ETQ Coordinator

5 months ago

Johannesburg, South Africa Signa Opportunity Full time
About the roleThe incumbent will be responsible for the coordination of allocated campus projects, ETQA-related duties, and providing administrative support to the ETQA Manager, Facilitators, Assessors, and Moderators. The incumbent will implement all processes relating to the ETQA department in accordance with the Quality Management Systemandsatisfying all SETA requirements.

Responsibilities:

Learner contracts administration
  • Ensuring Fixed Term Contracts (FTCs) and Workplace Agreements (WBAs) are correctly
  • prepopulated during learner onboarding within the prescribed timeframes.
  • Conduct learner orientation and induction during the first week of the leadership start date.
  • Opening manual and digital Client Project Files during the first month of project commencement.
  • Creating learner profiles on the Learner Management System (LIS) and ensuring all parties constantly update the LIS.
  • Updating learner attendance and results on the "What I Do Matters" WIDM report. Liaising with RAWW.
  • Key Accounts Department to ensure all learner information is up to date.
  • Adding learners to Google Classroom for all the online projects and tracking the progress of the projects monthly.
  • Submitting FTC & WBAs contracts to the 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 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 termination 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 sending 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 POEs.
  • Coordinating and sampling project files and learner POEs for NQC audits and for SETA verification.
Academic Administration
  • 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 areadvised 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
  • Provide a weekly report on LMS and submit it 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 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 communicating 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 for quality assurance before final checks by the Campus Manager and uploading these to the clients respective folders.
Requirements:
  • Minimum of Matric (Grade 12) / equivalent
  • South African unemployed youth aged between 18 and 34
  • Must not have taken part in the YES Programme before
  • 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 of the SETA, assessment/ moderation processes.
  • End User /Computer certificate will be an added advantage.