Fresh Jobs at Services Seta

Description

Reception and Frontline Services

• Welcome and assist visitors professionally
• Maintain a clean and organised reception area
• Ensure visitors sign in and are directed appropriately
• Provide refreshments for visitors when necessary
• Communicate estimated waiting times to visitors

Switchboard Operations

• Answer and direct incoming calls efficiently
• Screen and transfer calls to relevant personnel
• Take and relay messages promptly
• Ensure all calls are handled courteously and professionally

Administrative Support

• Maintain a log of all visitors and calls received
• Assist with document photocopying, scanning, and binding
• Distribute mail and internal documents to relevant departments
• Support frontline operations with general administration tasks

Operational Excellence and Compliance

• Uphold the corporate image and values of Services SETA
• Report maintenance issues affecting reception services
• Ensure security procedures are followed at reception
• Handle basic troubleshooting of office equipment

Support the Optimisation of the Unit

• Efficiency in managing incoming calls and visitor interactions
• Stakeholder feedback on service levels
• Timely and accurate dissemination of messages and documents
• Compliance with corporate reception and customer service standards

Requirements

• National Senior Certificate or equivalent certification (NQF level 4) 
• Minimum of 1 year experience in a reception, customer service, or administrative role
• Experience or knowledge of the SETA environment is an advantage

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Description

Discretionary Grants Administration

• Provide administrative support during the implementation of the grant payment processes

Support in Document Control and Audit Readiness

• Provide administrative support in the development and implementation of systems and processes within the section
• Assist with preparation of audit files
• Assist with efficient document management and maintenance of the payment filing system

Support the Optimization of the Unit

• Provide day to day administrative tasks related to the achievement of work plans in the Unit
• Collate and file documents in the Unit
• Populate reports and submitted in time, in the right format, and accurate

Requirements

• National Senior Certificate or equivalent certification (NQF 4)
• National Diploma or equivalent qualification (NQF 6) in Finance or Commerce or related field is required
• 1 year experience in a Financial Administration role or similar capacity

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Description

General Administrative Services

• Efficient administration of the Unit
• Take enquiries from internal and external clients
• Maintain records and ensure compliance to policies and procedures
• Take minutes of meeting and collate all minutes meetings
• Provide assistance with agenda compilation
• Ensure that changes to scheduled meetings are communicated timeously to all stakeholders
• Independently manage meeting logistics
• Follow up on meeting outcomes
• Make sure that all hotels and travel arrangements are on track and arranged as requested
• Distribute relevant information to stakeholders
• Assist with reporting to statutory bodies on the statutory obligations of the business unit
• Capturing of data as per the requirements of the business unit 

Processing of Bursary Applications

• Comply with policies and procedures
• Maintenance of student files and database, ensuring data integrity
• Process bursary applications
• Provide assistance in administering student budgets and reimbursements
• Verify all student documents and information
• Provide assistance in liaising with study institutions regarding student accounts and results
• Handle and escalate student queries (administrative & financial) & follow-ups
• Follow up on academic progress of bursars

Support the Optimisation of the Unit

• Provide day-to-day administrative tasks related to the achievement of work plans in the Unit
• Collate and file indicators for POP in the Unit
• Track and record survey returns
• Populate reports and submitted in time, in the right format, and accurate

Requirements

• National Senior Certificate, at a minimum NQF 4
• National Diploma or equivalent qualification (NQF level 6) in Administration or Business Administration or Project Management or related field is required
• At least 1 year experience in an administrative role
• Proven knowledge of MS Office (Word, Excel, PowerPoint)

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Description

Discretionary Grants Management

• Accurate recording and allocation of grants
• Review of discretionary grant payments
• Verification of supporting documentation against discretionary contracts
• Verification and performance management of suppliers
• Compilation and tracking of provisions and accruals
• Supervise subordinates in the allocation of grants

Financial Reporting

• Assistance in the compilation of statutory reports
• Assistance in the compilation of quarterly and annual reports
• Assistance with the maintenance of the commitment schedule and commitment note to the AFS
• Assistance with updating the projects and commitments register

Achievement of Work Plans

• Execute work plans and drive the evidence collection in real time
• Produce reports against the implementation of work plans
• Respond to audit findings with complete evidence, on time
• Implement documented data management practices
• Comply to policies and procedures in the unit
• Record, file and ensure the availability POP information

Requirements

• National Senior Certificate or equivalent certification (NQF 4)
• A National Diploma or equivalent qualification (NQF 6) in Financial Management, Public Administration, Business Management or relevant fields is required
• Minimum 3 years’ experience of which 1 must have been in a supervisory role 
• Proven knowledge of project financial management

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Description

Stakeholder Engagement and Representation

• Career exhibitions supported through representation and participation Support the planning of outreach programmes
• Provincial stakeholder capacitation and engagement sessions logistics facilitated
• Outreach programmes in consultation with the relevant Portfolio Unit or Department outside Operations coordinated and implemented
• Oversee the dissemination of relevant information to the Provincial stakeholders
• Supervise the compilation of reports on Provincial Office deliverables and processes

Stakeholder Mobilisation and Capacitation

• Support Cold calling of LPE (Levy Paying Employers) and NLPE (Non-Levy Paying Employers) to obtain authorised contact information for key stakeholders
• Stakeholders mobilised to participate in all Operations business processes
• Annual schedule of stakeholder capacitation sessions communicated and implemented offering quarterly sessions on all Operations business processes

Oversee Stakeholder Relations in the Province

• Support stakeholders in meeting Services SETA requirements in the province
• Facilitate the education of stakeholders in the Province regarding Services SETA policies on accreditation, grant funding, training, assessment, internal moderation, learning programmes and all other relevant policies
• Support to conducting of due diligence on the entities applying for Discretionary Grant allocations on behalf of the head office
• Facilitate partnerships with providers of learning programmes in the province
• Represent SSETA in meetings and forums, at Provincial level as and when delegated or required

Provincial Office Maintenance

• Provincial Office building maintenance requirements reported
• Provincial Office facilities including cleaning and sanitation, gardening, safety and security, water, electricity, and vehicles management supported daily
• Provincial Office ICT equipment and infrastructure maintenance requirements reported
• Provincial Office assets, travel, stationery, catering, other requisitions and petty cash complied for approval in compliance with Finance requirements

Discretionary Grant (DG) Project Monitoring and Support

• Project induction conducted and reports verified an/or validated and submitted for approval within SOP turnaround times before tranche invoice due dates informing finance of early learner terminations
• Project monitoring conducted and reports verified an/or validated and submitted for approval within SOP turnaround times before tranche invoice due dates informing finance of early learner terminations
• Project remediation notices issued post induction and monitoring within SOP turnaround times and followed through to conclusion, specifically learner terminations and compliance matters
• Project invoicing supported to ensure submission in accordance with tranche payment model
• Workplace approval and remediation supported
• Project planning, enrolments and closures supported
• Identification and escalation of potential project rescue and recovery risks

Achievement of Work Plans

• Execute work plans and drive an evidence collection that is aligned with the operational plan and performance contract in real-time
•  Register, track, monitor and report on new allocations and commenced projects using SharePoint and applicable tools
• Produce reports against the implementation of work plans
•  Respond to audit findings with complete evidence, on time
• Implement documented data management practices
• Comply to policies and procedures in the unit
• Identify, record and manage issues and risks in real time

Requirements

• National Senior Certificate or equivalent certificate (NQF 4)
• National Diploma or equivalent qualification (NQF 6) in Community Development, Public and Development Management, Public Relations, Business Administration, or related field is required
• Minimum of 3 years’ relevant experience in grant administration, project management and stakeholder management, of which 1 year must be supervisory experience

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Description

PR Strategy Development and Management

• Develop and execute comprehensive PR strategies that align with the organisation's objectives and improve public perception
• Lead content strategy development to maintain brand consistency across channels
• Implement metrics to track the effectiveness of PR strategies and assess their value
• Plan and oversee communication material development
• Adhere to communications policies and procedures
• Direct communication initiatives for Board programmes
• Implement recommendations from media analysis reports

Content Creation and Editorial Oversight

• Oversee all communication to align with brand guidelines and PR objectives
• Drive continuous improvement in communication processes to enhance quality and efficiency
• Research, write, edit and update content across platforms (print, digital, and internal communication)
• Provide copywriting and proofreading services to project a professional image and maintain consistent tone across all organisational communications

Media Relations and Crisis Management

• Build and nurture strong relationships with key media contacts, identifying opportunities for positive coverage
• Develop and maintain a media contact database, tracking engagement and media reach
• Prepare and distribute press releases, media kits, and briefing materials for media interactions
• Coordinate media interviews, preparing spokespeople with key messages and talking points
• Monitor media coverage daily, identifying risks or trends that may impact the organisation
• Conduct regular publicity risk assessments, identifying areas where negative press could arise
• Develop crisis management strategies, including rapid response plans and internal communication protocols
• Coordinate with internal teams to gather accurate information during crises, ensuring timely, transparent, and accurate media responses
• Draft crisis communication statements and talking points, adapting messaging for different stakeholders
• Conduct post-crisis evaluations to analyse responses and implement improvements

Content Optimisation for SEO and User Engagement

• Develop and implement a content optimisation strategy to enhance SEO across all digital platforms, ensuring alignment with audience engagement goals
• Conduct regular SEO audits of digital content to identify areas for improvement in search rankings, including keyword analysis and content updates
• Manage the integration of SEO best practices into content creation workflows, providing guidelines and training to the content team
• Analyse user engagement metrics (e.g., page views, click-through rates, and time on page) and adapt content strategies based on insights
• Establish internal communication channels, including plasma screens, desk planners, and calendars, to deliver timely updates and key information across the organisation
• Oversee the design and content updates for internal communication tools, ensuring they are visually engaging and informative
• Collaborate with digital and analytics teams to implement A/B testing and optimise content formats for maximum user interaction
• Review and assess new digital tools and platforms for content distribution to enhance visibility and engagement
• Provide regular performance reports on SEO and engagement metrics, sharing insights and recommendations with senior management to inform decision-making
• Lead initiatives to enhance cross-platform user experiences, ensuring seamless integration between digital and physical communication channels for consistent messaging

Team Leadership and Development

• Establish clear performance objectives and indicators for each team member, aligning them with organisational goals and PR strategies
• Conduct regular one-on-one meetings and team check-ins to discuss progress, address challenges and provide constructive feedback
• Develop individual development plans, offering targeted professional development opportunities through training, workshops and conferences
• Implement a coaching programme within the team to foster skill-sharing, collaboration and knowledge transfer
• Conduct performance reviews, setting measurable goals and providing actionable feedback to drive continuous improvement
• Promote accountability and ownership by assigning team members specific projects with clear timelines and deliverables
• Monitor workload distribution to prevent burnout, reallocating tasks or adjusting priorities as necessary
• Recognise and celebrate achievements, both individual and team, to motivate and retain high-performing employees
• Stay updated on industry trends and best practices, sharing insights with the team to encourage continuous learning and adaptability

Campaign Analytics and Reporting

• Track and analyse PR campaigns, providing actionable insights
• Conduct market and performance analyses
• Develop and manage an archiving system for Services SETA content, including speeches, videos, publications, media releases, articles, photos, and presentations

Reporting

• Draft, consolidate, and verify weekly, monthly, and quarterly departmental reports
• Meet all departmental reporting requirements

Effective Control of Project Costs

• Plan and execute projects within the allocated budget
• Monitor project budgets in compliance with Services SETA policies
• Address project-related risks and implement cost-saving initiatives for programme efficiencies

Achievement of Work Plans

• Implement work plans and manage real-time evidence collection
• Produce reports on work plan implementation
• Respond to audit findings with complete and timely evidence
• Use documented data management

People Management Practices for the Unit

• Provide sufficient staff and adequate staffing for the Unit
• Implement people management practices for direct reports
• Assign and manage tasks to direct reports
• Monitor and evaluate the performance of direct reports
• Manage attendance and leave for direct reports
• Provide capacity building through, training, coaching and development of direct reports
• Communicate organisational and performance information to the team
• Build, motivate and support employees as part of the team

Requirements

• National Senior Certificate, at a minimum NQF 4
• Bachelor’s Degree or equivalent qualification (NQF 7) in Communications, Journalism, Public Relations, or Marketing
• 5 years of experience in PR or Content management, of which 3 years must be in a management or team lead role
• Familiarity with media relations, SEO, and digital content management

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Description

Provincial Office Maintenance

• Provincial Office building maintenance requirements reported and implementation supported
• Provincial Office facilities including cleaning and sanitation, gardening, safety and security, water, electricity, and vehicles managed daily
• Provincial Office ICT equipment and infrastructure maintenance requirements reported and implementation supported
• Provincial Office assets, travel, stationery, catering, and other requisitions submitted for approval in compliance with Finance requirements

Discretionary Grant (DG) Project Monitoring and Support

• Project inductions scheduled, conducted and reports quality assured, approved and shared within SOP turnaround times informing finance of early learner terminations
• Project monitoring scheduled, conducted and reports quality assured, approved and shared within SOP turnaround times before tranche invoice due dates
• Project remediation notices issued post induction and monitoring within SOP turnaround times and followed through to conclusion, specifically learner terminations and compliance matters
• Project invoicing supported to ensure submission in accordance with tranche payment model
• Workplace approval and remediation supported
• Project planning, enrollments and closures supported

Discretionary Grant (DG) Project Rescue

• Projects for which implementation is interrupted issued with rescue notices within SOP turnaround times 
• Project rescue implementation plans and budgets considered, approved and shared within SOP turnaround times and monitoring to completion continued
• Project rescue failure reports including provisional financial reconciliations, supported by evidence, recommended for project termination and fund recovery, if applicable

Project Closure

• Skills Development Providers supported to register learners for assessment or schedule external moderation
• Project Closure reports quality assured against supporting evidence and approved
• Lead Employers supported to load final invoice within SOP turnaround times

Stakeholder Mobilisation and Capacitation

• Cold calling of LPE (Levy Paying Employers) and NLPE (Non-Levy Paying Employers) to obtain authorised contact information for key stakeholders
• Stakeholders mobilised to participate in all Operations business processes
• Annual schedule of stakeholder capacitation sessions communicated and implemented offering quarterly sessions on all Operations business processes

Stakeholder Engagement and Representation

• Quarterly Provincial Reports recommended using standardised template for dissemination to Provincial Skills Development Forums and key stakeholders
• Ensuring appropriate representation on multisectoral Provincial Skills Development Forums and partnership structures
• Providing support to Strategic Partnerships and Strategic Interventions
• Career exhibitions supported through representation and participation

Customer Case Management

• Stakeholder queries emanating from business process failures or requests assigned, delegated and followed through to resolution
• Assigned stakeholder queries or requests resolved within SOP turnaround times
• Stakeholder queries or requests reassigned or escalated if outside of KPAs and or DoA

Strategic and Operational Planning

• Inputs to Annual Performance Plan (APP) submitted and Technical Indicators Descriptions (TIDs) for Key Performance Areas (KPAs) signed-off
• Operational Plans for Key Performance Areas (KPAs) developed and implemented
• Performance Information reported 100% aligned to Technical Indicators Descriptions (TIDs)
• Monthly reports of a high standard/quality submitted on time
• Audit Requests for Information (RFIs) and draft responses to audit findings submitted for consideration
• Expenditure against budget for Key Performance Areas (KPAs) managed

Internal Controls and Risk Management

• Policies and Standard Operating Procedures (SOPs) for Key Performance Areas (KPAs) drafted, reviewed and recommended for consideration
• Tools to strengthen internal controls implemented and quality assured
• Record management practices implemented and monitored
• Audit action plans implemented and evaluated
• Risks reviewed and mitigation controls (current and planned) implemented

People Management

• Recruitment and selection supported through participation on panels as required
• Additional Human Resources requested to close gaps
• Performance agreements approved for 100% employees with approved performance agreements and reviews completed on time
• Time and attendance monitored and managed, and leave responsibly administered
• Direct reports formally coached bi-annually and personal development plans monitored
• Disciplinary action instituted to correct behaviours and performance where necessary

Requirements

• National Senior Certificate or equivalent certificate (NQF 4)
• Bachelor’s Degree or equivalent qualification (NQF 7) in Public and Development Management, Business Administration or related field is required
• Minimum of 5 years’ relevant experience, of which 3 years must be at a management level
• Experience within the PSET sector, grant administration, project management and stakeholder engagement are an added advantage

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Description

Supply Chain Management Services Oversight

• Develop and implement comprehensive SCM strategies, policies, and procedures aligned with Services SETA goals and industry best practices
• Lead and oversee the procurement process, including vendor selection, bidding, and contract awarding, to ensure cost-effective and appropriate sourcing of goods and services
• Manage and monitor supplier performance
• Addresses escalated performance-related issues with service providers according to contract agreements
• Facilitate and manage the establishment of Bid committees and compliance of their activities to relevant regulation and legislation as well as Services SETA’s policies

Overseeing Contract Management Systems and Processes

• Develop and implement strategies, policies and procedures for contract management and administration in compliance with relevant legislation and Services SETA’s policy
• Manage the contract lifecycle to minimise risks and optimise value for Services SETA
• Conduct regular reviews and audits of contracts to identify areas for improvement and ensure adherence to contractual terms and conditions
• Building and maintaining relationships with internal and external customers, suppliers, and stakeholders

Reporting

• Providing regular updates and reports to senior leadership and executive management on SCM and contract management activities.
• Collaborating with finance and accounting departments to generate financial reports (e.g., procurement expenditure and budgetary allocations)
• Compiling and presenting reports on supplier performance
• Compiling and submitting procurement transactions as required by National Treasury

Internal Controls and Risk Management

• Continuous improvement of financial and procurement policies and practices
• Support internal and external audit activities
• Implementation of Auditor General’s recommendations
• Reduction in overall audit findings
• Maintain efficient document management

Achievement and Management of the Department’s Business Plans

• Contribute to the development of the Annual Performance Plan (APP) and Strategic Plan (SP)
• Provide feedback to management for strategic improvements
• Develop operational plans for the Department
• Ensure the implementation and compliance to reporting templates and frameworks
• Ensure monthly reporting in the Department
• Manage variances in actual vs. budget expenditure in all areas of accountability
• Develop risk management strategies and risk register for the Department
• Develop and review polices, and procedures for the Department
• Oversee implementation of policies and procedures
• Ensure unqualified audit results
• Ensure clean administration is maintained
• Resolve audit queries and ensure the availability of information for audit purposes
• Manage and monitor budget in the Department

People Management

• Conduct timeous recruitment and selection of competent and relevant staff
• Implement Services SETA’s BEE targets in the Department
• Implement Services SETA’s performance management in the Department
• Induct and orientate direct reports
• Provide capacity building and guidance, through training, coaching and development of direct reports
• Ensure that employees have clear work expectations and goals
• Ensure attendance of staff
• Manage the disciplinary of employees in the Department
• Influence direct reports towards positive attitude and high performance

Requirements

• National Senior Certificate or equivalent certificate (NQF 4)
• Bachelor’s Degree or equivalent qualification (NQF 7) in Supply Chain Management, Procurement or related field is required
• Minimum of 7 years’ experience in Supply Chain Management and/or Procurement of which at least 5 years should have been in a management role