Training Operations Administration Supervisor at Signa Advisors (PTY) Ltd

MAIN JOB PURPOSE

The Incumbent will be responsible for the training operations and administrative performance of the company, including administrative and logistical support to the Operations Manager.

EDUCATION AND EXPERIENCE

• Minimum of Matric (Grade 12) / equivalent
• Administration certificate NQF Level 4+ will be advantageous.
• Business management certificate an advantage
• Computer Literacy in MS Office suite
• Computer Literacy in Google suite
• Health & Safety certificate will be advantageous.
• 3-4 years’ experience in a similar role
• 3-4 Years’ experience in training environment
• 5+ Years’ experience in computer literacy.

DUTIES INCLUCES:

• Operations
• Populate and update daily training plan and training calendar.
• Schedule mobile and lifting training.
• Assist in arranging short courses & coordinate with KAM.
• Prepopulate student fixed term contracts and coordinate them being signed and uploaded to client project folders.
• Book accommodation & admin related tasks when necessary.
• Order protective clothing and toolboxes for all learners and Staff.
• Coordinate preparation of onboarding documentation for all learners
• Coordinate preparation of logbooks for learners.
• Coordinate course evaluation form completion by students with training officers
• Arrange meals for learners where required.
• Compile monthly stipend payments for learners and overtime and obtain approval.
• Update of workplace tracking
• Updating the training plan in the training calendar worksheet where necessary in collaboration with KAM.
• Prepare and distribute minutes for weekly meetings.
• Check, edit and send learners progress reports to KAM monthly.
• Generate learnerships reports on the system and send them to KAM monthly.
• Send out reminder to clients to send the learners back for Trade Test Preparation.

Health & safety

• Responsible Admin for Health and safety in Operations
• Ensure first aid and medicals for learners are done.
• Record keeping of orientation on safety and evacuation procedure for all new learners.
• Assist with conducting safety talks with staff.
• Take minutes for monthly safety meetings.

Support to Training Officers:

• Oversee generation of mobile and lifting license and certificate for signature.
• Oversee printing and issuing of short course certificates.

Financials:

• Get quotations for procurement of stationery, PPE, repairs, toolboxes etc.
• Ordering of office stationery, and consumables as required.
• Administer supplier invoices – Receive invoices, upload for approval, and keep track of payment.

Staff Supervision:

• Supervise and coordinate the operations of the administration department.
• Demonstrate effective, fair leadership, and inculcate the company values and culture.
• Supervise, monitor and oversee the tasks allocated to the admin clerks and assistants.
• Interacting, coaching, recognizing superior performance and addressing substandard performance of team members.