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 requirements


QUALIFICATIONS & EXPERIENCE
●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)
●Minimum of Matric (Grade 12) / equivalent
●Administration certificate NQF Level 4+ will be advantageous
●Basic OHS Certificate (First Aider, Fire Fighter) required.
●Computer Literacy in MS Office suite
●Certificate in Training and Development will be advantageous
●Certificate in Project Management or Office Administration will be advantageous
●Knowledge and understanding on the SETA/QCTO, assessment/ moderation processes.
End User /Computer certificate will be an added advantage


DUITES & RESPONSIBILITIES
Learner contracts administration
-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.
-Administering Learner Stop Stipends and Terminations
-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.
POE administration
-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 Training Manager
-Supporting the Training Manager with information required for compliance reporting to NQC for SETA/QCTO requirements.
Academic Administration
-Reporting all learner attendance concerns to the Training Manager to initiate stop stipends and terminations.
-Assisting the Training 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 Training 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 Training Manager to quality assure before final checks by the Campus Manger and uploading these to the clients’ respective folders.


COMPETENCIES & SKILLS
●Good administration skills
●Excellent telephone Etiquette
●Strong verbal and written communication skills
●Friendly demeanor
●Interpersonal skills and ability to relate to staff clients and learners at all levels
●Computer Literacy (MS Office, Google Mail, LMS)
●Attention to detail and high level of accuracy in data capturing
●Effective filing experience
●Understanding of Quality Assurance
●Proactive and able to use own initiative with sound ability to prioritize workload
●Teamwork and collaboration skills

POSITION INFO:
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 requirements


QUALIFICATIONS & EXPERIENCE
●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)
●Minimum of Matric (Grade 12) / equivalent
●Administration certificate NQF Level 4+ will be advantageous
●Basic OHS Certificate (First Aider, Fire Fighter) required.
●Computer Literacy in MS Office suite
●Certificate in Training and Development will be advantageous
●Certificate in Project Management or Office Administration will be advantageous
●Knowledge and understanding on the SETA/QCTO, assessment/ moderation processes.
End User /Computer certificate will be an added advantage


DUITES & RESPONSIBILITIES
Learner contracts administration
-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.
-Administering Learner Stop Stipends and Terminations
-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.
POE administration
-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 Training Manager
-Supporting the Training Manager with information required for compliance reporting to NQC for SETA/QCTO requirements.
Academic Administration
-Reporting all learner attendance concerns to the Training Manager to initiate stop stipends and terminations.
-Assisting the Training 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 Training 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 Training Manager to quality assure before final checks by the Campus Manger and uploading these to the clients’ respective folders.


COMPETENCIES & SKILLS
●Good administration skills
●Excellent telephone Etiquette
●Strong verbal and written communication skills
●Friendly demeanor
●Interpersonal skills and ability to relate to staff clients and learners at all levels
●Computer Literacy (MS Office, Google Mail, LMS)
●Attention to detail and high level of accuracy in data capturing
●Effective filing experience
●Understanding of Quality Assurance
●Proactive and able to use own initiative with sound ability to prioritize workload
●Teamwork and collaboration skills

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