Administrator – Training Academy (Florida) at Fidelity Services Group

Purpose of the Position

• The Administrator will be responsible for providing administrative support to the Training Academy by ensuring accurate record keeping, daily data capturing, proper filing and archiving, course register management, learner administration, and support with training-related systems and compliance requirements.
• The successful candidate must be accurate, organised, service-driven, and able to complete administrative tasks within required turnaround times.

Key Responsibilities (Not totally inclusive):

The successful candidate will be responsible for:

• Capturing learner details, results, attendance, forms, assessor information and moderator information accurately on the relevant systems.
• Ensuring that training records are updated daily and that information captured on HR Manage is accurate and complete.
• Maintaining proper filing and archiving of records in line with compliance, OHS and POPI requirements.
• Scanning and uploading documents to the relevant HR Manager systems.
• Completing administrative tasks such as CRB checks, task lists, permits, eye tests, maintenance records and Inkliwe-related tasks.
• Ensuring course registers are aligned with the correct courses and submitted within the required turnaround time.
• Monitoring and following up on NCR items older than three weeks, as recorded on course schedules.
• Driving follow-up actions with regional administrators and escalating matters to the Senior Administrator where required.
• Handling learner, client and internal queries professionally and within 24 hours.
• Supporting the Training Administration office with IFACTS, POSTING, ARAMEX, FORMAX, ASSETS and STATIONARY/REFRESHMENT administration.
• Keeping accurate records of expiring dates, permits and certificates.
• Supporting audit readiness by ensuring records are complete, accurate and properly stored.
• Submitting weekly reports on actions taken to reduce internal and external audit risks.
• Assisting with general administrative duties and additional tasks as required by management.

Minimum Requirements

• Grade 12 / Matric.
• Previous administrative experience will be advantageous.
• Experience in a training, compliance, HR or learning and development environment will be an advantage.
• Computer literacy, including MS Office.
• Experience with HR Manage or similar systems will be advantageous.
• Good written and verbal communication skills.
• Ability to work accurately under pressure.
• Strong attention to detail.
• Ability to meet deadlines and follow up on outstanding matters.
• Professional conduct when dealing with learners, clients and internal stakeholders.

Key Competencies

• Accuracy and attention to detail.
• Good record keeping and filing ability.
• Time management and deadline orientation.
• Customer service focus.
• Teamwork and collaboration.
• Reliability and commitment.
• Ability to follow procedures and comply with SOPs.
• Willingness to learn and understand all Training Academy systems.
• Ability to accept feedback and work constructively with supervisors and colleagues.

Behavioural Expectations

The successful candidate must:

• Produce high-quality, accurate work.
• Honour commitments and complete tasks within agreed timeframes.
• Be disciplined, punctual and reliable.
• Maintain confidentiality and professionalism.
• Work effectively as part of a team.
• Support the overall objectives of the Training Academy.
• Demonstrate willingness to grow within the department.