Academic & ETQA Coordinator

SUMMARY:

• The incumbent will be responsible for the coordination of allocated campus projects, related duties and providing administrative support to the Training 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.

POSITION INFO:
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

COMPETENCIES & SKILLS
●       Good administration skills
●       Excellent telephone Etiquette
●       Strong verbal and written communication skills
●       Friendly demeanour
●       Interpersonal skills and ability to relate to staff clients and learner 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

DUTIES & 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 e 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.

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,