Learning Systems Officer
Job Description
Job summary
We are recruiting an experienced Learning Systems Officer to support the implementation of our new Learning Management System across Chelsea and Westminster Hospital NHS Foundation Trust and The Hillingdon Hospitals NHS Foundation Trust. This role is essential for managing the technical aspects of our learning platforms and facilitating the transition from legacy systems.
The ideal candidate will have strong data management skills, experience with learning technologies, and exceptional attention to detail. You will be responsible for system administration, data migration, reporting, and providing first-line technical support to users. Your expertise in maintaining data integrity and creating standardised processes will be crucial as we build a unified learning infrastructure.
We're looking for someone who can effectively collaborate with Subject Matter Experts, communicate technical concepts clearly, and adapt to changing priorities in a healthcare environment. If you have a background in learning systems administration and are passionate about supporting healthcare professionals' development, this role offers an exciting opportunity to shape the future of learning across our NHS organisations.
Main duties of the job
As the Learning Systems Officer, you will manage the day-to-day administration of our Learning Management System across both Trusts, ensuring seamless functionality and optimal user experience. Your core responsibilities will include:
- Leading the migration of training programmes from legacy systems to our new LMS platform, maintaining data integrity throughout the transition process
- Providing comprehensive technical support to users, troubleshooting issues, and developing clear documentation and training materials
- Creating and generating detailed compliance reports for stakeholders, maintaining accurate training records, and conducting regular data quality audits
- Supporting Subject Matter Experts in system navigation, and best practice implementation
- Establishing standardised processes for system administration, content management, and user access across both organisations
- Collaborating with the Learning and OD team to implement continuous improvements based on user feedback and emerging technologies
- Representing both Trusts in system-related meetings and contributing to the wider Acute Provider Collaborative digital learning strategy
About us
Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children's services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.
We are committed to equal opportunities and believe that diversity drives innovation and excellence. As part of our dedication to equity, we actively welcome applications from individuals from the global majority, veterans and underrepresented communities. We value the unique perspectives and experiences that diverse teams bring and are committed to creating an environment where all voices are heard, respected, and empowered to succeed."
If you haven't heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.
Some roles may require weekend shifts at multiple sites.
Job responsibilities
System Management and Transition
- Serve as the primary point of contact for all Learning Management System operations across Chelsea and Westminster and The Hillingdon Hospitals NHS Foundation Trust sites
- Lead end-to-end management of Training Needs Analysis (TNA), working closely with Subject Matter Experts for existing and new courses
- Ensure consistency in internal processes while maintaining alignment with Acute Provider Collaborative standards
- Maintain system integrity through regular audits, updates, and quality assurance checks
- Manage the phased migration from OLM and ESR systems to the CHIL LearningHub, ensuring smooth knowledge transfer
- Develop comprehensive user guides and transition documentation for system administrators and content creators
- Provide first-line technical support to end-users across both organisations
- Build and maintain core structural elements including TNAs, compliance frameworks, and reporting mechanisms
Data Accuracy and Content Management
- Develop and implement robust data governance processes ensuring accuracy and integrity
- Create and manage comprehensive content review and update schedules
- Establish consistent standards for training content and system administration
- Conduct regular audits of data quality, ensuring compliance with NHS standards
- Lead the reconciliation and validation of training records, maintaining accurate learner histories
- Generate, analyse and distribute detailed compliance training reports to support organisational decision-making
- Implement quality assurance frameworks for all learning content and system processes
- Manage backend system integration and data synchronisation across the Acute Provider Collaborative
Training and Support
- Design and deliver comprehensive training programmes for system administrators, Subject Matter Experts, and end-users
- Create engaging, accessible training resources including user guides, tutorials, and troubleshooting documentation
- Develop standardised protocols for system navigation, content creation, and quality assurance
- Provide ongoing support and mentoring to ensure consistent system usage across both trusts
- Regularly review and update training materials to reflect system updates and user feedback
Stakeholder Engagement
- Build strong relationships with Subject Matter Experts to facilitate content reviews and updates
- Host bi-annual SME forums to ensure alignment with current guidelines and best practices
- Provide comprehensive support to training providers, managers, and staff
- Represent the organisations in external learning technology meetings and NHS collaborative forums
- Deliver regular strategic updates to senior leadership on system performance and compliance tracking
- Maintain effective communication channels across all stakeholder groups
Continuous Improvement
- Stay current with emerging digital learning technologies and NHS digital framework
- Proactively identify and implement system improvements based on performance reviews and user feedback
- Contribute to the development of the organisation's learning and development strategy
- Participate in service planning and improvement initiatives, implementing innovative learning solutions
- Support the organisation's goal of being an employer of choice through effective learning platforms
Person Specification
Application & Interview
Essential
- Demonstrable experience with learning management systems and digital learning platforms
- Strong background in data management and reporting, with excellent analytical skills
- Exceptional attention to detail and accuracy in handling training records and system data
- Excellent written and verbal communication skills, with the ability to present complex technical information clearly to non-technical audiences
- Proficient in Microsoft Office applications, particularly Excel for data analysis and reporting
- Experience in providing technical support and training to system users
- Proven ability to work independently while fostering collaborative relationships across multiple teams
- Resilient and adaptable approach to managing change in complex organisations
- Customer-focused mindset with a commitment to service excellence
- Strong time management skills with the ability to prioritise competing demands effectively
Desirable
- Experience working within NHS or healthcare settings
- Technical familiarity with OLM, ESR and/or Totara Learner Management systems
- Advanced Excel skills, including Lookups, Pivot tables, and data analysis
- Experience in database querying and management
- Understanding of organisational change management principles ...
