment and arranging for necessary repairssourcing of new products contracts.
To be responsible for authorisation of requisitioning of all general office/work-wear/stationery and stock items to the value of £1,000 (to include the authorisation of invoices for temporary office staff) and other areas as specified.
Participate and lead on relevant internal and external working groups and programme meetings, providing support with the set-up, coordination and ensuring all information is up to date and available.
Responsible for the development and updating of Development Programmes documentation ensuring that all deliverables are accurate and milestones tracked.
Responsible for the Risk Assessments and Business Contunity Planning associated with Learning and Development and Wellbeing and Learning Centre.
Ensure management of the Trust leaning management system, and enable processes are in place in aspects of updating learner records, implementing new developments as and when required.
1.2 Working as part of a Team:
Manage effective relationships with partner organisations such as further education providers, universities, and other suppliers of learning and development.
Work collaboratively as part of a people directorate to ensure learning and development activity aligns with service delivery.
Work collaboratively with Estates and Facilitites to ensure the effective running of the Wellbeing and Learning Centre.
1.3 Managing Self:
Maintain and update skills, knowledge and learning & development best practice through continued professional development;
Manage highly complex or sensitive information that might affect staff and recommend workforce learning and development solutions in line with Human Resource policy;
Represent the Learning & Development Department at key service meetings to determine the implications arising for possible learning and development activity;
1.4 Management Supervision and Support:
- To manage the day-to-day function of the Co-ordination office function including the supervision of administration/secretarial support to the senior management team ensuring adequate staff levels to cover for absences and peaks in workload and co-ordination of annual leave.
- To maintain and manage the Learning and Development staff personnel files ensuring data protection standards are met and adequate safeguards are in place.
- To undertake the recruitment, interviewing and appointment of new secretarial/administrative staff. Ensure that mandatory and other training requirements are met
- To carry out staff development reviews, managing performance and disciplining staff ensuring that all training requirements: to include the identification of further training requirements and implementation of training plans.
- As appropriate to the role, effectively manage and support individuals who exhibit challenging behaviour or present a significant imminent risk to themselves or others. Recognise and respond appropriately to any emergency situation.
- To maintain, monitor and audit statutory training and sickness for the Learning and Development function and produce management reports as requested.
1.5 Financial Responsibility:
Support the Learning and Development Lead in applying fair and equitable financial and procedural governance for the Trusts Learning & Development budget allocations
Monitor Trust spends within the budget and escalate to Learning and Development Lead when it is fully utilised or when is at risk of being withdrawn;
Use Trust resources efficiently and suggest alternative solutions where learning and development cost savings can be made.
Support the Programme Manager in allocating spend of the Learning and Development Budget and raising purchases through the Trust Procurement systems.
- To ensure office systems are managed efficiently and reviewed regularly ensuring the best use of trust resources.
For full details of the role please see supporting documents attached.
Person Specification
Qualifications
Essential
- Degree in a relevant subject (eg; Business Administration, CIPD) or able to demonstrate competencies at that level.
Desirable
- Management qualification
- RSA III Word Processing
- Advanced ECDL or equivalent experience
PERSONAL ATTRIBUTES
Essential
- The ability to undertake any necessary travel in connection with the duties of the post
SPECIAL KNOWLEDGE/SKILLS
Essential
- Must be able to work on own initiative and act independently.
- Good organisational skills, with an ability to work within a pressured environment working to tight deadlines.
- Demonstrate ability to work within a team.
- Excellent written and verbal communication skills.
- Strong analytical and problem-solving skills having the ability to design and maintain administration and monitoring systems.
- Demonstrable motivational skills to self and others
- Data analysis skills and the use of spreadsheets
- Ability to record and maintain accurate details, prepare written correspondence, maintain electronic diaries and organise meetings and events
PHYSICAL ATTRIBUTES
Essential
- Ability to undertake the duties and demands of the post. A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
Experience
Essential
- Good working knowledge of Learning Management Systems.
- Experience in a senior administrative role.
- Previous experience of managing and leading a team.
- In depth knowledge of Microsoft Packages.
- Experience of running a service, being responsible for implementing change and developing to improve performance.
- Knowledge of the data protection act and confidentiality
Desirable
- Experience of Minute Taking at a senior meeting level
- Experience of running a Reception Service
- Experience of working in a learning and development environment
- Audio Visual Equipment Experience
- Experience of using Electronic Record System and Oracle.
TRAINING
Essential
- An understanding of management information systems (e.g. benchmarking, budgeting, financial reporting, planning, statistical reports) their application and use.
Person Specification
Qualifications
Essential
- Degree in a relevant subject (eg; Business Administration, CIPD) or able to demonstrate competencies at that level.
Desirable
- Management qualification
- RSA III Word Processing
- Advanced ECDL or equivalent experience
PERSONAL ATTRIBUTES
Essential
- The ability to undertake any necessary travel in connection with the duties of the post
SPECIAL KNOWLEDGE/SKILLS
Essential
- Must be able to work on own initiative and act independently.
- Good organisational skills, with an ability to work within a pressured environment working to tight deadlines.
- Demonstrate ability to work within a team.
- Excellent written and verbal communication skills.
- Strong analytical and problem-solving skills having the ability to design and maintain administration and monitoring systems.
- Demonstrable motivational skills to self and others
- Data analysis skills and the use of spreadsheets
- Ability to record and maintain accurate details, prepare written correspondence, maintain electronic diaries and organise meetings and events
PHYSICAL ATTRIBUTES
Essential
- Ability to undertake the duties and demands of the post. A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy).
Experience
Essential
- Good working knowledge of Learning Management Systems.
- Experience in a senior administrative role.
- Previous experience of managing and leading a team.
- In depth knowledge of Microsoft Packages.
- Experience of running a service, being responsible for implementing change and developing to improve performance.
- Knowledge of the data protection act and confidentiality
Desirable
- Experience of Minute Taking at a senior meeting level
- Experience of running a Reception Service
- Experience of working in a learning and development environment
- Audio Visual Equipment Experience
- Experience of using Electronic Record System and Oracle.
TRAINING
Essential
- An understanding of management information systems (e.g. benchmarking, budgeting, financial reporting, planning, statistical reports) their application and use.
