Job Description

A company that offers a comprehensive range of interventions, from the selection of people to be trained and the designing of the course material to the actual training has an exciting opportunity for a quality-oriented Administrator in Uitenhage, Eastern Cape .

The primary requirement for this position will be to plan, organise, direct, control and coordinate all administrative aspects relating to learnerships within the Region.

• Grade 12
• Relevant working experience
• Computer literacy (especially Excel)

Operations Support

• Facilitate project administration of regional branch in full. Tasks are linked to, but not limited to the following required outcomes:
• Timeous request of all quotations linked to project delivery such as material, stationery, refreshments, etc. and facilitate the Purchase Order process to completion, including follow-ups and change order requests, resulting in minimal financial losses and risk to the organisation.
• Facilitate ordering office stationery.
• Receive and check training material and stationery orders delivered by supplier and distribute to relevant facilitators.
• Printing and distribution of training attendance registers to relevant facilitators.
• Collect and check learner attendance registers, medical certificates, correspondence forms and notes and give feedback to the relevant Project Coordinator as per project training intervals (daily, weekly, or ad-hoc).
• Capturing of all learner attendance and submissions onto the PMI LMS, ensuring that the LMS is accurately updated at all times.
• Receive and distribute learner payslips when applicable.
• Communication to relevant Project Coordinator regarding all project resource challenges that might impact the delivery of the project and take steps to mitigate any negative impact to project delivery.
• Liaising with managers to coordinate office business and contribute to resolving problems, which requires a person to anticipate changing needs of the project and provide proactive alternatives which ensure the success of the project
• Preparation of ATR audit file per annum, receipt of all invoices, training requisition forms as well as attendance registers from providers/internal trainers - and processing thereof in line with the SLA per provider.
• Provide admin support to PMI Quality Department and respond to all required queries linked to SOP compliance, moderation and external verification.
• Facilitate remedial process linked to moderator feedback where the internal moderation is not upheld and upload all necessary documentation to the relevant SOP folder, securing upheld internal moderation.
• Secure 50% internal moderation within 8 months of project start-up and 100% internal moderation within 15 months of project start-up.
• Request attendance certificates upon receipt of upheld internal moderation.
• Establish process, track and manage the control of Seta certificates
• Track and record portfolio and remediation submission
• Facilitate off-site diagnostic assessments and scanning of all necessary assessment documentation for review by supplier.
• Conduct and capture all off-site learner evaluations quarterly and provide the PC and SDM with the necessary results.
• Provide administrative support to the regional PCs to ensure effective delivery of projects at all time.

Learner sign-up and induction

• Assisting with learnership induction process, which includes, but is not limited to preparing and printing of the necessary induction documentation.
• Set up required WhatsApp groups for each project upon confirmation of learner names and telephone numbers.
• Notify and co-ordinate induction with relevant parties, ensuring that all relevant parties, including the learners are timeously informed of start-up and reminded to attend.
• Ensure Induction documentation is completed and signed accurately and timeously; check all signed documentation to ensure completeness and accuracy.

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Assessment Centre Maintenance

• Setting up and maintaining the assessment centre in line with the PMI QMS requirements, which includes, but is not limited to creating learner files, administering the filing of learner administration and portfolios, control over all movement of learner portfolios and creating of project/quality files per project.
• Preparing all learner files for internal and external moderation, ensuring all requirements are in place, resulting in no overturned internal or external moderations and verifications.
• Administer Seta administrative tasks linked to compliance in line with learner documentation and registration, moderation, external verification and auditing. Instrumental in preparing assessment centre and region for all internal and external audits as and when required.
• Uploading of all specified project documents accurately and to the relevant PMI SOP folders within the required timeframe, which might require scanning and re-naming of documents according to PMI standards.
• Maintain Assessment centers according to QMS requirements, including the necessary sticker system.
• Ensure the Assessment Centre is always neat and organized.
• Ensure that learner portfolio movement to / from project Facilitators|Assessors|Moderators are controlled and in line with the QMS requirements.
• Ensure access to assessment center is controlled and all files removed are logged.xc3x82
• Sign out PoE files to appointed Assessors and Moderators.
• Archive all documentation after external moderation in accordance to the QMS requirements.

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