Learning & Development Administrator

To provide administrative support to L&D Dept. in the following areas:• Training and Event Management.• General Office Management.• SAP – Document Management System.• Purchasing.• Reports and correspondence. Key Performance Areas. KPA 1:Office ManagementKPI1.1. Organizes and maintains a comprehensive and up to date filing system. including:1.1.1. All training documentation.1.1.2. Quotations and invoices.1.1.3. Learner and employee learning records files.1.2. Schedule, organise and co-ordinate meetings for the Senior Manager, National Managers and Heads of Departments within the department.1.3. Draft and process correspondence and documentation when requested.1.4. Arrange departmental seminars and workshops.1.5. Respond to Learning & Development related queries.1.6. Assess and prioritise calls/ emails and direct them to appropriate staff within L&D.1.7. Ensure the availability of training laboratory and donation simulation stock and stationery.1.8. Photocopying and binding of documents.1.9. Log maintenance tasks on SAP Plant maintenance.1.10. Log helpdesk requests on IT Service Desk.1.11. Assist with preparation for internal and external audits (HWSETA & SANAS Audits).1.12. Sort; distribute incoming mail and courier packages.1.13. Organise and maintain a comprehensive and up to date filing system for all documentation and correspondence allowing for easy access at all times.1.14. Maintain good communication channels and confidentiality at all levels.1.15. Make the necessary departmental travel and accommodation arrangements.1.16. Provide general administrative support to the L&D team.1.17. Set-up and maintain a comprehensive record of all meetings and minutes.1.18. Capture CPD events on MyCPD Portal and generate certificates. KPA 2:Training & Events Management KPI 2.1. Schedule and book Training Programmes as per Annual Training Schedule.2.2. Process and coordinate travel and accommodation bookings for delegates and facilitators (Internal and external programmes).2.3. Book training venues and invite delegates.2.4. Meal arrangements as per dietary requirements.2.5. Prepare training material/ documentation.2.6. Books delegates attending external training programmes.2.7. Communicate amendments of meetings, training events to the relevant stakeholders and amend initial arrangements (cancellation/ reschedule of venues, accommodation, transport, meals, etc.) KPA 3:Correspondence, Documentation & Reports KPI 3.1. Maintains the departmental attendance registers, training schedules, training documentation and compiles training reports:3.2. Receives forms and ensure appropriate attachments are present.3.3. Captures staff attendance onto database.3.4. Archive training records as per quality requirements in consultation with Heads of training3.5. Generate training stats and reports.3.6. Generate SETA report on a monthly basis.3.7. Generate travel report on quarterly basis.3.8. Sorts and distributes all incoming mail and documents.3.9. Assists the Managers and Heads of Learning & Development with the compilation and maintenance of the annual training schedules.3.10. Maintain and update the database of accredited training providers.3.11. Updates information on the Digital Learning Portal.3.12. Uploads information on enrolled staff for e-learning modules.3.13. Uploads e-learning modules or programmes on the Learner management System.3.14. Assists with queries from end-users.3.15. Extracts and compiles management reports on the user activities on digital learning portal.3.16. Compile and prepare BBBEE reporting in terms of Skills Development and related people pillar.3.17. Develop and load training material on LMS.3.18. Co-ordinate learning integration to the other HCM functionaries.3.19. Present reports as required. KPA 4:Stakeholder Liaison and Communication KPI 4.1. Liaises with HPCSA, SMLTSA, HWSETA on the following:4.1.1. Registration of student and trainee staff.4.1.2. Maintains and updates the database of student/ trainee staff that require registration with the respective regulatory bodies.4.1.3. Distributes HPCSA registration forms to new trainees/ interns and follow up registration status.4.1.4. Coordinates examination registration for students/trainees writing the national board examinations.4.1.5. Arranges and processes payment of examination fees.4.2. Ensures that the HWSETA has accurate records for all learnerships, banking details.4.3. Keeps accurate records of all payments received in lieu of mandatory and discretionary grants. KPA 5:Document Management System (Processing of documents on SAP) KPI 5.1. Develop reports, SOPs or any other documents as required by the L&D Department team.5.2. Perform quality assurance checks on documents.5.3. Create and load documents (A01-A09) as per guidelines for documents.5.4. MS Word format checks on documents as per the guidelines for documents.5.5. Revision of existing policies, procedures, role profiles and deviations when required.5.6. Copy and format old documents onto the new template.5.7. Responsible for continuous follow up until delivery of acceptable documents within agreed timeframes:5.7.1. Follow up on documents in RJ status and communicate with the relevant authors for changes required.5.7.2. Follow up on documents in FA status.5.7.3. Follow up on the error documents on DMS. KPA 6:Purchasing KPI 6.1. Co-ordinate and track the department CAPEX and OPEX requirements.6.2. Maintain a comprehensive supplier/product database of all items ordered.6.3. Assist where possible, with the sourcing of comparative quotations and alternative suppliers for consumables.6.4. Generate shopping carts for the department, follow up on allocation of purchase orders and where necessary liaise with service providers for timeous deliveries.6.5. Liaise with external stakeholders concerning any outstanding orders, invoices, statements or discrepancies.6.6. Confirm invoices on receipt and forward to Finance department for payment.6.7. Follow up with Finance department on outstanding payments to suppliers. Judgement and Decision Making Analytical Thinking Attention to Detail Planning, Organising and Monitoring Personal Ethical Behaviour Drive and belief in the cause Resilience and Stress Management Professional Image and Visibility Interpersonal Customer Service Orientation Knowledge Sharing Teamwork Communication Excellence Orientation Prof. technical Business and Financial Acumen Systems Competence MS Outlook. SAP. Diary Management. Training needs analysis. Education Grade 12. National Certificate in Training Administration, Office Administration or Equivalent or Occupational Directed Education and Training Diploma. #J-18808-Ljbffr