Assistant Administrator: Apprentices and Certification at Transport Education Training Authority (TETA)

KEY PERFORMANCE AREAS 
Provide Support to Stakeholders

• Support External Stakeholders regarding apprentice registrations; 
• Attend to walk-in clients and resolve queries;
• Assist by giving stakeholders certificate that are ready.

Registration of Apprentice Agreements

• Giving Chambers Contract Numbers for relevant learners for them to make payments to companies;
• Receive, evaluate, and register apprentice agreements in line with requirements within 21 days of receiving the agreements;
• Compile a list of all registered learner agreements and update learner registration database;
• Complete relevant sections of the apprentice agreements, issue registration numbers and submit for sign-off;
• Open learner file, keep all approved documents and file alphabetically for easy access;
• Send confirmation of registration to internal and external stakeholders.

Processing of Trade Test Applications

• Trade Test applications are verified and submitted for approval;
• Compile a list of all logbooks received for evaluation and submit to the Subject Matter Expect to evaluate;
• Maintain an electronic copy of the approved trade test applications and update the learner file in the filling room;
• Send confirmation of approved trade test applications to internal and external stakeholders.

Processing of Trade Test Results

• Trade Test Results are verified and submitted for approval;
• Compile a list of all approved trade test results;
• Maintain an electronic copy of the approved trade test results and update the learner file in the filling room;
• Send confirmation of approved trade test results to internal and external stakeholders.

Prepare Certification Pack for Submission to NAMB and QCTO

• Make copies of documents required for certification (certification packs);
• Prepare schedule of all learners who qualify for certification and submit with the certification packs to NAMB;
• Follow-up with NAMB on evaluation feedback as per submitted certification packs;
• Communicate with internal and external stakeholders regarding updates on certificates and feedback from NAMB;
• Monitor certification applications and reconcile received certificates versus submitted applications.

Reporting

• Prepare and submit monthly report to the ETQA Manager;
• Prepare, consolidate, and submit monthly report to NADSC as per requirements; 
• Prepare and submit evidence requested for validation on reported learners to NADSC.

Coordinate Apprentice Related Committee Meetings

• Schedule meetings and make all arrangements for the meeting;
• Take minutes for meetings and distribute within 7 days from the date of the meeting;
• Process travel claims and meeting allowances for committee members where applicable.

Audit and Risk

• Prepare for Internal and External audits and submit evidence within agreed timeframes;
• Ensure no repeat of findings and implement corrective action of existing findings.

Personal Development

• Manage time, work attendance and apply for leave according to Leave policy;
• Implementation of personal development plans.

Requirements

MINIMUM REQUIREMENTS

Experience and Qualification

• M + 3 qualification in ETD, HRD or relevant tertiary qualification;
• Minimum 2 years’ experience in administration;
• Training administrative experience in relation to apprentice processes with exposure to ETD/SETA environment will be an advantage.