Senior Admin – Learning Programmes_Strategic Projects

ROLE PURPOSE:

The successful candidate will provide administrative support to the Learning Programmes Strategic Projects, ensuring accurate and timely learners, grant, MIS and stakeholder administration.

These positions report to the Manager: Learning Programmes (Strategic Projects)

• Work Experience Programme Administration: Provide administrative support for the implementation of the Work Experience Programme Ÿ Administer documentation and records relating to P1, P2 and Vacation Work learners Ÿ Ensure Work Experience learner information and supporting documentation are complete, accurate and appropriately maintained Ÿ Coordinate administrative processes relating to learner participation throughout the programme lifecycle Ÿ Maintain appropriate programme records and administrative controls Ÿ Perform other programme administration responsibilities delegated by the Manager: Work Experience.
• Learner Registration and MIS Administration: Register approved P1, P2 and Vacation Work learners on the learner management information system. Maintain accurate and complete learner information on the system. Verify learner information and supporting documentation before capturing or updating records. Support the effective implementation and utilisation of the MIS for Work Experience administration. Maintain appropriate controls to promote the integrity, completeness and accuracy of programme data. Assist stakeholders with administrative and system-related enquiries. Conduct administrative verification of learner and programme information before processing. Identify data discrepancies, incomplete information and administrative non-compliance and initiate corrective action.
• Grants Administration: Associate all registered and approved learners with the grants allocated to them. Verify that learner registrations and grant allocations correspond before association. Maintain accurate records of learner/grant associations. Prepare and process the de-association of grants for learners terminated from the Work Experience Programme. Submit completed de-association documentation/information to the relevant project accountants. Maintain appropriate logs and records of grant associations and de-associations. Support reconciliation and verification of programme information where required.
• Programme Completion and Employer Liaison: Liaise with participating employers regarding learners who have completed the Work Experience Programme. Obtain, verify and maintain information relating to learner completion. Follow up with employers on outstanding learner documentation or programme information. Maintain accurate completion records on relevant systems. Support the closure of learner records after completion or termination. Escalate unresolved programme administration matters to the Manager: Work Experience.
• Stakeholder Engagement and Support: Coordinate and prepare Work Experience stakeholder engagement sessions. Liaise with employers, learners, training providers and relevant internal stakeholders regarding Work Experience administrative matters. Provide administrative guidance and support to stakeholders on programme processes. Support and/or conduct stakeholder orientation and training relating to the MIS. Respond to stakeholder enquiries and facilitate resolution within the delegated authority of the position. Refer complex or unresolved matters to the Manager: Work Experience. Maintain professional and constructive relationships with internal and external stakeholders.
• Reporting, Records and Information Management: Maintain complete, accurate and auditable Work Experience programme records. Compile learner registration, completion, grant and related programme information for reporting purposes. Assist with monthly, quarterly and other programme reports as required. Monitor outstanding information and follow up with stakeholders to ensure completeness. Maintain appropriate filing, document management and information controls. Provide programme information to management when required.

KEY REQUIREMENTS: QUALIFICATIONS, EXPERIENCE AND COMPETENCIES

• A National Senior Certificate (NSC) or National Certificate: Vocational (NCV) (NQF 4)
• Minimum National Diploma (NQF 6) preferred in Human Resources Management /
• Development, Public Management / Administration, Business Management / Administration.
• A Bachelors Degree (NQF 7) in the above mentioned fields will be an added advantage.

Experience:

• Minimum 3 years administrative work experience, preferably in a Learning Programmes, Skills Development Administration, Grant Administration, or related field.
• Public Sector experience (preferred)
• Demonstrable proficiency in MS Office (MS Word, MS Projects, MS Excel, MS PowerPoint and MS Outlook)

Competencies:

• Knowledge: Skills Development legislation. Learning Programme administration. Grant administration processes. Quality Management Systems. Database and MIS administration. Reporting and records management. Organisational policies and procedures.

Skills: 

• Excellent time management skills.
• Excellent interpersonal skills. 
• Excellent verbal and written communication skills. 
• Be detail-oriented and possess excellent organisational skills. 
• Possess the capacity to prioritise tasks and the ability to work under pressure. 
• Possess resilience and agility.
• Work independently and meet tight deadlines. Bookkeeping skills, analytical and problem-solving skills.

Attributes: 

• Customer focused. 
• Ethical and professional. Integrity. 
• Accountability. Results oriented.
• Resilient. Team player. 
• Organised and methodical.
• Deadline driven.