Campus Manager

SUMMARY:
CAMPUS MANAGER
PINETOWN (KZN)

POSITION INFO:
MAIN JOB PURPOSE
The Campus Manager will be responsible for the sustainable performance of the site and is accountable for the efficient and effective delivery of all learning programs assigned to the physical regional campus and via online platforms. The Campus Manager works closely with technology specialists and SMEs for smooth running of digital/online courses, ensuring that both physical and digital campuses deliver high-quality education. This role ensures the seamless operation of the regional site, fulfilling contract obligations, customer expectations, and fostering a positive learning environment. The campus manager must ensure business growth, and client retention. He/she exercises effective regional leadership in driving site viability, team productivity, student welfare, operational excellence, and client retention, all while maintaining alignment with the company’s values and business objectives. He/she exercises profitable operational management, staff management, effective disciplines and fosters a culture of teamwork, ethical and professional engagement, inclusivity and empowerment.

QUALIFICATIONS & EXPERIENCE
● Must be in possession of NQF 7 Degree or equivalent.
● At least an Assessor, but preferably a Moderator qualification
● Facilitator / training qualification will be advantageous.
● At least 10 years working experience of which 8 years in an education/skills development environment.
● At least 6 years management experience sustainable and commercially sound operations
● Sound understanding of operations management and effective risk management.
● Demonstrated innovation and improved operational effectiveness.
● Sales experience would be an added advantage.
● Current valid driver’s licence and own transport
● At least 4 years campus operational management experience including:
- Learnerships implementation, SETA and QCTO processes
- Education Risk and compliance / regulatory understanding
● Experience in staff management and development
● Track record of building high performance teams achieving
● Demonstrated success in Leadership and Team Development Very disciplined and organised individual
● Excellent skills in Excel, Word and PowerPoint














DUITES & RESPONSIBILITIES

Operations:
● Oversee, manage and lead the daily operations of the campus effectively.
● Manage resources to ensure operational viability, including space, technology, and support services.
● Driving the performance of each member of the team on a daily, weekly and monthly basis as against individual targets.
● Manage and co-ordinate organisational activities at Campus level.
● Implement academic programs and activities to achieve business requirements.
● Manage operational changes as required
● Manage and ensure effective communication with all service providers and sustain client relationships
● Implement and maintain operational procedures that align with company standards and guarantee managed outcomes. Ensure governance and adherence to policies and procedures, and Business Ethics code
● Ensure quality of work and delivery to all stakeholders and adherence to Service Level Agreements
● Manage the income streams and the operational expenses and general budget.
● Execute on all administrative and financial transactions and ensure efficiency - Overall Financial management of the Campus – faculty, support staff and all its resources and operations.
● Implementation of Academic, Human, Financial and Operational initiatives in line with the strategies of the Academy strategy and objectives.
● Ensuring that appropriate staff is appointed (recruitment and selection) for all academic and support functions.
● Implementation of appropriate induction and orientation procedures for staff upon new employee start dates
● Travel between and monitor main and satellite offices; and to head office as required
● Ensure transparent and effective communication and reporting to company leadership.
● Apply for OHS re-certification
● Ensure data and file are captured accurately on company systems and ensure information meaningful and is up to date in particular in relation to learners to enable business and management reporting and decision making

Financial and Business Performance
- Drive campus growth by ensuring proper business sense, and financial prudence.
- Monitor site financial performance, including cost control, budgeting, and financial reporting.
- Foster strong client relationships to ensure customer retention and contract renewals.
- Identify opportunities for campus business development to grow the regional value.
- Ensure all campus operations comply with the company’s governance framework, including adherence to delegation of authority and mandates.
- Evaluate the cost of instructional, administrative, reasonable accommodation and training fees.
- Review of monthly management accounts and provide feedback on any discrepancies on the accounts
- Develop a cost control/cutting strategy in order to reach the expected monthly revenues
- Sound Financial management through maintaining financial controls.

Staff Management
● Lead, mentor, and develop a high-performing campus team, ensuring clarity of roles, accountability, and productivity through interacting, coaching, recognising superior performance and addressing substandard performance of team members.

● Maintain a working environment conducive to productivity, employee wellbeing and retention inclusive of support professional development, and conduct of conflict resolution as needed.
● Recruitment of all branch staff in collaboration with Human Resources Department
● Managing and developing departmental staff: Training Manager, Key Account Managers, Workplace Host Officer/s, Placement Officer/s and Administrators.
● Ensure the correct disciplines and teamwork are in place
● Demonstrate effective, fair leadership, and inculcate the company values and culture and adherence to policies, and procedures, including the business code of ethics.
● Manage and engage diverse teams effectively.
● Collaborate on continuous professional development of team members. Manage, lead and direct the workings of the campus.
● Ensure management of staff and teams through weekly/monthly meetings
● Complete Pledge for Success agreements. Identify development needs during PFS’s and ongoing during team engagements all campus employees in order to improve and empower the team
● Coach and mentor employees for planning, executing and reporting of weekly tasks allocated to ensure productivity is met as per the Academy's requirements.

Regulatory Compliance
● Work closely with committees and academic boards.
● Liaise with National Quality and Compliance team to ensure that the institution is in compliance with regulations.
● Adhere to required labour and education laws and related policies, including OHS, EE, etc.
● Manage academic offerings to ensure student competency and final certification by Qualification Authority
● External and internal relationships are managed effectively to ensure the best service delivery to students.
● Maintain a campus environment conducive to student satisfaction, safety and well-being.
● Campus Compliance - Monitor, maintain and report on the compliance of the campus
● Make sure that the campus fully complies with regulatory bodies (SETA, DoL, DoE, DoH), ensure that all regulatory charts and certificates are current and available at campus
● Conduct monthly campus audits on OHS and ETQA
● Ensure campus compliance of POPIA, and also make that the campus supports the EE/DoL compliance.

Build and maintain stakeholder relationships

● Liaise with a complex network of stakeholders to ensure business growth and business unit sustainability.
● Build strategic inter-departmental relationships to help achieve business goals.
● Collaborate with academic and administrative teams to ensure high learner retention and success rates.
● Ensure collaboration between academic, student recruitment, and host recruitment and coordination teams to ensure synergy, promote sound staff, learner and stakeholder relationships.
● Motivate for resources and changes as may be necessary to ensure operational improvements
● Ensure client and customer growth, and retention.




Onboarding and Induction

● Management of the people and processes onboarding and inducting the learners. Ensure all learner payroll packs and spreadsheets are completed and sent as per the deadlines.
● Oversee and manage the process of FTC's completion by all stakeholders and that contracts reach the responsible individuals at the right time.
● Properly plan and facilitate the induction of new groups and induction is done as per the Academy's learner's induction policy

Learner Management & Learner Support

- Oversee student services, including admissions, registration, orientation, and ongoing support.
- Ensure the physical campus serves as an effective walk-in centre for learners to access support and information.
- Promote an inclusive and supportive environment for students, addressing their academic and welfare needs.
- Ensure that learner attendance is captured correctly and on time
- Handle disciplinary issues ensuring progressive and timely corrective action, providing leadership on student conduct, and resolving conflicts or challenges
- Terminations timeously (Synopsis of the event, call logs, Campus/ Host intervention) Replacements & reporting of such is done.
- Ensure quality submissions for all request for terminations & Stop Stipends.
- Ensure Timely stop stipend as a need arise prior to client payroll.
- Ensure Headspace maximum involvement and participation, workplace preparations session, learner lunch is provided for, stipend, transport allowance, extra classes & one on one consultations.
- Ensure target is met per programme concerning learner outcomes, Competency rate, course success rate & graduation rate.

Reporting and Co-ordination

● Weekly approval of invoices for payment
● Monthly operations report
● Preparation of closure reports and submitting the closure reports to Head Office
● Feedback reports on monthly/weekly basis

Key Account Management

- Manage Key Account Managers and assign Key Account Managers to Client base.
- Oversee the client profiling to determine appropriate service and engagement in terms of level and frequency.
- Maintain quality service by enforcing quality and customer service standards, analysing, and resolving quality and customer service problems, and recommending system improvements.
- Ensure the KAM’s stay visible within the assigned accounts by ongoing scheduled visits.
- Ensure key decision makers and stakeholders are kept abreast of the services on offer from CLIENT and the continuous changes in legislation.
- Solve conflict and manage client expectations.



- Ensure KAMS provide learner reports and analysis as required by the client as per agreed deadline and timeframes.
- Ensure reports and internal insights are provided for client and business decisions.
- Build strategic inter-departmental relationships to help achieve business goals.
- Focus on growing and developing existing clients
- Project Plan and Implementation - Ensure a thorough understanding of the proposal during allocation and communicate all the specifics to the team to ensure full dedication, commitment and operation to the plan.
- Ensure adherence to Service Level Agreements (SLAs) and contractual obligations with clients.
- Ensure kick off meetings are held with teams to ensure clear understanding of projects resulting in reduced to minimal onboarding complications and registration delays
- Allocate resources to the program including venue, facilitator, furniture and equipment, learner support and reasonable accommodation, training materials and roll out plans.
- Ensure implementation of QCTO Projects and manage learner induction within the first month of project implementation.

SETA Compliance
- Manage the monthly updating of the campus compliance spreadsheet
- Oversee that Assessments are done upon completion of each LP as per the roll out plan
- Ensure that Moderations are done at 50% implementation as per roll out plan and ensure 100% moderations conducted at month 10 of every project
- Ensure all groups completed uploads are submitted to NQC by month 11 ready to be externally verified.
- Manage the monthly confirmations of all projects and updates with NQC
- Ensure successful external site visits derived from the report from SETA with minimal queries.
- Ensure roll out plan are submitted and approved by NQC prior to project start of each project and five days after implementation.

Campus ETQA QA & Auditing
- Ensure that educational delivery at the campus meets quality standards and adheres to accreditation requirements.
- Manage the campus ETQA, QA and Auditing Function.
- Lead and drive hands on training management inclusive of implementing regular quality checks to ensure continuous improvement in training delivery.
- Ensure that POE administration details are completed by all relevant parties (Learner, Facilitator, Assessor & Moderator, where applicable).
- Ensure that final QA is done for all projects that are in month 11 before final uploads are submitted to NQC.
- Manage the monthly submissions of QA Checklist to NQC for all projects and ensure projects are QA'ed in a particular month.

Training Management
- Ensure the Training Manager plans and prepares all the facilitators for facilitation
- Ensure the learner management and learner support is properly supported and managed by the training manager and facilitators
- Oversee the Learner terminations and Stop stipends process and procedure and ensure it is adhered to
- Ensure that the Project Plans and Implementation are managed and strictly adhered to.

Workplace Management
- Ensure proper placement where learners are properly matched to the correct Host
- Manage the monitoring and tracking of learner attendance & learner performance at workplace (ensure minimal terminations at workplace)

- Meet monthly with Hostplace Officer concerning learner performance at workplace.
- Ensure all workplace management reports and recons are updated monthly
- Manage & Monitor regularly the Host Database matrix in your region.

Absorption Management
- To Ensure that Hostplace Officer manage and maintain strong relationships with companies per region.
- Ensure a good relationship with hosts & other collaborations and partnerships.
- Three months before the workplace is completed, Identify, Motivate & report on absorption possibilities with the Hosts or and other workplace opportunities
- Maintain Alumni tracking & update as learners are absorbed on a monthly basis
- Monthly monitoring of absorption rate and report on improvement on the absorption for the campus.
- Oversee/Maintain Alumni tracking at campus with workplace supervisor & ensure that it is updated monthly as learners are absorbed.

R&DMS

- Regularly check & manage campus operation folder on drive
- Ensure Campus Folders on RDMS are up to date
- Ensure all employees are working on the new SAC Folder system
- Ensure that all employees at campus works on the main folder driver that data is not saved on desktops.
- Ensure that Naming conventions is done properly on drive at all times.

Training Management
Learner Contracts Management
- Prepare and submit initial upload sheet.
- Quality check and submit FTC, LSA and learner packs to KAM
- Oversee on-boarding, learner induction and orientation
- Prepare Client Project File
- Ensure that profile is created on LIS
- Ensure compliance with KAM Project Timelines

POE Management
- Allocate Assessor and Moderator to specific groups
- Populate results on LIS.
- Ensure that Assessor and Moderation reports are scanned onto Google Drive.
- Coordinate remediation between all parties (Learner/ Facilitator/ Assessor/ Moderator)
- Ensure that all POEs are ready for External Verification
- Submit final results to NETQA
- Manage POE Filing Room

Compliance and Learner Progress Reporting
- Submit ETQA Compliance Reporting
- Submit Monthly detailed learner results sheets to NETQA
- Submit Weekly Plans to Campus Manager
- Update Monthly Stipend Sheets to KAM Internal and external site audit readiness and compliance
- Ensure all moderators adhere to SLA requirements
- Manage feedback loop between all critical role players and ensure corrective action is taken.

Monitor and verify adherence to SLA by independent contractors

- Ensure the adherence to SLA
- Verify invoice against actual deliverables
- Ensure independent contractors act in good faith in the best interest of CLIENT and avoid conflict of interests
- Monitor campus performance metrics and provide regular reports to leadership on operational efficiency and learner progress


COMPETENCIES & SKILLS
● Excellent organisational and communication skills
● Working knowledge of financial management and budgeting skills.
● Highly computer literate with specific reference to MS Excel, Word and PowerPoint computer skills
● Be customer service orientated
● Proven assertiveness and problem-solving skills
● Highly self-motivated and able to endure long hours as necessary ● Excellent people’s skills
● An active understanding and interest in the Educational environment
● Excellent stakeholder relationship management and interpersonal skill
● Fluent in written and spoken English
● Sound presentation, negotiation skills
● Sales skills will be an advantage
● Ability to work under pressure
● Solid knowledge and understanding of
● Skills Development strategy
● Education on FET band and Learnerships
● Knowledge of CHE, SETA and QCTO
● Ability to manage own energy, and intra-personal and inter-personal skills functioning
● Resilience within a complex, challenging environment
● A commitment to the transformational goals of the Company
● Commitment to upholding company values, inclusivity, and ethical conduct.

 

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