Daily Operations
- Record Keeping and Reporting Support
- Stakeholder Engagement
- Administration relating to SETA compliance: Bursaries and Learnerships
Group Training Schedule:
- Awareness of training workshops daily
- Awareness of training workshops as per L&D calendar
- Communication to relevant stakeholders of confirmed training workshops on a bi-weekly basis
- Facilitators – daily confirmation of facilitators at training venues as communicated by L&D Coordinator
Training registers:
- Printing and distribution of training registers and evaluation forms
- All attendance registers forwarded to training venues one week prior to training taking place
- Collect all original training register from facilitators within 1 week of training taking place
- Secure, reconcile, file and electronically scan all registers
- Follow up on non-attendance at training by 11:00 daily
- Ensure training registers are received by 11:00 daily
- Non-attendance to be reported to BUs by 12:00
Planning / organising:
- Planning of all relevant materials to be done 2 weeks prior to training workshop taking place and sent to relevant location
- Manuals
- Bags
- Pens
- Equipment
Timely, Accurate, Relevant Reporting
- Accurate L&D reports are submitted on or before relevant deadlines:
- Group Training Stats - weekly
- Non-attendance Report – 4th of every month
- Reports reviewed and updated once feedback is received from stake holders
- Non-attendance and stats adjustments
- Capturing additional training stats after report deadlines
- Submission of Training Billing to Finance by the 20th of each month
- Ensure all invoices are billed to relevant BU’s (external training)
Group Training Administration
- Group training to be consolidated weekly and archived (scanned) the week of training took place
Filing system to be maintained:
- Registers
- Evaluations forms
- OHS assessments (control numbers to be captured per EE)
- Assessments
- Ensure sufficient Smollan merchandise is available at all times, orders to be place 4 weeks prior to running out
- Ensure the latest version of the training material is at the printers prior to the printing order being sent
- Ensure all training material is returned from relevant providers in order to protect Smollan IP
- Destroy any old training material that is not relevant due to updated versions being available
Communication
- Communicate with BU re delegates:
- Booked for training
- Non-attendance / attendance
Teamwork And Self-Management
- Proactively develop own skills and knowledge of relevant best practice and ensure appropriate skills and knowledge transfer
- Actively and consistently maintain high standards of professionalism in all aspects of personal presentation and delivery
- Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained including meeting all deadlines.
- Ensure data integrity of all reports to client and management
- Demonstrate consistent application of internal procedures
- Plan and prioritise, demonstrating abilities to manage competing demands
- Demonstrate abilities to anticipate and manage change
- Demonstrate flexibility in balancing achievement of own objectives
Minimum Qualifications: Diploma/NQF level 5
Minimum Experience: 2 -3 years’ experience providing admin support
SETA experience
Communication skills (verbal & written)
Teamwork & collaboration
Planning & prioritisation
Administration skills
Computer literacy - MS office suite
Attention to detail
Multi-tasking
