Learning and Development Clerk at Tharisa

Role Context

Training Administrative Support

• Receive, monitor and maintain all training records, including attendance registers and assessments, as received from the Learning and development (L&D) Administrator, to ensure their completeness and accuracy.
• Guide and direct learners to the correct classrooms or facilities for training sessions, to ensure all learners reach their desired destination on time.
• Scan and file training records for each training intervention, by maintaining accurate documentation, to ensure the availability of all documents and related information when required.
• Maintain a data management system (i.e., 5S system) within the data storage room, to ensure efficient organisation and accessibility of all training records.
• Compile and/or generate weekly and monthly reports on all training activities (i.e., attendance) and outcomes for management to review, keeping management informed of all training related data and relevant updates.

Certificate/License Management

• Review and confirm the completion of all training requirements before the printing of certificates and/or licenses, as per the standard operating procedures (SOPs), to ensure compliance with legislative and regulatory requirements before the issuing of any certification or licenses.
• Print relevant certificates and licenses as requested by the Administrator and distribute them to the relevant administrators and learners, to ensure the timely and accurate distribution of all certificates and licenses.
• Update and maintain all data records of certificates and licenses, by recording all key information related to the date distributed and the related employee and/or contractor, so as to monitor the distribution of certificates and licenses, ensure their accuracy, and tracking their compliance with regulatory and organisational requirements.
• Link equipment and relevant access to the employee/contractor via the online data base, after the completion for the require training, so as to enable to obtain the required access.

Document Control

• File and safeguard all training documents, such as training records, so as to facilitate the easy retrieval and reference to the required information.
• Take accurate minutes during L&D meetings, to record and distribute decisions and action items related to training activities.
• Provide support to the L&D Team in the preparation of reports, including gathering necessary data and information as directed, to ensure the timely completion and distribution of training related reports and key insights, as stipulated.
• Use all necessary data management systems (i.e., SAGE 300, MQA I-Share, New Leaf, Xtime), to store all training related data and simplify the report generating process.
• Manage and monitor all documents, including personnel and contractor files, by ensuring that they are indexed to simplify the retrieval process.
• Review and maintain all documentation compliance with the applicable quality management system standards, to maintain regulatory compliance and adhere to organisational requirements. 

Resource Management

• Determine resource needs within own area of responsibility to achieve individual role outcomes.
• Request required assets and resources for the fulfilment of work duties to attain quality work outputs.
• Use assets and resources optimally within own area of responsibility.

Stakeholder Relations

• Engage with all relevant Departments on issues of the area of specialisation, as directed by the L&D Specialist.
• Communicate with internal and/or external stakeholders, where required, to achieve work objectives and to maintain relationships.

Requirements

Qualifications:

• Grade 12 (NQF4)
• National Certificate in Administration within the learning and development environments: Advantageous

Job-specific experience:

• Minimum of 6-12 months clerical or administrative experience within the Learning and Development environments, preferably within the mining industry.
• Proficient in Microsoft suite (i.e., Excel, Word, PowerPoint, etc.).