Administrator: OD and Talent Management - Midrand at Construction Education & Training Authority (CETA)

JOB PURPOSE AND PROFILE

• To provide administrative support to the Organisational Development & Talent Management unit to ensure the effective and efficient running of the office, provide superior service and to support the CETA in the execution of the overall strategy.

RESPONSIBILITIES:

• Assist with the screening of shortlist applications according to job requirements and forward all shortlisted applications to the relevant business unit head for further shortlisting.
• Prepare interview packs for the relevant position and distribute as required.
• Coordinate and arrange psychometric assessments and feedback with candidates and external providers as required.
• Coordinate and arrange risk and verification assessments with external providers as required.
• Send out rejection letters based on interview panel findings.
• Arrange with the line manager to give internal candidate proper feedback regarding growth opportunities and gaps.
• Assist in the resolution of all recruitment enquiries and approvals from appropriate delegated authorities.
• Coordinate the advertising of vacant positions and source replacements as per recruitment timelines and Standard Operating Procedures.
• Coordinate the recruitment process, including all interview panel members, logistics and relevant supporting packs.
• Assist in the coordination of the induction program for CETA for new employees when required.
• Gather and capture all relevant documentation in order to prepare for the annual training plans and reports.
• Facilitate and coordinate induction programs.
• Analyze training requests in accordance with PDP’s before submission for approval.
• Coordinate relevant training and development committee meetings such as HRD EE and Bursary Committee.
• Assist with updating process flows, forms and provide input into Training and Development policies and procedures.
• Coordinate and administer bursaries as per CETA policies and procedures.
• Coordinate training as required.
• Scheduling and coordinating training interventions.
• Coordinate and administer electronic performance management system according to policy and procedures.
• Communicate performance management calendar.
• Coordinate ERP Performance Management and performance management methodology trainings
• Coordinate moderation committee meetings
• Compile performance management reports/spreadsheets
• Conduct performance management and employee training as and when required.
• Coordinate and provide administrative duties in the business unit such as, receiving telephone calls, correspondence and emails and flagging them as required.
• Work with the Specialist: OD and Talent Management to prioritise an agenda and focus on the most important issues and opportunities within the business unit.
• Develop, maintain and update the business unit’s annual meetings planner.
• Coordinate the business unit’s meetings and preparation and ensure that all invitations, logistics, minutes and relevant agendas and material are provided.
• Assist with the coordination and compilation of reports for the business unit for review and submission.
• Assist in the capturing of relevant information and maintaining the database for the business unit, ensuring data integrity.
• Monitor payments for Unit related activities.
• Maintain costing information of Bursaries awarded.
• Liaise and provide documentation to auditors as requested.
• Monitor compliance to relevant training and development policies and procedures.
• Compile monthly and quarterly statistical and attendance reports to the Specialist.
• Ensure all documents are filed according to company policies and procedures.
• Contribute to the review and update of the CETA policies and procedures (all staff)
• Prepare and submit to supervisor accurate, complete and credible monthly reports as required for consolidation and tabling at monthly EXCOs.
• Ensure all work performed is backed-up regularly as per ICT polices onto the CETA electronic servers.
• Apply / implement and undertake all activities and duties in line with policies, procedures and relevant laws and regulations applicable to the task at hand.
• Attend risk, compliance, ethics and fraud prevention updates meetings, trainings and workshops as scheduled by CETA.
• Contribute to the risk maturity levels at the CETA.
• Follow protocols and report suspicious activities, corrupt or fraudulent activities that one is aware of; onto the CETA whistle blowing and fraud prevention hotline.
• Ensure that all relevant CETA registers, reconciliations and regulatory reports are compiled and submitted on time.
• Provide advice and timeously response to all staff.
• Provide relevant and specialized technical support with regards to completion of performance agreements and or bursaries.
• Attend and address all stakeholder queries timeously and effectively.
• Attendance to development workshops and interventions as per agreed Individual Development Plan (IDP).
• Perform all duties and responsibilities in line with applicable Acts, Regulations and per CETA relevant policies and procedures.
• Timeous submission of performance agreements and reviews.
• Live and demonstrate exemplary behaviours driven and anchored on / by CETA values.
• Ensure that on-the-job training, learning and development is taking place.
• Share and play an effective role in ensuring that teams assist in achieving of strategic goals and mandate of the CETA.
• Supervise, empower, coach and /mentor interns that are assigned to the business unit.
• Contribute to the financial sustainability of CETA by ensure no wasteful and fruitless expenditures are incurred in the area of responsibility.
• Ensure that is assisting the business unit to operate within the allocated operational budgets.

Requirements

DESIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Three (3) Year Diploma (NQF 6) in Human Resources or related NQF 6 qualifications.
• Minimum three (3) years’ experience in Human Resource Talent Management or Training development
• Effective written and verbal communication skills
• Effective organisational skills
• Computer literacy, including MS Office (Word, Excel, PowerPoint)

Other Requirements

• Willingness to work outside of official hours when necessary.
• Valid Driver’s License

The following Attributes are necessary to succeed in this role:

• Punctual, self-discipline and a motivated team player.
• Ethical consciousness and conduct in all dealings with the matters of CETA.
• Emotionally intelligent and communicates well across all levels.
• Analytical and pay attention to detail.
• Deadline driven.
• Adaptable and problem-solver.
• Excellent negotiation and organising skills.
• Innovative and creative self-starter.
• Ability to work with difficult individuals.