Fresh Jobs at IIE MSA and IIE Varsity College

Competencies Required:

• Good time management skills
• Detail orientated
• Familiar with current Research Processes
• Good interpersonal Skills

Minimum Qualification Requirements:

• Master’s degree in Communications or Media Studies or Organisational Communications

Minimum Work Experience Requirements:

• Supervision Experience Advantageous

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Duties and Responsibilities:

Presentation Target

• Deliver engaging presentations at targeted schools, showcasing the benefits of our institution.                             
• The ability to deliver a great presentation to potential students is crucial.
• Distribute marketing materials and interact with students to generate interest and enquiries.                                             
• Represent our brand at career expos and other stakeholder events.        
• Achieve monthly presentation targets as per school priorities.

Database Collection

• Meet monthly targets for collecting school databases to expand our reach.

Interview Target

• Make proactive calls to prospective students, scheduling interviews to meet daily and weekly targets.
• Follow up on online applications, ensuring proof of payments and scheduling appointments.
• Provide prompt responses to online and telephonic enquiries.
• Conduct interviews following an established script, building rapport with students and parents.
• Achieve individual targets for weekly, monthly and annual interviews.

Application Target

• Assist students with the online application process during interviews, securing applications on the spot.
• Follow up with unpaid online applications and ensuring payment is completed.
• Conduct regular calling campaigns to convert interviews into applications.
• Drive application acceptance and pre-registration fee payment.
• Achieve individual targets for weekly, monthly and annual applications.

Registration Target

• Meet individual targets for new student registrations.      

Administration and Reporting

• Maintain accurate daily reports, including call reports and interview booking trackers and the CRM system.
• Ensure interview forms are completed correctly and applications have valid supporting documentation.
• Update relevant systems and reports as required by the Head: Student Recruitment.

Competencies Required:

• Strong interpersonal and communication skills to effectively engage with students, parents and stakeholders.
• The ability to deliver a compelling presentation at schools is crucial.
• Friendly, tenacious, and target-driven mindset with exceptional organisational abilities.

Minimum Qualification Requirements:

• National Diploma (NQF6) with 3 years sales experience (preferred). Alternatively, minimum of National Senior Certificate (or equivalent) with 5 years sales experience.

Minimum Work Experience Requirements:

• 1- 2 years of sales experience is preferable.

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Duties and Responsibilities:

• Student Capacity Planning
• Understands the timetable in terms of phase in and phase out rules related to phase out and teach out qualifications
• Understands the process and advises on the need to teach out a qualification in consultation with the Head: Academic Operations, and ensures that all such requests are formally approved via the National office and governance committees at the Central Academic Team (CAT)

Lecturer Budget Support

• Ensures that the campus Academic team are informed of the student group planning in order to complete the lecturer budget

Venue Management

• Facilitates the ad hoc allocation of venues for various events throughout the year, including any corporate offers on campus
• Liaises with the campus Facilities Co-ordinator to report any venue related problems or to arrange for special requests regarding venue facilities, and ensures that classroom checks are completed timeously
• Communicates any changes to the teaching timetable to students and lecturers

Assessment Timetabling

• Ensures effective planning of computer room venue software and IT equipment in venues for practical assessments
• Assists with the planning and allocation of venues to be shared with the Assessment Centre

Timetabling & Attendance Register Management

• Allocates lecturers into the teaching timetable, taking into account respective lecturer constraints as received from the Academic team
• Manages timetable changes during the academic year (i.e. updates the academic system with rescheduled sessions received from the Academic team)
• Ad hoc printing of daily registers for Lecturers where required
• Captures attendance in the academic system on request
• Monitors registers daily during the registration period to identify students who are still not appearing as registered students and ensures this information filters through to the Admission Centre for follow up for the completion of the registration process
• Ensures that the attendance registers are filed correctly in an orderly system for ease of accessibility in the case of attendance related enquiries
• Manages the operational delivery of programmes, this may include programme specific events e.g. Moot court, Info evenings etc
• Releases and communicates the teaching timetable to students and lecturers and informs them of any updates to the timetable thereafter
• Ensures that all timetabling information is captured accurately and timeously in the academic system
• Schedules supplementary sessions as required from the Academic team

Programme Operations Support

• Acts as the liaison between the Capacity Planning and Timetabling Centre and the Programme Managers on any programme related issue in support of the academic programme
• Maintains a strong communication channel with all relevant stakeholders that supports all operational requirements that may impact the designated programmes
• Liaises with the campus Academic team regarding post assessment queries
• Manages the corporate offer space, ensuring that enough material has been ordered for the students and lecturer and distributes it on the day
• Campus Collaboration & Team Support
• Assists with campus specific projects/events (e.g. Graduation, Open Day etc.)
• Complies with The Protection of Personal Information Act (POPIA) legislation relevant to the Capacity Planning and Timetabling Centre
• Collaborates with all departments on campus to facilitate optimal performance within the Capacity Planning and Timetabling Centre and to ensure a high-quality student experience

Minimum Qualification Requirements:

• Minimum of a National Diploma/ Advanced Certificate (NQF Level 6). Advanced Diploma or Degree (NQF Level 7) advantageous

Minimum Work Experience Requirements:

• Minimum of 2 years administrative experience (Ideally with timetabling experience)

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Duties and Responsibilities:

Managing and Tracking of Assessment Printing

• Manages the assessment process from the point of capturing on the assessment printing tracking system to receiving crates from the assessment printing service provider.
• Ensures that correct orders are placed and fulfilled as per the details in the assessment printing tracking system.
• Ensures that actual student numbers are updated in the assessment printing tracking system once the student numbers have been audited.
• Manages and ensures that the respective assessment tracking and printing timelines are met and feedback is provided to the National office when required.
• Ensures that the student numbers, venue and Invigilator details have all been captured in the assessment printing tracking system as per the batching timeline to allow for prepacked assessments being delivered in the batches from the assessment printing service provider.
• Ensures that the venue and Invigilator details have been inserted into the distance printing tracking system for the students who are registered with the Online Centre as per the batching timeline to allow for prepacked assessments being delivered in the batches from the assessment printing service provider, and adheres to deadlines given as these determine the last date that inserts or updates can be made.
• Checks the assessment crate contents on arrival from the assessment printing service provider to ensure that all the assessments have been packed and grouped as requested on the assessment printing tracking system.
• Receives batch and lock codes from the assessment printing service provider for opening the crates.
• Ensures that the assessment printing service provider and assessment printing tracking system How-to-Guide has been adhered to.
• Ensures that the crates and locks are returned to the assessment printing service provider timeously after the batch has been checked.

Invigilator Recruitment and Management

• Manages the Invigilator training process and ensures that Invigilators are informed of, and trained on, any changes to the policy.
• Recruits Invigilators for the campus and partners with the Campus HR representative to ensure that all audit requirements are adhered to in the recruitment process.
• Co-ordinates and supervises the Invigilator booking process 5 weeks in advance of assessments in line with the Programme Assessment Schedule (PAS) to ensure that the Invigilator details can be entered in the assessment printing tracking system as per the batching timelines.
• Sends follow up emails to remind Invigilators of bookings.
• Assists with invigilating when required.
• Reconciles the Invigilator reports pre and post assessment, and follows up on any anomalies if and when required.
• Logs assessments in and out with Invigilators.

Pre-Assessment Logistics - Initial and Replacement Assessment

• Manages upcoming assessments using the Programme Assessment Schedule (PAS) and the Combined National Assessment Schedule.
• Uploads the Programme Assessment Schedule (PAS) and informs students that it is available.
• Ensures assessments and memos are stored safely at all times in the campus academic safe from when the assessment is received in the crate from the assessment printing service provider to when the assessment is written, and ensures that any excess scripts are destroyed once the assessment has been written.
• Prepares all documentation required for the assessment as per the assessment templates provided (i.e. the Assessment Activity Logs, Invigilator Reports and Seating plans).
• Finalises the student lists, including the Cumulative Assessment (CASS) lists at the point of exams.
• Exports the register from the distance printing tracking system for the students registered with the Online Centre who have selected the campus as their exam centre.
• Prepares all the assessment documentation required for the students registered with the Online Centre.
• Pulls The Student HUB report daily to ensure the preparation of assessments for applications that have been approved.
• Ensures that pre-assessment logistics accommodate concession applications.
• Accesses and checks the special concession grid to ensure all concessions granted are actioned.
• Proactively plans with the campus Academic department to ensure that all approved special concessions can be accommodated.
• Ensures that all concessions have been arranged for special concession students (i.e. additional time, separate venue etc.).
• Liaises with the ICT department regarding any ICT assessment set-up requirements which may be needed for practical assessments.
• Receives preloads (exams or tests) from the relevant Programme Operations Manager (POM) and ensures that these are uploaded and verified by the Senior ICT Support.
• Escorts students with permission slips to their test/exam venue.
• Updates the student noticeboard with assessment venue allocation details.
• Manages all assessments being written on campus.
• Analyses the criteria for all students writing replacement sittings to ensure that they are eligible to write the assessment.
• Ensures that the Assessment Centre carries out all pre assessment logistical requirements for replacement assessments including the daily analysis of The Student HUB report.
• Checks that students are registered with the Online Centre if they arrive at the incorrect exam centre and grants permission for the student to write the assessment.
• Ensures that all assessment documentation is kept up-to-date at all times and is compliant with all assessment and audit policies and processes.
• Ensures that each stage of the Assessment Activity Log is accounted for by way of a signatory.
• Conducts regular audits of assessment documentation.
• Ensures that the number of booklets and instruments that are issued with an assessment align with those as listed in the assessment documentation and that any surplus/shortfall is accounted for.
• Manages and tracks the assessment booklet stock and conducts regular audits of the assessment booklet tracker.
• Reconciles the Invigilator’s report that summarises all the necessary information and removes the report from the pack before the scripts are handed over to the Results Centre for the marking process.
• Notes and investigates any discrepancies on the Invigilator report.
• Uses the allocated supplier bins for the disposal of assessment instruments to safely destroy test papers and memos as per the Assessment Strategy & Policy, and retains only one memo as a master copy for filing.
• Reconciles the scripts at the end of each assessment and hands them over to the Results Centre for the marking process, results capture and moderation process thereafter.
• Ensures that the assessment memo is included in the pack handed over to the Results Centre for the marking process.
• Hands over the student list to the Results Centre for billing purposes post assessment.
• Notifies the National office of all different location Student HUB approvals and manages and tracks the different location approvals.
• Verifies and confirms the different location venue and Invigilator details as per the confirmation letter included in The Student HUB application.
• Receives written acknowledgement from the different location Invigilator that all exam rules will be followed.
• Ensures that the different location Invigilator is informed of the assessment date and time in the respective time zone.
• Prepares and sends all the assessment documentation (i.e. assessment activity log, Invigilator report and register) to the different location Invigilator at least two days before the assessment is due to be written.
• Prints the assessment received via email from the different location and hands it to the Results Centre for the marking process.

Non-Exam Condition Assessment Processing

• Sets-up student groups and VC Learn links, and manages the assessment submission deadlines on SafeAssign, MS Teams and Turnitin as per the Programme Assessment Schedules (PAS).
• Collects the assessments from the assessment submission point on campus (Campus Reception/Academic Reception/Information Centre) when required.
• Reconciles assessment submissions and signing sheets, and identifies any assessments not submitted through the online plagiarism detection software and hands these cases over to the Results Centre.
• Collects, collates, groups and hands over assessments to the Results Centre by 9 am the day after the submission for the marking process.
• Manages late assignments in accordance with the Assessment Strategy and Policy.

Exam Condition Assessment Escalations

• Facilitates the resolution of any escalations that may occur during the writing of an exam that relate to the exam paper in particular.
• Escalates queries to the relevant Programme Operations Manager (POM) when assessments are running.
• Communicates any decisions made in response to escalated queries and received from the Central Academic Team (CAT) to all students in the various venues in which the assessment is being conducted.
• Communicates query resolution to the respective different location Invigilators.
• Escorts students to the bathroom during assessments.
• Responds to and resolves any issues/queries that Invigilators raise during assessments.

Team Support and General

• Ensures that all student notes are captured in the academic system timeously and accurately.
• Provides training support for any new Assessment Centre team member.
• Completes incident reports, otherwise known as the For Action Now (FAN) reports, for any action which results in non-compliance in the Assessment Centre for guidance and approval on the way forward.
• Tracks and reports any trends emerging from the For Action Now (FAN) reports.
• Ensures that the Assessment Centre is secured at all times and that all access in and out of the Centre is monitored and logged.
• Assists with campus specific projects/events (e.g. Graduation, Open Day etc.).
• Arranges/facilitates regular team focus group sessions with discussions centring on the challenges experienced with existing processes and systems and the proposed improvements needed to address these challenges.
• Ensures compliance to The Protection of Personal Information Act (POPIA) legislation relevant to the Assessment Centre.
• Provides support to the team via performance management and management of leave.
• Drives assessment policy knowledge within the Assessment Centre in order to ensure that students are advised correctly.

Minimum Education Requirements:

• Minimum of a Higher Certificate (NQF level 5), National Diploma (NQF level 6) or above advantageous

Minimum Work Experience Requirements:

• Minimum of 2 years administrative experience (ideally within a tertiary environment), and 2 years leadership / supervision experience for external candidates. 

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Duties and Responsibilities:

  Administration/Collections/Handovers   

• Assist with all campus administrative related activities: (Bank Statements/ Credits/Journals/ Refunds/Billing/Debit Orders/Banking/Bursaries/Cancellations/Transfers/Payment Plans).
• Processing adjustments on D365.
• Attend to additional ad-hoc administrative duties as and when required.
• Attend to queries escalated by the centralised debtors department.
• Accurately processing of weekly banking from the cash office (Credit/Debit).
• Investigation of credit balances.
• Assist with processing of applications for when students.
• Collections on debtor's accounts as and when required.
• Negotiate and maintain payment arrangements and document Acknowledgement of Debt (sign off by Head: Finance/Debtors manager). 
• Ensure required call output target is achieved (20-30 Quality calls daily). 
• Place hold on STASY (debtors portal) when accounts are in arrears.
• Informs students in person that they have been suspended from attending classes.
• Compilation of contracts/statements/Account payer's documentation for handed over files to be sent to pre-legal.
• Changing of account status to pre-legal on STASY (debtor's portal).
• Attend to queries relating to pre-legal files.

Bank Statements

• Accurate processing of daily bank statements.
• Ensure all debit orders returned unpaid from the bank are dealt with immediately. Re-activation of failed debit orders.
• Accurate processing of unallocated payments.
• Processing of debit orders on the Absa banking system (1st/15th/25th) of each month.
• Distribution of payment batches.
• Accurate processing of legal payments on pre-legal accounts (active/bad debt write off's).
• Identifying payments for other campuses and escalating to Head: Finance to process transfer.
• Accurate processing of card payments. 

  Customer Service

• Communicates with internal departments as and when required in order to maintain an accurate position on students accounts.
• Attend to walk in account payers/finance queries.
• Build sustainable relationships and trust with students/account payers through open and interactive communication.
• Handle account payers complaints, provide appropriate solutions and alternatives.
• Assist with Fresh Desk (VC Assist) as and when required to resolve student/payer queries.
• Resolving queries logged by central team via FQMS (Finance management system).

  Quality Management & Reporting

• Senior Credit Controller who in turn will collate and send to Head: Finance and Debtors Manager. This could be weekly, bi-weekly or monthly.
• Quality of work to be reviewed by Senior Credit Controller/Head: Finance (Meeting deadlines, communication (inbound/outbound), allocations, processing of credits, notes on debtors portal, holds on accounts, follows Standard Operating Procedure).
• Maintenance of working file on a daily basis. All fields must be completed accurately in-order for any user to convert into reports.
• Manage query resolutions received from internal and external stakeholders.
• Competencies Required:
• Knowledge of Full Function Credit Control
• Knowledge of Accounts Receivable/Debit Orders/Bank Statements.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external departments.
• Good interpersonal skills/Customer Service driven.
• Analytical and Problem solving skills.
• Sound numerical skills.
• Best suited to a friendly, organised person who works accurately and is able to handle pressure.
• Honest, trustworthy and ethical.
• Time management skills.
• Ability to produce basic reports using Microsoft Office.

Minimum Education Requirements:

• Minimum of Matric, Credit management/Book keeping/Financial qualification advantageous

Minimum Work Experience Requirements:

• Minimum of 2 years credit control experience 

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Duties and Responsibilities:

• Managing and Tracking Assessment Printing
• Responsible for the steps in the assessment process from point of the Assessment Printing Tracking System (APTS) capturing to receiving crates from Colourtech.
• Responsible for ensuring that correct orders are placed and fulfilled as per the Assessment Printing Tracking System (APTS).
• Responsible for ensuring that actual student numbers are updated in the Assessment Printing Tracking System (APTS).
• Ensure that the student numbers, venue and Invigilator details have been inserted into the Assessment Printing Tracking System (APTS) as per the batching timeline to allow for prepacked assessments being delivered in the Colourtech batches.
• Responsible for checking the crate contents when they arrive from Colourtech to ensure that all the assessments have been packed and grouped as requested on the Assessment Printing Tracking System (APTS). 
• Informing national office that the centre has completed the Assessment Printing Tracking System (APTS) inserts and batch checks and of any discrepancies in the batch and crate checking process.
• Ensure that the crates and locks are returned to Colourtech timeously after the batch has been checked.
• Invigilator Recruitment and Management
• Assists with Invigilator training.
• Co-ordinates the booking of Invigilators.
• Assist with Invigilating when required.
• Responsible for reconciling the Invigilator reports pre and post assessment.
• Logging assessments in and out with Invigilators.
• Pre-Assessment Logistics-Initial and Replacement Assessment
• Manages all aspects of preparation for upcoming assessments.
• Informs students when Programme Assessment Schedule is uploaded and available.
• Ensures the assessments and memos are stored securely in the campus academic safe at all times.
• Responsible for the preparation of all assessment documentation.
• Pre-assessment logistics need to accommodate concession applications.
• Liaising with the IT department regarding IT assessment set up and preloads which may be required for practical assessments.
• Manages all assessments being written on campus.
• Reconcile scripts at the end of each assessment and hands over to the Results Centre for the marking, results capture and moderation process.
• Ensure all assessment documentation above is up to date at all times and compliant with all assessment and audit processes.
• Reconciliation of the Invigilator’s report that summarises all the necessary and that is batched with the scripts for delivery to the lecturer for marking. Any discrepancies must be noted on the Invigilator report and investigated.
• Management of all aspects of different location approvals.
• Management of Online Centre student assessments and scripts.
• Non-exam Condition Assessment Processing
• Responsible for the set-up of student groups and deadlines on SafeAssign and Turnitin as per the Programme Assessment Schedules (PAS).
• Responsible for the collection of the assignments from the assignment submission point on campus.
• Reconciliation of assignment submission , signing sheet and identifying assignments not submitted through the online plagiarism detection software & handing over to the Results Centre.
• The Assessment Centre is responsible for collecting, collating, grouping and handover to the Results Centre.
• Manage late assignments in accordance with the Assessment Strategy and Policy.
• Exam Condition Assessment Escalations
• The Assessment Centre facilitates the resolution of any escalations that may occur during the writing of an exam that relate to the exam paper in particular.
• Raising queries with Programme Operations Manager (POM) when assessments are running. The Assessment Centre receives communication in respect of the Central Academic Team (CAT) decision and is responsible for communicating in turn to all students at the various venues in which the assessment is being conducted. If escalations cannot be remedied on site during the assessment this could result in a post assessment remedy by way of a rewrite or a mark adjustment.
• Communicating query resolution to respective different location and alternate venue Invigilators.
• Manages the escorting of students to the bathroom during assessments.
• Deals with any issues/queries that Invigilators may raise during assessments.

Team Support General

• Responsible for ensuring all students notes are captured in the System for Academic Management.
• An incident report must be completed for any action which results in non compliance in the Assessment Centre for approval on the way forward. (For Action Now (FAN) Report)
• The Assessment Centre is a secure centre and access in and out of the centre must be logged.
• Assisting with campus specific projects/events (Graduation, Open Day etc.)
• Focus group sessions to reflect on the systems of the centre.

Minimum Qualification Requirements:

• Minimum of a Higher Certificate (NQF Level 5). National Diploma (NQF Level 6) or above advantageous.

Minimum Work Experience Requirements:

• Minimum of 2 years work experience in administration. Experience within a tertiary environment preferable.