Project Coordinator at Adcorp Holdings Limited

Job Description

The primary requirement for this position is the implementation of our client projects both on and off-site in line with signed off Client Service Level Agreements as well as project implementation plans / schedules. The role is responsible for operating within the confines of PMI’s Quality Management System which governs our accreditation and registration as a Skills Development Provider.

Qualification and Experience

• Relevant NQF level 5 qualification
• 1 – 2 years’ experience
• Project management skills and exposure to the project management environment
• Experience in education, training, and development
• Experience working with SETA's advantageous
• Administration experience in an educational institution
• Working knowledge of MS Office with strong Excel skills
• Own vehicle and driver’s license is essential

Roles and Responsibilities

Project Scoping and Management

• Ensure that you and SDM, have met with the sales team and understand the required deliverables and time-frames of the agreed project
• Draft a project plan/schedule as per client requirements and the Qualification requirements
• Ensure SLA, seta and Audit compliance at all times
• Provide information with regards to the billing (supporting documentation)
• Keep the sales informed of any developments on the project on a continuous basis
• Liaison with SMO, client, learners, COE staff, Quality Management ensuring all processes managed in line with our internal SOP and QMS process

Project Initiation

• Ensure learners meet the minimum requirements of the selected qualification by conducting pre-assessments and providing the Account Manager with a report of the results and recommendations
• Confirm and prepare venues and/or refreshments in accordance with project plan/SLA
• Prepare relevant documentation within the required timeframes to meet deadlines for client and Seta requirements including Letters of Intent where relevant
• Schedule and conduct Learner Inductions
• Ensure that learnership agreements are signed and supporting documentation is completed by the learners according to QMS requirements
• Complete Learner sign-up and prepare all documentation in accordance with QMS requirements
• Complete Learner Registrations with relevant Setas and obtain proof of registration and upload to SOP folder
• Interview facilitators to build the database – Provide scope to COE to validate and add to database

Project Coordination

• Ensure learnership agreements are handed over to the Administrator to check and scan and uploaded to SOP folder
• Prepare Registers for Induction and classes
• Ensure administrator hands over attendance registers and learner material
• Collect and checking attendance registers before handing over to administrator to upload
• Ensure leave forms are submitted and handed over to administrator where applicable
• Ensure administrator continuously updates QA files and learner POE’s
• Ensure that learner evaluations are received per workshop and handed over to the administrator
• Receive and check PoE submissions and hand over to administrator for filing
• Capture attendance and results onto LMS

Project Monitoring and Support

• Support SDM with the project briefing of facilitator/assessor and reporting
• Ensuring that learners attend all classes and provide support to learners and facilitators, Assessors
• Ensure that coaching/facilitator reports are received per workshop and checked for learner progress
• Investigate and consult with learners at risk and highlight areas of risk to managers to discuss with client
• Provide client reports to SDM when required
• Ensure portfolios of evidence are maintained to the highest standards at all times
• Receive Assessed and Moderated files back and check for completeness and quality of Assessment and Moderation done
• Delivering/submission of Documents to local Seta (Regional) when required
• Check portfolios of evidence as per the check-list to ensure completion and ascertain gaps prior to the assessment being scheduled
• Action remediation sessions for learners

Roles and Responsibilities (cont.)

Project Close-out

• Action feedback on internal moderation from the COE
• Ensure adherence to SOP requirements
• Capture results/spreadsheets for Seta exits
• Prepare files for external moderation and external verifier where applicable
• Archive all documentation after external moderation