Academic & ETQA Coordinator

1 week ago

Cape Town, Western Cape, South Africa Signa Group Full time
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,

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