Absorption : Workplace and Recruitment Supervisor

The role of the Absorption: Workplace and Recruitment Supervisor is to implement all activities towards learner selection to workplace management resulting in high retention of learners and increased rate of learner absorption by host entities. Ensure that policies, practices, processes, and procedures related to learner recruitment and workplace management are adhered to.

QUALIFICATIONS & EXPERIENCE

• Minimum requirement Diploma / Degree in Human Resources Management or equivalent.
• Certificate in Wellness or Social Work will be advantageous.
• Extensive knowledge of the SETA's / training legislation.
• Project Management Certificate will be advantageous.
• Advanced knowledge of MS Office.
• Driver's License and own/reliable transport is a must.
• Management / Supervisory experience is advantageous.
• Minimum of 3 years recruiting experience is essential.
• Minimum of 1 year experience in a learnership environment.
• Minimum of 3 years' experience in workplace placement will be advantageous.
• Some experience in Sales / Client Liaison will be advantageous.

DUTIES & RESPONSIBILITIES

The duties of the Absorption: Workplace and Recruitment Supervisor include the following:

• Ensure learner details are captured and filed, from application to absorption, including tracking post-exiting.
• Maintain an accurate and up-to-date learner information and database.
• Maintain an accurate and up-to-date host information and database.
• Attract and recruit learners onto Learnership Programmes for Signa Academy against recruitment targets.
• Ensure compliant use of LMS and document management systems, inclusive of Google Drive, according to company standards and conventions.
• Adhere to document, information, and learner record safety and security.
• Adhere to quality requirements.
• Adhere to reporting requirements and ensure deadlines are met.

Recruitment of Learners

• Oversee the capturing of recruitment documentation.
• Ensure an accurate record of candidate learners, host network, and learning programme-host and learner matching records and file as per company expectations.
• Comply with process and procedure ensuring compliant document structures and content.
• Implement an end-to-end selection process ensuring quality documentation and record keeping.
• Advertise vacant positions as required and ensure information is accurate and complete for replacements in time to start as per approved start date and as per recruitment timelines.
• Oversee the effective use of the database of CVs on hand and effectively use online sites to source the best candidates.
• Conduct candidate reference background checks on learners to ensure eligibility for learnership to comply with each internal and external stakeholder expectations.
• Ensure all checks are up-to-date and cleared before onboarding the learners.
• Arrange orientation and ensure clear communication with stakeholders and keep an eye on progress.
• Ensure all interview administration and documentation are in place on time.
• Compile a Q&A checklist to audit regions on following the correct policies and procedures.
• Ensure interview packs are always available, up-to-date, and interview-specific.
• Compile interview questions on time and ensure they are position-related.
• Conduct learner interviews and collaborate with HRBPs on Signa staff interviews.
• Ensure all required forms or documents are available, up-to-date, and linked to the recruitment policy and process.
• Approve non-designated group/non-HDIs appointments on time (where applicable) and keep on record.
• Ensure that the recruitment time to fill a vacancy never exceeds 14 days from requisition to signed offer.
• Brief agencies/recruitment partners on vacant positions and maintain relationships with preferred recruitment agencies.
• Compile monthly recruitment reports as per client requirements, and contribute to Board Packs, OPS Dashboard, Client feedback/reports, etc.
• Conduct regular follow-up meetings with internal customers to determine the effectiveness of recruiting implementation.
• Contribute to and agree on as well as communicate the recruitment plan to the relevant managers and build good relationships with internal customers.
• Deliver recruitment services based on learnership requirements.
• Ensure the correct use of relevant technology/systems, including LMS for sourcing learners, and ensure the correct use of the database and accurate information is added to the database.
• Understand relevant legislation, e.g., employment law (but not limited to) BCEA, Skills Development legislation, data protection, SETA rules, etc.
• Ensure that KPIs are met on a daily, weekly, and monthly basis.
• Prepare learner onboarding packs and ensure they are completed and signed off before learnership commences.
• Ensure learner packs are handed over to ETQA.

Allocation of Resources

• Ensure that learners have all the relevant tools and equipment to perform duties in the workplace.
• Ensure that host employers meet OHS requirements.

Learner Profiling

• Ensure learner assessments are conducted prior to placing learners at the workplace.
• Interview each learner to build a profile for suitable placement.

Workplace Sourcing

• Source and place learners successfully with host employers.
• Ensure learners are at reputable workplace environments.
• Ensure the workplace is ready for learner placements according to the rollout plan.
• Ensure all learners have all the relevant resources for facilitated workplace.
• Advise the Campus Manager of venue challenges to ensure learner attendance, tracking, and safety.
• Control and monitor workplace placements.

Learner Management

• Arrange learner readiness programs for workplace and absorption.
• Facilitate learners on all Signa Academy placements at the workplace.
• Collaborate with relevant Signa and/or host employer management in dealing with HR issues and emergencies.
• Perform site visits as required.
• Conduct ad hoc site visits at the request of the host employer.
• Ensure all required administration is conducted for learners placed at the workplace.
• Act as a liaison between host employers and the company.
• Assist learners with challenges and, if unable to resolve, refer these to Manager: Absorption, Workplace & Recruitment Control, and Campus Manager.
• Keep learners focused on completing the Qualification.
• Ensure that learner disabilities are reasonably accommodated, reported, and monitored.
• Conduct yourself professionally and ethically with all stakeholders and ensure compliance with all relevant legislation, particularly labor legislation and POPI Act.
• Ensure learner wellness while in the workplace and refer to the Wellness Department as required.
• Coordinate an Academy Alumni program.
• Ensure learners find permanent employment upon completion of the learnership program.

Mentoring & Coaching of Learners

• Have one-on-one sessions with learners as required.
• Review and assess learner progress in line with appropriate quality assurance.
• Liaise with the project coordinator/authorized company representative regarding learner attendance.
• Ensure attendance registers are submitted to the project coordinator/authorized company representative.
• Inform the project coordinator/authorized company representative about learners who have a bad attendance record.
• Respect the needs and opinions of clients and learners.
• Refrain from discrimination based on disability, race, religion, or any other consideration.
• Take reasonable steps to ensure adequate protection of all confidential information, including portfolios of evidence.
• Work within an agreed contractual arrangement and in accordance with policies and procedures and standard framework documents.
• Liaise regularly with the project coordinator/authorized company representative.
• Make recommendations where necessary.
• Ensure all learners complete workplace requirements.

Stakeholder Engagement

• Maintain excellent working relationships with internal and external stakeholders.
• Attend meetings as required.
• Build networks and manage relationships with community key stakeholders.
• Actively promote the company in the local community/potential markets/sources of learners.

Reporting

• Report on all recruitment and learner workplace management.
• Ensure that all records on recruitment and learners placed in the workplace are recorded on the LMS system – record keeping.
• Submit detailed weekly and monthly reports.

COMPETENCIES & SKILLS

• Strong Computer Literacy.
• Proven record of excellent Administrative Skills.
• Accuracy and attention to detail.
• Ethical and trustworthy - able to work with sensitive and confidential information.
• Organized and professional.
• Good interpersonal skills with sound judgment of character attributes.
• Ability to work with strict deadlines and turnaround times.
• Excellent communication skills with individuals and groups at all levels.
• Listening carefully to fully answer questions and address concerns.
• Dress and act in ways that enhance the reputation of the employer.
• Ability to maintain databases and correspond via email.
• Ability to use the telephone to interact with prospects and conduct distant communication.
• Able to use online tools such as Facebook and LinkedIn for finding and attracting possible applicants.
• Able to effectively engage and capitalize on recruitment platforms and conduct online collections of open positions that job seekers turn to in their hunt for a new position.
• Sound ability to analyze and interpret CVs and outlines of qualifications and background to determine if someone might be a good match for a given position.