Training Administrator

SUMMARY:
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POSITION INFO:

Primary Responsibilities:
1. Training Program Creation
o Collaborate with the training team to develop and implement effective training programs.
o Contribute ideas and insights to enhance program content and delivery. 

2. Maintaining Training Records
o Keep accurate records of training activities, including trainee lists, schedules, and attendance sheets.
o Ensure all documentation is up-to-date and organized.

3. Classroom Setup and Coordination
o Book training classrooms and arrange them for sessions.
o Set up necessary materials, equipment, and resources.

4. Material Preparation and Distribution
o Prepare training materials such as instructional notes and feedback forms.
o Distribute materials to participants before and during sessions.

5. Liaising with Vendors and Participants
o Act as a point of contact for external vendors providing training services.
o Communicate with participants regarding logistics, schedules, and inquiries.

6. Handling Accounts Receivable
o Manage financial aspects, including invoicing and payment tracking.
o Ensure timely payment of training fees.

7. Onsite Issue Resolution
o Address issues or challenges during training sessions.
o Troubleshoot technical or logistical problems.

8. Accreditation and Compliance
o Collaborate with SETAs (Sector Education and Training Authorities) or professional bodies to align programs with industry standards.
o Ensure programs meet SAQA (South African Qualifications Authority) requirements, including staff qualifications, learner support, and reliable assessment methods.

9. Quality Assurance
o Monitor and evaluate training effectiveness, assessment processes, and learning outcomes.
o Implement continuous improvement strategies based on insights.
o Refine facilitator reports for client readiness.

10. Assessment and Moderation
o Oversee assessment processes to ensure consistency and fairness.
o Manage external moderation activities to validate results.
o Maintain accurate records related to assessment and certification.

11. Documentation and Record Keeping
o Manage administrative documents related to accreditation, assessments, and compliance.
o Ensure adherence to Quality Management System (QMS) requirements.

12. Stakeholder Engagement
o Collaborate with SETAs, industry bodies, and stakeholders.
o Participate in forums, workshops, and industry events to stay updated on best practices.

13. Appeals and Disputes
o Handle appeals from providers or learners on accreditation decisions with transparency and fairness.

14.General Administrative Support
o Maintain good administrative practices, including procedures, records, and systems.
o Provide secretarial support: creating documents, filing, photocopying, and minute-taking.
o Coordinate appointments, paperwork, and administrative inquiries.
o Ensure training board information is accurate and effectively displayed.

15.Office Management
Greet visitors professionally and maintain a welcoming office environment.
Order and manage stationery and office supplies.

16.Sales Administrative Support
Assist the sales team with administrative requirements, such as preparing company documents, certifications, and forms.

17. Qualifications and Experience:
•Minimum diploma in Business Administration, Training Management, or a related field.
•At least 2 years of experience in training coordination, administration, or a similar role.
•Familiarity with SETA and SAQA compliance processes is an advantage.
•Strong proficiency in Microsoft Office Suite.

18. Skills and Competencies:
•Excellent organizational and multitasking abilities.
•Strong interpersonal and communication skills.
•Attention to detail and ability to manage documentation efficiently.
•Problem-solving skills, especially for onsite issue resolution.
•Knowledge of QMS processes and training program development.

19. Language Requirement:
•Proficiency in English, both written and spoken.