Assistant Administrator: Apprentices and Certification

KEY PERFORMANCE AREAS
1.Provide Support to Stakeholders
1.1.Support External Stakeholders regarding apprentice registrations;
1.2.Attend to walk-in clients and resolve queries;
1.3.Assist by giving stakeholders certificate that are ready.
2.Registration of Apprentice Agreements
2.1.Giving Chambers Contract Numbers for relevant learners for them to make payments to companies;
2.2.Receive, evaluate, and register apprentice agreements in line with requirements within 21 days of receiving
the agreements;
2.3.Compile a list of all registered learner agreements and update learner registration database;
2.4.Complete relevant sections of the apprentice agreements, issue registration numbers and submit for sign-off;
2.5.Open learner file, keep all approved documents and file alphabetically for easy access;
2.6.Send confirmation of registration to internal and external stakeholders.
3.Processing of Trade Test Applications
3.2.Compile a list of all logbooks received for evaluation and submit to the Subject Matter Expect to evaluate;
room;
4.Processing of Trade Test Results
4.1.Trade Test Results are verified and submitted for approval;
4.2.Compile a list of all approved trade test results;
4.3.Maintain an electronic copy of the approved trade test results and update the learner file in the filling
room;
4.4.Send confirmation of approved trade test results to internal and external stakeholders.
5.Prepare Certification Pack for Submission to NAMB and QCTO
5.1.Make copies of documents required for certification (certification packs);
5.2.Prepare schedule of all learners who qualify for certification and submit with the certification packs to
NAMB;
5.3.Follow-up with NAMB on evaluation feedback as per submitted certification packs;
5.4.Communicate with internal and external stakeholders regarding updates on certificates and feedback from NAMB;
6.Reporting
6.1.Prepare and submit monthly report to the ETQA Manager;
6.2.Prepare, consolidate, and submit monthly report to NADSC as per requirements;
6.3.Prepare and submit evidence requested for validation on reported learners to NADSC.
7.Coordinate Apprentice Related Committee Meetings
7.1.Schedule meetings and make all arrangements for the meeting;
7.2.Take minutes for meetings and distribute within 7 days from the date of the meeting;
7.3.Process travel claims and meeting allowances for committee members where applicable.
8.Audit and Risk
8.1.Prepare for Internal and External audits and submit evidence within agreed timeframes;
8.2.Ensure no repeat of findings and implement corrective action of existing findings.
9.Personal Development
9.2.Implementation of personal development plans.

MINIMUM REQUIREMENTS
1. Experience and Qualification
- M + 3 qualification in ETD, HRD or relevant tertiary qualification;
- Minimum 2 years’ experience in administration;
- Training administrative experience in relation to apprentice processes with exposure to ETD/SETA environment

will be an advantage.
2. Knowledge and Skills
2.1 Knowledge and understanding of:

- Demonstrated understanding of relevant legislation and applicable regulations, Skills Development Levies Act,

Skills Development Act, SAQA Act & Basic Conditions of Employment Act, National Qualifications Framework Act;
Trade Test Regulations, QCTO Policies, NAMB Policies and NADSC Policies);
- Customer relations management.

2.2 Skills
- Computer skills including MS Word; MS Excel; MS Outlook; MS Power Point;
- Advanced administration skills and Project management skills;
- Good communication, interpersonal skills (both written and verbal) and telephone etiquette;
- Commitment to Continuous Quality / Process Improvement positive attitude.