Learning and Change Co-Ordinator (Cape Town) at Sun International

Job Purpose

• The Learning & Change Co-ordinator is responsible for providing transactional and administrative support to the unit’s learning and change function including the updating of the learning management system, planning for learning programmes and course administration, to ensure seamless and consistent delivery of the function's services to all clients and stakeholders.
• The role will also be responsible for administration related to Occupationally-directed and leadership development training, learnership and skills programs; as well as bursary administration processes, in line with Company standards and legislation.

Key Performance Areas

• Be the first point of contact for all transactional learning and change-related queries at the unit
• Maintains learning and development event records by recording course codes, calendars, process event names, logistical information, attendance registers
• Administer learning-related documentation for the creation of new programme requests; and the amendment of existing programme requests
• Update the learning management system with programme information related to bursary applications; study assistance loans; management development programmes and learning initiatives and programmes, ensuring all data is accurate and complies with audit requirements
• Identify, classify, maintain and protect Learning, Change and Development related files, documentation and sensitive information consistent with record handling and audit requirements.
• Coordinate the flow of departmental paper and electronic documents to the appropriate parties (obtaining from Business units passing on to payroll, files, etc.)
• Support the preparation of mandatory plans and reports, by capturing and / or conducting internal audits of data to ensure data is clean for submission
• Monitor and track nominations for learning and development programmes, highlighting any challenges, lack of nominations and non-attendance to management for resolution
• Compile a tracking system for monitoring bursary applications and study assistance loans, and results
• Provide administrative support for the processing of learnerships
• Co-ordinate special / small change and learning projects as allocated by Management
• Work with internal and external stakeholders to track documentation and contracts for professionals to support various learning and development projects and processes
• Support the team in the development of change communication templates, posters, content, etc as is required
• Participate in compiling presentations with regards change including compiling of data analytics and reporting
• Monitor progress of learning programmes and track volumes of costs and payment of fees against a pre-defined budget to ensure costs are aligned with agreed contract terms and there is no disruption to projects / progress
• Send out meeting/event invitations in advance (within reasonable time period to accommodate delegates).
• Book venues and logistics according to learning and / or change programme needs/requirements – number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
• Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
• Arrange catering in line with RSVP’s and dietary requirements of the attendees.
• Communicate details and logistics to attendees in advance of the event happening
• Provide administrative support and respond to queries received by the Learning and Development department (including responding to e-mails, mail and telephone enquiries), escalating or redirecting any issues identified

Minute meetings and communications to stakeholders

• Allocate and reconcile supplier invoices correctly and resolve all queries and track against skills development targets
• Update electronic repositories and shared folders with templates and support documentation around the various processes
• Liaise with travel service providers to co-ordinate travel, car and accommodation arrangements for the Learning & Change team
• Arrange accommodation and travel logistics for relevant learning stakeholders and service providers
• Facilitate and track the onboarding process for the unit

Nominations Management & Course Administration

• Support management in eliciting and tracking nominations for learning and leadership development programmes for the business unit(s), highlighting any challenges, lack of nominations and non-attendance to management for resolution
• Administer, record, and track the implementation of learnerships, leadership development and bursary interventions for the business unit(s) within the learning management system.
• Track the completion and submission of portfolios of evidence by learners
• Implement a tracking system for monitoring bursary applications and study assistance loans, and results for the business unit(s)
• Track attendance of learning programmes in the system
• Compile an electronic filing system and ensure all files are up-to-date and accessible for auditing and reporting purposes

Learning Programme Administration

• Co-ordinate and communicate on the logistics of learning events
• Co-ordinate the creation of learning events in the learning management system
• Update the learning management system with relevant learning course and programme information (including timing, dates, logistics, attendance, facilitators, etc.) in line with learning needs analyses
• Update the costs related to learning and skills development programmes in the learning management system
• Assist with facilitation of learning programmes and interventions where necessary
• Obtain learner feedback on the effectiveness of learning programmes, and track results on learner satisfaction
• Collaborate with departmental management to facilitate and measure the effectiveness of the onboarding process of new starters to the business unit
• Capture and update all learning related attendance into the learning management system, including onboarding and on-the-job coaching information and data

Learning & Change Reporting & Analytics

• Audit data of learning programmes in the system to ensure data remains clean and complete
• Consult with stakeholders (including EE/SD committee and union) in the compiling of mandatory skills development plans and reports
• Prepare data and draft mandatory skills development plans and reports, ensuring any missing data is inputted
• Prepare audit files and supporting documentation (invoices, attendance registers, EMP payroll reports; bursary applications and results; learnership contracts, schedules, and programme outlines) and co-ordinate logistics for BBBEE skills development audits.
• Measure and report on the effectiveness of learning content to ensure stakeholder requirements are met and expected transfer of knowledge, skills and ROI is achieved.
• In cases of underperformance and non-delivery, document and provide recommendations and feedback to Group Learning & Development for further action
• Monitor and track the compilation of skills spend and documentation for BBBEE reporting for allocated business units
• Report on skills development spend and statistics relative to BBBEE targets for allocated business units, making recommendations where gaps exist

Stakeholder Engagement

• Acts as coach and trusted business advisor to influence HR and operational teams, in the areas of Learning and Change Policy, skills development legislation, BBBEE skills development regulations and the implications of decisions from a Learning perspective.
• Manages relationship with learning providers through regular engagements around programme logistics, learning needs, and session feedback.
• Initiates and sustains continuous dialogue with the Operational teams on skills development issues, and partners in exploring learning options for resolving the issues. 
• Builds trusted and respected relationships with internal stakeholders, and be a sound and credible counsel for HR and operating teams
• Assists in the facilitation of learning programmes and onboarding when required
• Works with learners to assist them in achieving their learning needs and close development gaps
• Collaborates with Group Learning & Change around feedback on learning needs analyses, content and design feedback, and measurement and transfer of learning.
• Attend various industry conferences in order to stay informed of best practices and industry trends.
• Provides feedback and innovation to Group Learning and Change around progress, challenges, and any areas of concern from a learning, skills gap and opportunity perspective.

Requirements

Education

• Grade 12
• Studying towards a 2-Year tertiary qualification in learning and / or ODETDP

Experience

• 3 years in an administrative function.
• Exposure in the areas of learning and development will be an advantage

Skills and Knowledge

Core & Personal behavioral competencies

• Organizing and Co-ordinating
• Handling information / following procedures.
• Collating information
• Clerical Administrative functions
• Problem-Solving
• Decisiveness/ Judgement 
• Checking / attention to detail
• Relationship building
• Connecting and integrating
• Financial acumen

Technical / proficiency competencies

• Skills Development legislation, BBBEE regulations on SD
• Project Co-ordination
• Computer Literacy (MS Office / Peoplesoft)
• IFS (Purchase requisitions)
• Written and verbal communication skills
• Professionalism & integrity
• Learning needs analyses
• Business Acumen
• Financial Acumen and numerical skills
• Skills Development Reporting writing