Our primary function is to facilitate skills development through learning programs like learnerships, skills programs, internships and other learning programs. We do this by disbursing grants to employers and skills development providers to offer training to employed and unemployed learners. As delegated by the Quality Council for Trades and Occupations (QCT...
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Description
Perform Housekeeping functions for Services SETA
- Maintain and adhere to the cleaning schedule
- Ensure that offices, boardrooms as well as spaces for general use are cleaned and tidied
- Complete cleaning rosters
- Clean and disinfect sinks, countertops, toilets, mirrors, and floors
- Sweep, mop and vacuum floors
- Dust furniture, equipment, and partitions
- Empty bins in the area and take refuse bags to the centralised allocated collection location
- Clean rugs, carpets, and upholstered furniture, using a vacuum cleaner
- Wash walls and woodwork, windows, door panels, partitions, and sills
- Look after the cleaning equipment to make sure it stays in good running order
- Welcome visitors in a professional manner and offer refreshments when appropriate
- Ensure that staff and visitors are well catered for, with timeous serving of refreshments
- Check to see if all tools and materials needed for work are available
- Regularly inspect the premises and report malfunctions timeously
Keep track of Stock and all relevant Supplies
- Replenish bathroom supplies and polish metalwork, such as fixtures and fittings
- Ensure that there are sufficient stocks relating to general beverages, as well as cleaning equipment
- Report to the Manager/Senior Officer on the replacement of stock proactively
- Conduct weekly/monthly inventory checks on stock items and other utensils
Support the Optimisation of the Department
- Provide support to all units to enable them to function properly in a healthy and clean environment
Requirements
- Grade 10 or equivalent
- Experience in corporate housekeeping will be advantageous
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Description
Processing Workplace Approval Documentation
- Receive and record workplace approval documentation
- Upload workplace approval documentation to the designated system
- Verify all documents related to the request to ensure accuracy and completeness
- Assist employers with registration of workplace sites
- Check emails for registration requests
Prepare and Report on Workplace Approval Database
- Update workplace approval database with relevant approved sites regularly
- Report on the current approved workplace sites
- Remove workplace sites no longer registered with Services SETA
- Assist with approval of workplace sites
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 of information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Business Management, Public Administration, Quality Assurance or related field is required
- 2-3 years of experience in business management or public administration, with a strong focus on quality assurance
- Knowledge and understanding of skills development and National Qualifications Framework (NQF) legislation, SAQA regulations and QCTO delegations
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Description
Prepare and Report on Registration Submissions
- Receive and log registration submissions from SMEs
- Monitor the minimum requirements of SME registration
- Assess facilitator, assessor, moderator, and mentor registration and provide the Assessment Centre with information
- Respond to SME queries on registration
- Continually keep the database updated
- Support learners in finding the correct SME according to occupational qualifications
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 of information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Business Management, Public Administration, Quality Assurance or related field is required
- 2-3 years of experience in business management or public administration, with a strong focus on quality assurance
- Knowledge and understanding of skills development and National Qualifications Framework (NQF) legislation, SAQA regulations and QCTO delegations
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Description
Process EISA Site Evaluation Queries and Requests
- Prepare and provide guidance on EISA site evaluation criteria, policies, and compliance requirements in alignment with QCTO standards
- Communicate and advise Assessment Centres (providers) on EISA readiness requirements, including infrastructure, resources, and assessment conditions
- Provide guidance on EISA scheduling processes, timelines, and evaluator/moderator allocation
- Process system-related requests, including unlocking applications and supporting providers on the EISA accreditation system
- Conduct initial verification of submitted documentation for EISA site approval applications.
- Receive, review, and log EISA site evaluation requests
- Verify and confirm the scope of EISA delivery (SOAs, SORs, occupational certificates).
- Cross-reference assessment centre location with availability of registered evaluators/moderators
- Coordinate and schedule EISA site evaluations (including virtual or physical monitoring sessions)
- Facilitate logistical arrangements for EISA site evaluations (travel, accommodation, venues, and related resources where applicable)
- Maintain accurate and up-to-date EISA site evaluation and accreditation data on the management system/dashboard
- Prepare documentation for EISA site approval and submit for internal and/or QCTO approval
- Assign unique accreditation/approval numbers to compliant EISA Assessment Centres
- Compile and submit reports on EISA site evaluation activities, including scheduling, challenges, and resolutions
- Prepare consolidated reports on EISA site approvals, accreditation status, and recommendations
Quality Assurance and Processing of EISA Reports and Feedback
- Prepare, process, and submit EISA site evaluation reports and supporting annexures in line with QCTO requirements
- Conduct quality assurance checks to ensure EISA reports comply with policy, standards, and assessment requirements
- Identify, track, and resolve discrepancies or non-compliance issues in EISA reports
- Follow up on outstanding documentation, corrective actions, and evidence required for EISA approval
- Obtain, review, and submit Assessment Centre feedback on the EISA evaluation process
- Ensure proper record-keeping and audit readiness of all EISA documentation and reports
EISA Monitoring and Compliance Support
- Support planning and coordination of EISA monitoring activities (including virtual monitoring where applicable)
- Ensure adherence to EISA assessment principles (validity, reliability, fairness, and consistency)
- Provide support during live EISA sessions where required
- Track provider compliance with EISA approval conditions and report deviations
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 of information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Education, Training and Development (ETD), Business Administration, Public Administration or related field is required
- 2-3 years of experience in the education, training and development sector
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Description
EISA Request Management and Verification
- Receive and log EISA site readiness and assessment requests from SDPs and Assessment Centres
- Confirm learner eligibility, accreditation status of providers, and approval of assessment centres in line with QCTO requirements
- Validate completeness of required documentation
Assessment Planning, Coordination and Scheduling
- Schedule EISA capacitation sessions for compliant SDPs and approved assessment centres
- Allocate registered and approved assessors/evaluators in accordance with QCTO prescribed and SSETA requirements
- Monitor assessors/markers availability and ensure assessment schedules are aligned with EISA plan
Provide guidance to providers on:
- EISA preparation requirements
- Assessment logistics
- Roles of centre managers, assessors/markers and invigilators
EISA Implementation and Monitoring
- Oversee the implementation of EISA at accredited and approved centres
Support EISA monitoring (physical or virtual) to ensure:
- Compliance with QCTO assessment policies and procedures
- Integrity, fairness, and standardisation of assessments
- Ensure assessments are conducted according to approved assessment instruments and marking guidelines
Document Validation and Desktop Evaluation
- Validate learner evidence and documentation submitted for EISA
- Ensure submitted documentation meets QCTO and SSETA quality assurance requirements
Reporting and Record Management
Compile and submit reports on:
- EISA scheduling and implementation
- Assessment centre readiness and challenges
Consolidate and submit final EISA reports, including:
- Attendance registers
- Assessment outcomes
- Irregularities and corrective actions
- Maintain accurate records of all EISA activities for audit and verification purposes
Query Management and Escalation
- Receive and resolve queries related to EISA processes, learner eligibility, and assessment implementation
- Escalate non-compliance issues, irregularities, or disputes to relevant governance structures
- Track and analyse recurring issues to support process improvement
Stakeholder Engagement and Support
- Facilitate communication between stakeholders regarding EISA processes and requirements
Support for Systems
- Capture, track, and report EISA-related data within systems
- Compile and submit reports on system-related queries and resolutions
- Contribute to FAQs and guidance documents for EISA processes and system usage
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 with policies and procedures in the unit
- Record, file, and ensure the availability of information
Requirements
- National Senior Certificate or equivalent at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Education, Training and Development (ETD), Business Administration, Public Administration or related field is required
- 3-5 years of experience in the education, training and development sector, of which 1-3 years must be at an Officer Level
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Description
SDP Accreditation
- Receive confirmed allocation in preparation for a site visit
- Conduct site visits to recommend providers for accreditation and or provide guidance and support to the SDP regarding the accreditation process, within the set turnaround time of 90 working days
- Follow up on remediation requirements
- Submit comprehensive reports to the manager in line with the SOP and requirements by the QCTO
Stakeholder Engagement
- Collaborate with educational institutions, training providers, industry representatives, and government agencies to promote best practices in skills curriculum implementation
- Facilitate workshops, seminars, and forums to provide feedback and guidance on curricular development and enhancements
- Act as a liaison between various stakeholders to ensure alignment of skills development programs with market needs
Management Support
- By identifying skill gaps or training needs among the SDPs, the senior officer can help facilitate professional development initiatives
- The senior officer acts as a liaison between the managerial teams and other stakeholders
- The senior officer must ensure that in the absence of the manager, attends meetings, compiles and submits reports and escalate any urgent matters to the senior manager
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 keeping, file, and ensure the availability of information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Education, Training and Development (ETD), Human Resources, Business Administration, or related field is required
- 3-5 years’ experience in the education, training and development sector, of which 1-3 years must be at an Officer Level
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Description
Conduct External Moderation Site Visits
- Plan and coordinate external moderation site visits (physical or virtual) in line with the approved schedule and organisational requirements
Conduct on-site/virtual external moderation of learner Portfolios of Evidence (PoEs):
- Full Qualifications: Moderate up to 10 learners per day
- Skills Programmes: Moderate up to 25 learners per day
- Verify learner achievements against unit standards and qualification requirements
- Verify assessment and internal moderation processes implemented by the SDP
- Verify compliance with QCTO and SETA quality assurance standards
- Compile and submit External Moderation (EM) Reports
- Record findings, observations, and recommendations
- Provide structured feedback to the SDP following the site visit
- Verify if outcomes are compliant to grant endorsement for certification processingand confirm accuracy and completeness of learner results
- Communicate non-compliant findings to the SDP during or after the site visit
- Require submission of a remedial action plan within agreed timelines
- Assess and verify Moderator comments and evidence on-site of new external moderation findings
- Engage with the Moderator and SDP for clarification where required
- Verify implementation of corrective actions against the approved remedial action plan
- Confirm resolution of previous findings and update EM report accordingly
- Engage SDPs, Moderators, and relevant stakeholders to discuss, resolve, and close findings identified during site visits
Provide on-site mentoring and guidance:
- Support SDPs in improving assessment and moderation practices
- Coach External Moderation Officers during joint visits
- Ensure adherence to policies, procedures, and quality standards
- Promote consistency and integrity in moderation practices
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 of information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Human Resource Management, Office Administration, or related field is required
- An Assessor and Moderator certificate is required
- 3-5 years’ experience in the education, training and development sector, of which 1-3 years must be at an Officer Level
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Description
DG Project Induction and Monitoring
- Induction and monitoring sessions scheduled with adequate lead time, ensuring that all relevant project stakeholders have been notified for both online and onsite engagements
- Induction and monitoring sessions properly prepared, with project requirements clearly communicated, attendance confirmed, necessary documentation reviewed, and access to tools and templates ensured
- Induction and monitoring sessions professionally conducted, including accurate rollcall administration, consolidation of absentee records, and structured learner feedback collected via standardised forms
- Induction and monitoring follow-up conducted with all absent learners to confirm continued participation or formalise termination status, where applicable
- Comprehensive induction and monitoring reports compiled, with data verified across attendance, feedback, and commencement records and in compliance with requirements, and submitted to the Senior Officer for validation
DG Project Closure
- Closure technical assistance sessions scheduled with lead employers to confirm and or facilitate project closure readiness and submission of closure reports
- Closure sessions are properly prepared, with all relevant project records consolidated to ensure alignment, completeness, and accuracy
- Lead Employers provided with targeted technical assistance to complete the closure report accurately and comprehensively
- Upon receipt of the closure report, the reliability and completeness of information are verified, and remediation of errors is facilitated where required
Business Process Support
- Outreach support activities and stakeholder capacitation sessions delivered to promote understanding of business processes, roles, and compliance requirements
- Site visits conducted to monitor implementation and assess compliance with contractual, regulatory, and operational requirements
- Stakeholder queries and cases resolved through direct engagement, and complex or unresolved matters escalated in line with established protocols
- DG change requests facilitated by guiding stakeholders through the process, validating submitted documentation, and coordinating internal review and approval
Stakeholder Engagement
- Stakeholder engagement sessions effectively planned and prepared, including identification of relevant participants, logistics, setting of agendas, and collation of supporting materials
- Engagement sessions conducted or attended as scheduled, ensuring meaningful participation, accurate information exchange, and timely follow-up on key issues
- Comprehensive stakeholder engagement reports drafted, supported by accurate records, minutes, attendance registers, and relevant follow-up documentation
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 of information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Public Administration, Business Management, or related field is required
- 2-3 years of experience in supporting skills development projects, conducting quality assurance checks, and stakeholder engagement
- In-depth knowledge of skills development legislation, policy, and frameworks, and working knowledge of SETA or QCTO compliance frameworks
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Description
DG Project Induction and Monitoring
- Induction and monitoring sessions scheduled with adequate lead time, ensuring that all relevant project stakeholders have been notified for both online and onsite engagements
- Induction and monitoring sessions properly prepared, with project requirements clearly communicated, attendance confirmed, necessary documentation reviewed, and access to tools and templates ensured
- Induction and monitoring sessions professionally conducted, including accurate rollcall administration, consolidation of absentee records, and structured learner feedback collected via standardised forms
- Induction and monitoring follow-up conducted with all absent learners to confirm continued participation or formalise termination status, where applicable
- Comprehensive induction and monitoring reports compiled, with data verified across attendance, feedback, and commencement records and in compliance with requirements, and submitted to the Senior Officer for validation
DG Project Closure
- Closure technical assistance sessions scheduled with lead employers to confirm and or facilitate project closure readiness and submission of closure reports
- Closure sessions are properly prepared, with all relevant project records consolidated to ensure alignment, completeness, and accuracy
- Lead Employers provided with targeted technical assistance to complete the closure report accurately and comprehensively
- Upon receipt of the closure report, the reliability and completeness of information are verified, and remediation of errors is facilitated where required
Business Process Support
- Outreach support activities and stakeholder capacitation sessions delivered to promote understanding of business processes, roles, and compliance requirements
- Site visits conducted to monitor implementation and assess compliance with contractual, regulatory, and operational requirements
- Stakeholder queries and cases resolved through direct engagement, and complex or unresolved matters escalated in line with established protocols
- DG change requests facilitated by guiding stakeholders through the process, validating submitted documentation, and coordinating internal review and approval
Stakeholder Engagement
- Stakeholder engagement sessions effectively planned and prepared, including identification of relevant participants, logistics, setting of agendas, and collation of supporting materials
- Engagement sessions conducted or attended as scheduled, ensuring meaningful participation, accurate information exchange, and timely follow-up on key issues
- Comprehensive stakeholder engagement reports drafted, supported by accurate records, minutes, attendance registers, and relevant follow-up documentation
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 of information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Public Administration, Business Management, or related field is required
- 2-3 years of experience in supporting skills development projects, conducting quality assurance checks, and stakeholder engagement
- In-depth knowledge of skills development legislation, policy, and frameworks, and working knowledge of SETA or QCTO compliance frameworks
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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 Unit
- Assist with the preparation of audit files
- Assist with efficient document management and maintenance of the payment filing system
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 documents in the Unit
- Populate reports and submit on time, in the right format, and accurately
Requirements
- National Senior Certificate or equivalent at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Finance, Commerce or related field is required
- 1-2 years of experience in a Financial Administrative role or similar capacity
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Description
Process Learner Management Documentation
- Collect and upload learner documents
- Review and ensure the accuracy of documentation
- Receive and process invoices for payments
- Post invoices for Senior Officer verification
- File and archive learner documentation and information
- Compile and submit relevant reports (e.g., financial reports and learner document status reports)
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 of POP information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Finance, Commerce or related field is required
- 2-3 years of experience in a Finance role or similar role
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Description
Manage Learner Management Documentation
- Oversee payments for learners, training providers/employers and report on a weekly and monthly basis
- Ensure that checks are in place for documentation to verify accuracy
- Manage invoices for payments
- Verification of post invoices
- Ensure that Officers maintain a filing system and archive learner documentation and information
- Check and verify reports compiled by the Officers
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 of POP information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Finance, Commerce or related field is required
- 3-5 years’ experience in a finance role or similar role, of which 1-3 years must be at an Officer Level
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Description
Handle all Public Complaints and Queries that come through the Office
- Check queries on the customer care mail box and work email box
- Log queries into CRM system and obtain a reference number
- Acknowledge the receipt of the complaint and provide the reference number
- Respond to queries when sufficient information is available, and confer with the relevant Division or Unit
- Update the status of the complaint on CRM
- Respond to telephone queries
- Investigate and respond to public complaints under the direction of the Senior Officer
- Negotiate suitable resolutions to complaints and issues
- Provide a detailed report of summaries of complaint issues for operational meetings
- Identify complaints and other customer feedback trends which indicate where Services SETA can improve
- Provide ad hoc reports as requested concerning complaints and other public feedback
- Follow up and ensure that appropriate changes were made to resolve public complaints
- Keep records of customer interactions, including recording details of inquiries, complaints, or comments, as well as actions taken
- Refer unresolved public grievances to designated departments for further investigation
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 of information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Communications, Public Relations or related field is required
- 2-3 years of experience in a customer care environment3
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Description
OFO Update Coordination and Maintenance
- Capacitate stakeholders on OFO process
- Submit inputs to the OFO Version to DHET
- Attend the DHET OFO information sessions
Drafting of Strategic Documents
- Gathering research information for SSP, APP & SP
- Analyse WSP/ATR data
- Analyse Services SETA employer file
- Conduct stakeholder validation workshop to gather information on PESTEL/HTFV
- Drafting of strategic documents in line with DHET, DPME and National Treasury guidelines and framework
- Perform proofreading on the drafted strategic documents
- Coordinate the design and printing process of the strategic documents
- Gathering inputs for the drafting of the Annual Report
- Prepare presentations on the strategy for governance structures
- Attend the DHET feedback session on the strategy and address issues to be rectified
- Launch the strategy at the beginning of the financial year (01 April) and close the financial year on 31 March
- Ensure strategic documents are posted on the organisational website
Monitoring of the Implementation of the Strategy
- Develop an implementation and monitoring plan
- Draft the organisational Annual Operational Plan
- Monitor the implementation of the strategy
- Report and provide recommendations on the progress of the strategy implementation
- Provide an analysis report on the DG spending on our various interventions
- Ensure that DG allocation is aligned to the APP/SSP
- Analysis of the SSP implementation
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 of information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Social Sciences, Project Management, Public Management or related field is required
- 3-5 years’ experience in skills development, of which 1-3 years must be at an Officer Level
- Comprehensive understanding of key legislation, including the SDA, SDLA, SAQA, QCTO, NQF Act, and PFMA
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Description
Performance Data Management
- Ensure that Services SETA KPI’s are met in respect of reporting functionality
- Facilitate and ensure the collection, validation, and organisation of performance data across Services SETA for reporting purposes
- Support the development of performance improvement strategies
- Regularly evaluate objectives and plans for continuous improvement
- Maintain a performance measurement and reporting database
- Support Services SETA Divisions and business units in consolidating and preparing performance data
- Effectively communicate the strategic goals of the performance management unit across all divisions
Reporting
- Validate and verify performance data for reporting preparation
- Ensure consistent adherence to reporting templates
- Ensure compliance with relevant schedules
- Execute work plans and actively collect evidence in real-time
- Generate reports tracking the implementation of work plans
- Respond promptly to audit findings with complete evidence
- Implement documented data management practices
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 keeping, file, and ensure the availability of information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Business Administration, Business Management, Public Administration or related field is required
- 3-5 years’ experience in roles related to performance monitoring, assessment, reporting, or quality assurance, of which 1-3 years must be at an Officer Level
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Description
Implement and Maintain Knowledge Management Practices within Services SETA
- Benchmark and research the latest developments in knowledge management to improve knowledge management programmes at Services SETA
- Propose and promote creative solutions for knowledge management in the organisation
- Implement knowledge management infrastructure, policies, and procedures
- Conduct needs assessment and deploy relevant knowledge within the Services SETA and the public
- Maintain operational systems in knowledge management
- Identify research information, materials and resources that can support Services SETA. programme development and implementation
- Acquire, catalogue, and monitor materials and products of critical importance to Services SETA
- Collect, capture, analyse, and code information
- File research findings and ensure its supplied to record management
- Monitor various websites and other key sources of information and report on key developments relevant to Services SETA
- Establish and develop national and international networks with other information centres
- Promote and manage the utilisation of the knowledge management function by both internal and external users
- Identify and protect the intellectual property rights of Services SETA
Provide and Maintain Knowledge Management Tools and Processes
- Implement knowledge management policies to facilitate efficient, legal, and secure access to electronic content
- Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists
- Facilitate document and system access rights and revision control to ensure the security of the system and the integrity of master documents
- Develop or configure knowledge management system features, such as user interfaces, access profiles, and document workflow procedures
- Categorise information to ensure the security of information resources
- Build document collections to respond to changing user needs or demands
- Implement and maintain services, standards, and strategic policies for the deployment of documents
- Digitalise collections for online access
- Removal of irrelevant and outdated material from the collection
- Develop knowledge management, acquisition and control measures
- Develop and maintain the database and information services and their provision through the intranet
- Ensure the information user requirements are met
- Work collaboratively with relevant staff members within Services SETA to identify and prioritise types of knowledge to develop and capture
- Consult with end users regarding problems in accessing electronic content
- Monitor regulatory activity to maintain compliance with records and document management regulations
Data Protection and Compliance
- Addressing the risk of loss of critical knowledge
- Ensuring that the critical knowledge is retained and complies with legal and organisational requirements
Courier Management
- Receive and make courier requests through the system
- Track couriered items
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 of information
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Relevant NQF Level 6 qualification in Information Sciences, Information Management, Project Management, Library Science, or Human Science or related field is required
- 2-3 years of experience in a knowledge management environment, with at least 2 years’ experience in creating and managing a knowledge transfer system
- Knowledge and experience in working with MS Office (Word, Excel, PowerPoint)
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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 the visitor
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
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, at a minimum NQF Level 4
- 1-2 years of experience in a reception, customer service, or administrative role
- Relevant NQF Level 6 qualification in Business Administration, Communications or related field is an advantage
- Experience or knowledge of the SETA environment is an advantage
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Description
Ensure Effective Execution of the Services SETA Operations Strategy
- Establish and maintain strategic networks to promote and encourage awareness of, and commitment to Services SETA’s mandate and strategic priorities in the Operations Division
- Ensure that stakeholder interests are adequately balanced
- Analyse reports, investigate variances, ensure corrective action and synchronisation of activities to remain on track with progress towards achievement of the Operations Division’s strategic objectives
- Attend governance committee (EXCO) and management meetings, provide input to problem resolution and implement steps to overcome barriers that hinder progress
- Ensure compliance with Services SETA core business operations frameworks, policies, procedures and processes
- Oversee quality assurance of submissions for completeness, accuracy and relevance
- Consistently prepare and provide monthly and quarterly reports
- Review monthly reports and track them against quarterly plans and performance targets
- Distribute core business operations issues and queries to the appropriate and relevant level of operational management staff for resolution and reporting. Review and quality assure the content of reports and documents emanating from the Operations units prior to being submitted to the CEO and other higher-level governance structures
- Coordinate annual policy reviews by the various Operations units
- Prepare the key themes, reviews and presentations for the CEO and assist with core business content as and when required
- Drive internal integration by interacting with other internal divisions and units, to foster alignment and integration towards value creation and addition across the organisation
- Oversee and facilitate strategic and operational planning and performance review processes within the Operations division and its units
- Ensure implementation of projects and execution of the required actions that arise
Provide Strategic Leadership to the Division
- Develop APP and SP on behalf of Services SETA and ensure implementation thereof
- Conduct research and consult with the relevant industry bodies in the development of the sector skills plan
- Prepare budget and budget review for the Division and ensure compliance thereto
Ensure the Availability of Resources that Facilitate Service Delivery in the Division
- Manage the utilisation of all systems in the Division
- Develop divisional human resource staffing plans
- Ensure the recruitment of staff in the Department
- Ensure implementation of Services SETA’s performance management system
- Provide capacity building through coaching and development of direct reports
- Ensure positive staff morale
Requirements
- National Senior Certificate or equivalent, at a minimum NQF Level 4
- Master’s degree (NQF Level 9) in Business Administration or Public Administration
- 8-10 years of management experience, and 5-7 years must be at a Senior Management Level
- Experience in Project Management and Higher Education will be an added advantage
Method of Application
Use the link(s) below to apply on company website.
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