Educational Assistance Programme Coordinator at Discovery Limited

Job Description

• This role will provide end-to-end administration of the organisation’s educational assistance through Employee Bursaries, Educational Assistance Loans, Bursary Buy-Ins, Bursary Buy-Outs, Clawbacks, Employee Relative Bursaries, Student Bursaries, Ad Hoc Bursary Payments and the Adrian Gore Fellowship Award Bursaries ensuring efficient processes, compliance with policy, and accurate payroll integration.
• This role supports employee development by maintaining the integrity and smooth operation of all bursary-related systems and transactions, including audits, reconciliations, and stakeholder engagement

Job Responsibilities may include but are not limited to:

• Manage end-to-end of Educational Assistance processes, including opening cycles, application process, document management, payroll processes and closing cycles.

Employee Bursaries:

• Liaise with Skills Development regarding Bursary Cycle timelines.
• Attend Bi-Annual BC Kick off Meeting.
• Administer Employee Bursary Cycle, ensuring all documents are uploaded on DevMan.
• Review, validate, and reconcile bursary applications.
• Administer bursary system access for Bursary Committee members.
• Prepare and communicate Bursary cycle progress stats weekly during application process.
• Prepare and submit payment schedules for CFO sign off and payroll processing.
• Track submission of exam results at the end of each semester.
• Perform application and system clean-up activities pre-cycle.
• Resolve Educational Assistance queries within agreed SLA.

Educational Loans:

• Administer Educational Loans received, ensuring all documents are uploaded on DevMan.
• Review, validate and reconcile applications.
• Prepare and submit payment schedules for CFO sign off and payroll processing
• Upload payment templates and monitor proof of payment.
• Maintain accurate loan repayment tracking.

AGFA:

• Initiate applications for selected candidates received from the AGFA Team.
• Manage AGFA application admin, tracking and documentation.
• Obtain approval and process finance documentation for payment.
• Buy-in / Buy-out & Clawback Administration:
• Handle invoicing to/from previous and new employers.
• Process clawbacks for employee exits or academic failure.
• Ensure payslip records are accurately updated.

Group & BU Programmes:

• Initiate applications for selected candidates
• Manage application admin, tracking and documentation.
• Obtain approval and process finance documentation for payment.

Ad Hoc Bursary Support:

• Create employee profiles and facilitate once-off or non-standard bursary payments.
• Follow bursary process and update payroll with benefits.
• Develop and maintain reporting systems that track the performance of educational assistance programmes. Implement regular reviews to identify areas for enhancement and work on the continuous improvement of processes, systems, and tools

Key Stakeholders:

Internal Stakeholders:

• Human Resources (HR) Teams
• Procurement
• Payroll Teams
• Finance Department
• First Line Support
• Group Skills Development Manager
• Talent & Performance Teams
• Line Managers
• Cost Centre Managers
• AGFA Team
• Employees
• Internal Auditors
• Systems Support
• Skills Development Team

External Stakeholders:

• Educational Institutions (Universities, Colleges, Training Providers, Book Vendors)
• External Auditors

Competencies:

• Strong attention to detail and numerical accuracy
• Excellent organisational and administrative skills
• Ability to work independently and meet tight deadlines
• Strong communication and interpersonal skills
• High level of confidentiality and discretion
• Proactive, with a problem-solving mindset
• System-driven with the ability to learn HR platforms quickly
• Matric with a relevant HR / Finance / Business Administration qualification (Diploma or higher)

Education

• Relevant 3-year Degree and/or Post Graduate Qualification

Work Experience

• Minimum 2–3 years’ experience in HR administration or employee benefits
• Experience working with HR systems and payroll platforms
• Advanced Excel skills (including reconciliation templates)
• Knowledge of financial documentation and audit principles an advantage
• Knowledge and understanding of the Higher Education landscape

Technical Skills or Knowledge

Required

• Service and Administration skills
• Excel
• Consulting Skills
• Data analysis
• Data quality and data governance concepts