Training Administrator

Purpose of the Job

To provide effective and efficient administrative support to the Training department. Ensure daily administration in the department related to all forms of learning interventions on a national basis. Provide professional service and support to learners, coaches, mentors, and management. Address all training-related queries promptly and in a professional manner. Always maintain confidentiality.

Key Responsibilities

Learnerships

Assist with the learner recruitment process and the gathering of learner documentation.
Inform the learners of the status of their application for the Learnership.
Arrange the induction for learners by calling the learners and informing them of the required documents that need to be submitted on their induction and printing of the onboarding packs for each learner.
On the first day of commencement of the learnership ensure all learners are enrolled on the Company biometric system.
Follow up with learners and/or training providers on outstanding documents such as signed SETA agreements, learner proof of banking, Certified copy of ID, Certified copy of highest qualification and CV.
Administration of Learnership files and updating of changes relating to personal details.
Creating learner WhatsApp groups for communication of training dates to the learners.
Follow up on non-attendance for classroom training for both unemployed and disabled learners.
Alert the Senior training officer on any learner queries and/or problems experienced by the learners.
Update all learner attendance registers daily and notify the Senior Training Officer and Group Payroll of any resignations.
Attend disciplinary hearings of learners and type minutes accordingly.
Gather all leave forms and sick notes continuously for submission to payroll.
Address and escalate all stipend queries within one week after they are received. Follow up continuously until queries have been resolved.
Prepare the UI19 Learner List for the unemployed learners at the end of each Learnership for submission to the HR Officer and ensure that the learner UI19 Forms are distributed to the learners and respective training providers. Copies of the learner UI19 forms must be filled in the learner files.
Ensure learners history report is maintained with correct headcount statistics.
Prepare payroll upload sheet with accurate information about the learners.

General Training

Capture attendance registers accurately for internal and external training on the Company payroll system daily.
Properly file all attendance registers for both internal and external training, invoices, and proof of payment for external training.
Maintenance of all training files and electronic training folder.

Training Rooms

Co-ordinate the training room bookings and ensure no double bookings are done.
Ensure that the training rooms are neat and tidy at all times.
Attend to any maintenance matters in the training rooms immediately by arranging with maintenance for broken furniture to be repaired and arrange for IT to check the projectors regularly.
Ensure training rooms are clean before training takes place in all training rooms.
Lock the training rooms every time the classroom session comes to an end and open them every morning when the training is scheduled to take place in the training room.
Order refreshments as and when needed. Carefully monitor the use of refreshments and avoid waste.
Refill the refreshments in the training rooms.

Asset Register

Verify Assets and submit the register quarterly to the Group Training Manager for final sign-off.
Ensure that the asset register is kept up to date monthly.
Report any missing assets immediately.

Housekeeping

Filing all training documents, keeping the office neat and tidy.
Take accountability for workspace housekeeping.
Ensure Health and Safety standards are maintained.

Annual WSP, ATR and BBBEE Scorecard Submissions and QCTO-related Administration

Assist with any related task to ensure that the WSP and ATR submissions for the various SETAs are completed correctly and submitted as per the deadline. Such tasks may include but are not limited to gathering the necessary training-related evidence required and making copies, printing, and scanning the documentation.
Assist with any other reasonable task and/or project which may be required.

Minimum Requirements