Teaching / Tutor / ID

 Training & Community Opportunities Key Worker - LOCATION STRABANE

Job Description:

• The post holder will be responsible for assisting in the management and coordination of personnel / the Training & Community Opportunities staff Team, as well as assisting the T&CSMs with ensuring compliance generally across the organisation.
  
• Core to the role is reporting to and assisting the Training & Community Services Managers (all sites) who line manage postholder along with the Team of Client Facilitators/Keyworkers, the Client Services Coordinator, Keyworker with Client Services duties, Trainee Support worker(s), and volunteers on all N.I. sites.
  
• It is the postholders’ responsibility, in the Northern Ireland service,(along with that of the other Senior Management Team members); to ensure that highest quality possible service provision is maintained and is readily available to individuals with a learning disability referred by the Western Health & Social Care Trust (WH&SCT); with effective and efficient communication being key. There may be occasions when the postholder, as a senior member of Management, will be asked to assist in the R.O.I. service whereupon the M.O.U. (Memorandum of Understanding) between the 2 organisations will be called upon and the related financial arrangements will take place. Senior Team meetings will be a regular feature when the Team from both organisations will come together to discuss strategy, finances etc.
  
• This is a senior role within the Senior Management Team (SMT), requiring an understanding of the structure of funding received from the core funding bodies and how this aligns to the delivery of services. The postholder will be required to ensure that all OCN Internal Verifier (IV) training is up to date in order to work effectively and efficiently within the overall Quality Team with the remit of the verification of certified qualifications delivered in- house in each academic year. (We are an OCN-registered Centre in both N.I. and R.O.I.).
  
• In addition, the role requires postholder to ensure training is kept fully up to date in order to fully execute the Safeguarding function. This will require ensuring that Safeguarding Champion training is completed and kept up to date, liaising closely with the WHSCT social work team, Adult Protection Gateway Service/PSNI as appropriate; ensuring all paperwork is submitted and necessary follow up carried out in an efficient and timely manner. The management of incidents/advising /guiding staff will be necessary as required in Organisation / in the Community settings.. Ensuring the provision of ongoing safeguarding training to new recruits; as well as the staff Team overall will assist in this function.

Duties and Responsibilities:

• Actively promoting person centredness as a key value of all aspects of the service
  
• Using the specially-designed organisations Monitoring Checklist to measure outputs so that remedial actions can be relayed to relevant staff on an ongoing basis (and not exclusively at staff supervision meetings).
  
• Regular and effective/efficient checking and follow up of these remedial actions.

Responsibility for key areas:

• Training (service users)
  
• Placements
  
• Staff Management
  
• All aspects of health & safety incl. overseeing/ensuring that all risk assessments as prepared by key working/ Client Services staff for each trainee/each activity/each location; are in place in a timely manner, signed and dated
  
• Quality assurance/ongoing quality monitoring via trainee, family and staff feedback
  
• Other (e.g. management of Compliments/Complaints; assisting Client Services Team if necessary, Supplies orders etc., detailed in this JD)
  
• Attendance at / representation of Company at any relevant meetings/on request/on behalf of other SMT members/ in the absence of the Training & Community Services Managers which may include both remote and in-person meetings/travel to other WHSCT locations.
  
• Providing support and assistance for the Training and Community Services Managers (all sites) in the day-to-day planning, management and delivery of all training and Community Opportunity services primarily in the Greater Strabane area but flexibility may be necessary for the Co. Donegal sites from time to time. i.e., to assume responsibility for the coordination and effective and efficient delivery of all aspects of the person-centred, inclusive programmes/activities to all clients referred to our services by the WHSCT. Ensuring continuous, open, effective communication via TEAMS, email, WhatApp between relevant stakeholders to ensure a joined-up approach at all times.
  
• Postholder will be required to provide senior management guidance and direction to the staff Team daily - on appropriate training and Community opportunities for each referred client as agreed by the Training & Community Services Managers (informed by the Client Services Coordinator/client meetings); and reflected in daily training timetables and community opportunities.
  
• Preparation of comprehensive site reports on request for Board meetings
  
• Preparation and dissemination of weekly staff whereabouts for Strabane site; taking into account annual leave / training scheduled / other absence, ensuring adequate staff cover at all times to safeguard our trainee group and facilitate planned classes, activities, transport etc both in-Centre and in the Community. Ensuring staff cover as required and staff Team adherence to required routines e.g. whereabouts, class start times (and relevant trainees in those classes), manning of phone/landline/meeting and greeting parents daily etc.
  
• Utilising this job description, as well as the job descriptions of the Client Services Coordinator, the Client Facilitator/keyworkers, trainee support staff and volunteers/all Team members on a daily basis to encourage personal autonomy whilst monitoring outputs; postholder will relay remedial actions to appropriate staff member(s) as necessary and conduct minute-d, signed staff supervision meetings regularly.
  
• Providing guidance to the Client Services Coordinator and the staff Team with WHSCT requirements in mind; in order to ensure that systems and procedures are maintained for the ongoing monitoring of service provision including (but not exclusively), maintenance of live PCP folders/evidence, trainee annual reviews, trainee attendance recording, trainee whereabouts, monthly reports, welfare calls etc.
  
• With the Client Services Coordinator/Team, overseeing the new referrals process. In the Client Service Team absence, engaging with WH&SCT social work Teams; collaborating with both the T&CSMs (Co-Managers in absence if necessary); ensuring a joined-up approach; information sharing and actions allocated. Follow up of excellence on the set - up of taster programmes - briefing all relevant staff on expectations etc. To ensure the availability of detailed progress reports on taster sessions for review purposes and to assist in family decision-making process. Ensuring the Senior Administrative Officer is briefed on any movement ( new starts, leavers, change in days attending service etc) and that attendances are recorded daily and submitted by Client Services Coordinator.
  
• Responsibility for supporting the T&CSMs in the management of the Community Opportunity function within the organisation; including, but not exclusively, ensuring that each trainee has adequate Community Opportunities/placement provision; that record-keeping is in place (e.g., traffic light system (Keyworkers), trainee whereabouts (CSC), placement visit schedules etc. (postholder). Ensuring that staffing is managed to facilitate all Community inclusion opportunities on the N.I. sites. Ensuring with the T&CSMs that all service users who require/want one are offered a Community opportunity (work placement) based on the person’s PCP and that the required steps within this process are followed by responsible staff member/keyworker. This will be done by utilising periodic checking that all paperwork is in place before commencement, with all placement documents updated at a minimum annually but as required with any changes.
  
• Responsibility for the management of the training function within the organisation i.e., the successful delivery of OCN-accredited training as well as the organisations independent travel training and New Hop Skills for Work. Where necessary, direction may be needed by staff in the daily adherence to timetables as set by postholder supporting the T&CSMs. In order to ensure timetables are in place in a timely manner; postholder will be required to assist the T&CSMs with the receipt and collation of ‘expressions of interest’ from our service users to facilitate this annual/bi-annual timetabling process. The staffing, transport etc required to support these timetables as well as any amendments/adaptions to timetables will need to be considered by postholder and sourcing of additional external and internal opportunities for trainees ongoing. (With the shift currently towards more Community-based activity/learning, postholder will be required to support staff in ensuring relevant evidence for achievement of learning outcomes is captured; that there are adequate learning resources, lesson plans. Postholder will be required to conduct classroom observations and keep records for OCN etc.)
  
• To sign off on all annual review reports as prepared by Client Services staff team. Effectively manage, by ensuring CS Team facilitate the completion of the annual review process with (at a minimum) an annual meeting for each service user (and attendance at these with relevant keyworker if requested/necessary in order to support the CSC with families with concerns)
  
• Ensuring maintenance of open, clear two-way communication with our service users and their families and to assist at all levels in the ongoing collation of trainee satisfaction data which informs T&CSMs and therefore information required for the bi-annual Western Trust service review meetings. To proactively monitor, analyse and evaluate trainee and staff feedback/data and communication of findings to T&CSMs to inform future planning / manage changes etc
  
• With T&CSMs, (2-person presence) address/return calls/complaints/issues with parents and or funders which cannot be resolved by the Client Service CoOrdinator and assistant in their roles as link persons in the organisation.
  
• To act as the Safeguarding Champion for the organisation and provide safeguarding expertise and professional clarity to staff, if necessary, with guidance from the T&CSMs and the Co-Managers. Liaising closely with WH&SCT Adult Social Work Team/ Adult Protection Gateway Service / PSNI as appropriate; ensuring all required paperwork is submitted and all necessary follow up carried out in an efficient and timely manner and that the T&CSMs and/or either Co-Manager is briefed immediately. Filing of the APP1 form will be completed by the T&CSMs; postholder will be required to ensure all follow up is carried out in an efficient and timely manner. The preparation and rollout of Interim and / or Safeguarding Plans as appropriate and ensuring all staff Team fully trained and compliant at all times. (Safeguarding function is joined-up i.e. all senior staff trained as DO (ROI) and Champions (NI) to collaborate as necessary/required).
  
• Along with Assistant Training & Community Services Managers, the Donegal sites, assuming joint responsibility for all the moderation/IV remit for the 2 organisations, ensuring planned IV days take place on all sites and ensuring the that OCN meetings are conducted by postholder as required in Strabane Head Office with all minutes/meetings/feedback/guidance in line with OCN requirements Postholder will be required to complete classroom supervisions regularly for OCN purposes.
  
• Assisted by the Keyworkers, Client Services Coordinator/Keywork with Client Services duties, supporting the Training & Community Services Managers in the management of health & safety (both sites); by the periodic checking for the existence of and accuracy of (signatures, dates etc.) of all required risk assessments for a) each site and b) each trainee in a) each location and b) each activity at any given time and the reporting of anomalies to the staff member responsible for completion of these documents will be carried out by the postholder. The Training & Community Services Managers will be briefed on same/cc-ed in email correspondence so that he/she can take action if not remedied as soon as possible. This includes date checking for renewal as well as accuracy/content of all new risk assessments with necessary details and will be included in the staff supervision document for the responsible staff member for discussion at the meetings. Staff create their own risk assessments. (Summer trip RAs and new start RAs must be prepared by CS Team and signed off before leaving Centre).
  
• Ensure that there is a live Fire and Health & Safety file on each site and that Team periodically review and sign off on same.
  
• To ensure by periodic checking that there is a ‘live’ Medical Alert folder stored securely but immediately accessible at all times to all staff. New trainee medical details (protocols etc), as well as any other changes, updates, deletions etc. to be noted by the Client Service Coordinator and assistant; with all staff cc-ed in all email correspondence to ensure seamless information sharing.
  
• Contributing to, as required the recruitment and induction process ensuring full and comprehensive onboarding for new staff recruits. The completion of thorough induction training and processes, ensuring sign-off, date etc received and scanned to Cloud as soon as possible post commencement.
  
• To carry out the annual review of Policies & Procedures with all staff and gain signature/scan on Cloud
  
• Responsibility for the identification of and requesting staff training / providing in-house training to staff members and volunteers. Continuous maintenance of and/ updates to staff training register ensuring recurring training/renewals etc are arranged in a timely manner
  
• Preparation of comprehensive site reports on request for Board meetings
  
• Jointly with SMT, to participate and contribute to planned evaluations of the service, to ensure continuous review and improvement where possible and communication with the senior Team; so that improvement measures are triggered where possible and when required.
  
• To observe and enforce all rules and regulations (Policies & Procedures) of the organisations services ensuring that all relevant administrative rules, regulations, policies and procedures are adhered to at all times
  
• To routinely liaise with the organisation’s Training & Community Services Managers (all sites); in relation to all regulatory, legal, funder and Company standards / requirements and coordinating the implementation of these standards through the staff Team in Donegal.
  
• To liaise with appropriate Community agencies / alternative funding bodies in Co. Tyrone when/if possible - to maximise collaborative working and in sourcing additional / complementary funding opportunities to enhance the service
  
• To assume responsibility for timely completion of all required administrative tasks (self and staff Team) e.g., Staff Update/supervision meeting preparations, monthly receipt and checking / approval of all staff Team timesheets and expenses before submission for payment to Senior Admin Officer
  
• To execute the effective and efficient administration of the Company’s Complaints Policy (updated January 2025); following process and protocol in the recording and management of complaints received from any source in the course of operational activity overseen by the T&CSMs. Also, the recording of in the Compliments Register and conveying on of all compliments received for feedback to the Senior Administrative Officer and ultimately the WHSCT
  
• To execute jointly with the T&CSMs the scheduled Staff Update / Supervision meetings 8-weekly/as required with each member of the staff Team, utilising newest, updated Staff Feedback template and reporting back to the T&CSM during own supervision. During monthly supervision meeting (or earlier if required), any issues/cause for concern are to be addressed and recorded / signed off as appropriate
  
• To create and maintain schedule of dates for all meetings in service i.e. weekly Monday morning planning meetings, PCP meetings, Team meetings, OCN meetings, staff supervisions, trainee progress meetings, trainee annual review meetings, Community Placement visits etc. including notification / reminders to staff as required (taking lead in all said meetings in absence of T&CSMs)
  
• As required by the needs of the service e.g. staff absence - through sickness, training / other; carrying out contact teaching time and all other key working duties (e.g. Community placement visits, PCP work, trainee transport / supervision of activities etc.); with trainee groups.
  
• To assume responsibility / give approval (with guidance from the T&CSMs as required on budgets etc) and as identified by the T&CS Team; for the ordering of supplies for the organisation via the Senior Administrative Officer
  
• Any other reasonable duties as deemed appropriate by the Management of the service

Hours of work - Strabane Head Office

• (Mon-Thurs) 9.00am to 4.30pm;
  
• (Fri) 9.00am-3pm

Benefits:

• On-site parking
  
• Work Location: In person