Duties & Responsibilities
- Cultivate strong professional relationships with key decision-makers at QCTO and SETA, ensuring that divisional processes and procedures adhere to regulatory standards.
- Remain abreast of upcoming Occupationally Directed Qualifications relevant to the cleaning industry, actively advocating for the cleaning agenda through engagement with Professional Bodies and regulatory entities.
- Foster and sustain trust-based relationships with internal stakeholders ranging from middle management to executive levels, facilitating buy-in and supporting the change management process.
- Develop and nurture trust within the HR department, effectively collaborating to achieve shared objectives.
- Provide regular monthly feedback to all stakeholders, proactively addressing concerns and fulfilling requirements through innovative solutions.
- Identify and procure high-quality learning materials suitable for Occupationally Directed Qualifications.
- Lead the project management efforts for accrediting pertinent learning content, overseeing the process from inception to completion.
- Establish and oversee a comprehensive, well-documented Learnership/Learning Program (LIA) process aligned with divisional needs, budgetary constraints, and legal obligations, ensuring meticulous record-keeping and adherence to all regulatory requirements.
- Handle the application, planning, implementation, and management of discretionary grants and associated projects as necessary.
- Act as the primary liaison between the division and SETA/other institutions concerning projects and funding opportunities.
- Identify and engage accredited training providers as needed, managing administrative tasks such as quote approval, SLA negotiation, payments, and development of training and assessment plans.
- Maintain effective communication with all stakeholders, adhering to established processes, and coordinating logistics such as ordering stationery and uniforms when required.
- Address issues promptly and escalate matters as necessary to ensure timely resolution.
- Ensure the quality assurance of documents, including uploading and updating trackers, submitting required evidence, and generating and distributing reports as per Tsebo Group requirements, such as for SARS or BBBEE compliance audits. Upload evidence to a central storage system.
- Enhance and maintain record-keeping systems in accordance with Tsebo and SETA requirements, including platforms like Vision, LMS, SharePoint, and SETA databases. Consolidate Vision and LMS records and maintain PowerBi Dashboards.
- Upload learner portfolios of evidence to SETA databases for verification purposes.
- Facilitate, assess, and moderate learner documents as needed, ensuring compliance with relevant standards.
- Coordinate Tsebo and SETA certification processes and arrange candidate graduations.
- Monitor financial aspects to mitigate risks, ensuring timely receipt of payments and disbursement of stipends/allowances. Provide input into the annual budgeting process regarding training resource needs.
- Manage learnership trainers where applicable, ensuring effective delivery of training programs.
- Continuously seek opportunities to innovate and enhance systems and procedures, particularly regarding record-keeping and the management of learnerships, internships, and apprenticeships, utilizing electronic Learner Management Systems.
- Establish and maintain auditable processes to demonstrate compliance with legislative requirements, such as ensuring the presence of trained First Aiders. This involves overseeing the entire process, from identifying needs to sourcing training providers, obtaining quotes, and securing approvals. Additionally, manage communication of training dates, ensuring evidence of communication with delegates, monitoring attendance, quality-assuring records, and systematically capturing, scanning, and uploading documentation to a centralized system for auditing and record-keeping purposes.
- Establish and uphold a robust Quality Management system tailored to the responsibilities of this role, guaranteeing compliance, and maintaining a thorough audit trail.
- Adhere to the Safety, Health, Environmental, and Quality (SHEQ) Management System's Policies & Procedures relevant to this position within TCHS.
- Ensure adherence to ISO standards and prepare for ISO Audits pertaining to the training function.
- Implement learning and development policies and procedures to align with business imperatives and regulatory requirements.
- Implement and manage Learner Data Management systems, overseeing course codes, records, certificates, and generating reports using platforms such as Vision and E-learning LMS.
Skills and Competencies
- Attention to detail.
- Verbal and Nonverbal Communication skill.
- Planning, organising and controlling skills.
- Interpersonal skills.
- Administrative skills.
- Project management skills.
- Time management.
- Advanced Excell.
- Advanced proficiency in Microsoft Office suite, particularly Excel; familiarity with OneDrive/SharePoint.
- Familiarity with PowerBi is advantageous.
- Experience in recording training interventions using Learning Management Systems (LMS), such as Educos and TalentLMS, is advantageous.
- 3-5 Years of experience in skills development administration and project management- including administration and financial processes first hand involvement in Mandatory and Discretionary grant management.
Qualifications
- High school diploma or equivalent (Matric).
- ODETP NQF level 5 or a Skills Development Facilitator Qualification, Certification as Assesor, and a Moderator would be advantageous.
- A degree or certification in Business Administration, Project Management, or a related field is desirable.
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