Academic & ETQA Coordinator

SUMMARY:
MAIN JOB PURPOSE

• The incumbent will be responsible for the coordination of allocated campus projects, related duties and providing administrative support to the ETQA Manager, Facilitators, Assessors and Moderators.
• The incumbent will implement all processes relating to the department in accordance with the Quality Management System and satisfying all SETA/QCTO and/or QCTO requirements.

• 5 years' experience in an administrative role
• 3 Years' experience in Campus environment
• 3 Years' experience in computer literacy (Microsoft Office).
• 2-3 Years' experience in office administration role
• Experience in Training and Skills Development environment with understanding of assessment and moderation processes
• Understanding of Assessment and Moderation Reports
• 2-3 years' experience in Computer Literacy (MS Office, Google Mail, LMS)

• Ensuring Fixed Term Contracts (FTCs) and Workplace Based Agreements (WBAs) are correctly prepopulated during learner onboarding within the prescribed timeframes.
• Conducting learner orientation and induction during the first week of the learnership start date.
• Opening manual and digital Client Project Files during the first month of project commencement.
• Creating learner profile on Learner Management System (LMS) and ensuring all parties constantly update the LMS.
• Adding learners to Google classroom for all the online projects and tracking the progress of the projects monthly.
• Submitting FTC & WBAs contracts to Key Accounts Management team for relevant signatures within the stipulated submission deadlines.
• Preparing and submitting initial uploads to NQC for learner registration within 48 hours of learner onboarding
• Quality assuring learner documents and submitting to NQC for SETA/QCTO submission.

• Identifying 'red flag' learners based on the attendance trackers and reports from Facilitators.
• Initiating stop stipend and termination requests for 'reflagged' learners
• Maintaining accurate and updated stop stipends and terminations database ensuring Learner Detailed Spreadsheets (LDSs) are updated to correctly reflect the correct learner status.
• Ensuring learners are terminated on the LMS and google classroom once termination has been approved.
• Uploading pre-populated termination letters in the respective client folders for the clients' signatures and once signed by the client sent the letters to the respective terminated learners.

• Coordinating the collection and submission of both manual and digital POEs to and from Facilitators, Assessors and Moderators
• Capturing learner attendance and POE results on LMS and updating the assessment trackers
• Coordinating remediation between all parties (Learner/ Facilitator/ Assessor/ Moderator)
• Maintaining an orderly, clean and tidy POE Room
• Maintaining orderly digital POE's
• Coordinating and sampling project files and learner POEs for NQC audits and for SETA/QCTO verification
• Compliance and Learner Progress Reporting
• Submission of Monthly detailed learner results sheets to
• NQC Submission of Weekly Plan to ETQA Manager e Supporting the ETQA Manager with information required for compliance reporting to NQC for SETA/QCTO requirements.

• Reporting all learner attendance concerns to the ETQA Manager to initiate stop stipends and terminations.
• Assisting the ETQA Manager in planning for learner induction ensuring all stakeholders are advised on time to prepare for the induction.
• Uploading monthly registers from Facilitators and Structured Workplace Coordinators into the respective client folders.
• Ensuring all learners have ID Cards taken within the first week of class attendance.
• Ensuring all OHS signage is in place and reporting all non-compliance to OHS regulations to the Campus Manager.
• Updating the campus asset register monthly and reporting any damaged or missing assets to the Campus Manager
• Providing a weekly report on LMS and submit to the ETQA Manager
• Planning for campus graduation and ensuring all learners' certificates of completion are ready within the 12th month of learnership completion.
• Administrative and Logistical Support to Facilitators
• Printing learner material, providing pre-populated attendance registers, LDSS and Roll Out Plans to the Facilitators
• Welcoming learners and directing them to their classes and introducing them to their Facilitators on the first day of attending class.
• Monitoring class attendance within the first week of project commencement and communicate any deviations to the Campus Manager and Recruitment Team to initiate the termination and replacement process.
• Receiving weekly attendance trackers from Facilitators and communicating any deviations to the Campus Manager before sending the weekly attendance trackers to the respective Key Account Managers.
• Red flagging problematic learners in order to initiate stop stipends and terminations and maintain an updated stop stipend and termination database.
• Receiving monthly reports from Facilitators for the ETQA Manager to quality assure before final checks by the Campus Manger and uploading these to the clients' respective folders.

POSITION INFO:
PHYSICAL ABILITIES REQUIREMENTS

• Must comply with all OHS, security and diseases control requirements on company and in client environment as required.
• Ability to sit and stand for extended periods.
• Fine dexterity to operate computer, telephone and other office equipment.
• Visual alertness to inspect documents for accuracy.
• Ability to hear and speak to exchange information.
• Ability to occasionally bend, stoop and reach for work tools of trade etc.
• Ability to occasionally lift and carry standard office items/tools of trade.
• Ability to attend work at least in normal business hours.
• Ability to stay alert and sustain effectiveness through antisocial hours in times of emergencies or conflicting deadlines/work under pressure.
• Ability to work from home when required in alignment with business operational requirements.
• Ability to do at least local and regional business travel as required by either road, and or air,

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