Training Administrator - Pretoria - Medipost

Description

Job Description

The Administrator will oversee and manage communication between Medi Training Academy, S Buys, SAPC, and learners. They will handle general administration for learners on the Learner Basic and Learner Post-Basic course.

Duties

Learner Administration – Registration and Applications

• Prepare learner applications for S Buys and SAPC.
• Create learner files, spreadsheets, and order name badges according to standards.
• Hand over invoices to the Supervisor to complete EFT and send to Finance for payment. File copies of all proof of payments.
• Reconcile and request Enrolment Certificates and training material for Learner groups (LB, LPB, and Cape Town Learners).
• Distribute training material to learners and reconcile acceptance and proof of receipt.

Compliance Administration

• Update Learnership spreadsheet with new group information, terminations, certificates, and completion dates.
• Evaluate agreements, documentation, information, and attachments for completeness and correctness.
• Verify SETA Learnership Agreement completeness and correctness. Sign as witness and ensure other compulsory signatures have been obtained before sending the Agreement to S. Buys for their signatures.
• Complete new Learnerships on the HWSETA register/sheet and send via email to HWSETA for their records.
• Email original Learnership Agreements to HWSETA, along with supporting documents.
• Follow up with HWSETA to obtain a signed and completed copy of the final Learnership Agreement. File the final Agreement electronically on the Training drive/Hard drive and hardcopies on Learner files.
• Prepare and reconcile learners' AODs and payment agreements on a spreadsheet per Learner group.
• Consolidate SAPC, PSSA, and other payment agreements and then email the spreadsheets to payroll.
• Administrate all SAPC and S. Buys communication on behalf of learners if required.
• Assist learners in requesting their password from SAPC and downloading enrolment, completion certificates, and annual fees invoices on the SAPC website.
• Follow up on all SAPC and SBuys enrolment certificate and completion certificates.
• Send S. Buys & SAPC Certificates through to SDS, HRBP, Line Manager, Payroll via email when any learner successfully enrolls or completes the course.
• Assist with annual HWSETA Monitor and Evaluation visits and BBBEE compliance audits.

General Administration

• Maintain up-to-date filing for learners within three weeks of intake, including changes. Changes must be done within two working days.
• Respond to termination emails according to request, indicating outstanding fees where relevant.
• File learner certificates, documentation, and HWSETA Learnership Agreements electronically on the Training drive/Hard drive and hardcopies on Learner files.
• Print, bind, and laminate requested training materials within two days from receipt.
• Update the training register accordingly and file all documentation for auditing purposes.
• Evaluate attendance registers for Medipost, Medilogistics, Kawari, and MTA internal training for accuracy.
• Email attendance registers for all Medipost, Medilogistics, Kawari, and MTA internal training, meetings, students' classes, and National Hours to Head Office. File hardcopies of the registers on Attendance Register files. Attendance Registers should be captured within two weeks from receiving date.
• Note down the date of receipt of Attendance Registers.
• Distribute rosters and place them on notice boards in all departments.
• Distribute Indemnity contracts, mails, journals to Pharmacists, and learning activities to learners within one day of receipt.
• Capture and print Learner attendance registers for scheduled facilitations and assessments one day prior to class.
• Assist SDF, Supervisor, Training Administrators, and Assessors with ad-hoc administration requests.
• Book appointments between learners and MTA, and relevant line managers.
• Proactively handle and escalate learner queries for resolution.
• Distribute learner's certificates, registration cards, guides, name badges, rosters, corrections of POEs, and learning activities to learners.
• Handle learner communication regarding collection of relevant learning activities and feedback on assessments via various channels (telephone, WhatsApp, and email).
• Forward all information from MTA to learners.

Training Set-up

• Assist with preparations for training sessions in classrooms, including Product Training and Forums.
• Prepare computers, projectors, sound equipment, and microphones.
• Ensure that attendance registers are completed and submitted for all training sessions.

Assessments Invigilation

• Assist Assessors with invigilating Summative and Formative assessments and pre-assessments during the week and on Saturdays when needed, with Operations Manager approval first.
• Distribute assessments when Assessors are not available.
• Collect tests from Students and submit to Assessors.

Qualifications and Experience

QUALIFICATIONS

• Diploma/Degree in Administration or Office Management / Equivalent Qualification.

EXPERIENCE

• Computer Literacy

TRAINING REQUIRED

• Learnership registration procedures at Providers, SAPC, and SETAs.
• Operational Training SOPs.
• Policies and Procedures for all companies within the Medipost Group.

Competencies and Requirements

COMPETENCIES

• Excellent Interpersonal and communication skills;
• Strong written and verbal language skills;
• Strong administrative and data capturing skills;
• Deadline-oriented and able to work under pressure;
• Effective time management;
• Accuracy and attention to detail;
• Passion for training and development;
• Effective monitoring and reporting skills.
• Must have initiative and self-drive and be able to work independently through an agreed strategy.

Specific Requirements/Other Important Information

• Ability to prioritize large workloads.
• Ability to maintain policy guidelines within pressured situations.
• Ability to act independently.
• Ability to accept and take charge of projects allocated on short notice.
• Willingness to work overtime during high-pressure periods.
• Accountability and Responsibility to ensure that all administration and communication between the Company, S. Buys, and SAPC are accurate and executed successfully is of utmost importance.
• Adhere to SOPs and KPA's at all times, report any deviations or concerns to the Supervisor.
• Perform any ad-hoc projects necessary for the MTA Department and the Medipost Group at large.