Job Vacancies at IIE MSA and IIE Varsity College

About the Job

• The IIE Varsity College, Pretoria Campus has a vacancy for a Facilities Co-ordinator.

Duties and Responsibilities:
Building Maintenance and Venue Set Ups

• Performs regular inspections to assess campus maintenance needs.
• Takes ownership of the campus asset tagging for the asset register.
• Compiles a maintenance plan based on maintenance requirements and priorities.
• Receives maintenance requests from the relevant stakeholders and assesses the issues and requests raised and determines an appropriate course of corrective action.
• Schedules maintenance work that needs to be done and inspects the completed work to ensure that it was done to the required standard.
• Performs proactive maintenance to prevent damage and wear and tear occurring to campus grounds and buildings.
• Logs and prioritises issues raised and provides a date / time that it will be addressed.
• Arranges and manages the process of lecture room or facility set ups for lectures and functions etc.
• Completes and submits purchase orders for maintenance costs.
• Compiles the weekly report detailing maintenance carried out or any issues that may have occurred during the reporting period.

Oversight of External Service Providers

• Sources Service providers for specific campus maintenance, security and hygiene needs and negotiates the required Service Level Agreements (SLA's) with the selected Service Providers in collaboration with management.
• Checks all Service Providers health and safety compliance and manages non-compliance.
• Supervises all external service providers to ensure that they are meeting the agreed SLA requirements, including but not limited to: Security, Canteen, Landscaping, Cleaners, Hygiene, Ad Hoc - Air Conditioners, Surveillance Cameras etc.
• Monitors service providers SLA's on an on-going basis and addresses any non-compliance directly with the relevant service provider management member/s.
• Schedules preventative maintenance provided by service providers.
• Oversees onsite building, renovations and changes to layouts as provided by service providers.

Environmental, Health and Safety (EHS)

• Ensures that fire equipment is maintained in line with safety regulations and requirements.
• Performs weekly, monthly and quarterly inspections in line with Group Policies and Procedures and legislative requirements.
• Receives and reviews all campus incident reports and sends them to the National Business Development Manager detailing what happened and how it was dealt with including any action taken to address any risks identified if applicable.
• Schedules maintenance for cameras and alarm systems to ensure that these systems are always in good working order.
• Tests alarms monthly in line with insurance compliance requirements.
• Holds the role of the campus Environmental Health and Safety (EHS) representative and manages the EHS file for the campus in line with Group Policies and Procedures and legislative requirements.
• Receives daily lock up report once check lists has been done, e.g. ensuring all lights are off, air conditioners off, checklist adhered to every night.
• Oversees all campus EHS audits and ensures that the audit results are maintained at the highest levels.
• Reviews and tracks EHS committee training requirements on an ongoing basis to ensure that there are always trained committee members available on campus and arranges training for committee members with registered training service providers as and when required.
• Ensures compliance with all EHS policies and procedures on campus and performs all EHS reporting duties.
• Oversees the campus EHS Committee, compiles all EHS committee meeting agendas and action reports and ensures that the committee members all perform the duties required of them.

Competencies required:

• Problem Solving
• Leadership
• Planning
• Organising
• Analytical
• Communication
• Interpersonal

Minimum Qualification Requirements:

• Minimum of a National Certificate / Occupational Certificate Level 4 / Grade 12 (NQF Level 4).
• Higher Certificate / Occupational Certificate Level 5 in Project Management (NQF Level 5) - advantageous.

Work Experience Requirements:

• Minimum of 3 years Facilities experience.

Special Requirement:

• Driver's License.

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About the Job

• The IIE's Varsity College, Waterfall Campus has a vacancy for a Customer Relations Officer.

Duties and Responsibilities:

Student Registration and Academic Progression Counselling

• Facilitates consultations with students in cases where a change is required to their current registration contract, e.g. this could be for students who wish for change within a semester, between semesters or between years of study.
• Works with the Admission Centre to understand different curriculum scenarios (e.g. phase-in and phase-out- etc.) to ensure that student is advised correctly.
• Supports the Senior Customer Relations Officer, Campus Deputy Head and/ or Head: Academic Operations in co-ordinating the Retention Project on campus.

Active Student Engagement and Support

• Delivers the academic orientation programme for new and returning students by means of the programme information presentations, on overview of pertinent academic policies and an outline of the academic year etc.
• Manage the dissemination of policies (new and updates).
• Attends informal meet-and-greet sessions with students.
• Facilitates Programme information Session by addressing students in class with a view to explain and induction the students on the relevant policies and procedures that govern student life on campus.
• Facilitates follow-up Programme information Sessions by way of email broadcasts that occur throughout the year and that drip feed policy and procedure related information to the students as is deemed necessary by the Academic Operations Department.
• Conducts periodical class visits to canvas student concerns and share relevant information.
• Provides assignment submission support with regards to the correct anti-plagiarism tool applicable to the respective programme.

Student Query Resolution

• Resolves student queries via the appropriate channel/s within a committed time frame in line with the agreed Service Level Agreement for the Customer Relations Centre and escalates queries to the Senior Customer Relations Officer where appropriate.
• Captures details of all student contact made by the Customer Relations Centre on the academic system.
• Provides various letters/documents that are generated from the academic system on request by students.
• Assists with unresolved queries from The Students HUB and escalates queries to the Senior Customer Relations Officer where quires require further attention.
• Assists with the roll out of all relevant customer related surveys.

Cross Departmental Query Resolution

• Liaises with various departments on campus to stay up-to-date with any relevant changes or developments in those departments in order to enable the smooth processing of student queries.

Team Support, General & System Administration

• Responsible for ensuring all students notes are captured in the academic System.
• Maintains a good knowledge of products and policies in order to ensure that students are advised correctly.
• Identifies and flags student query trends and escalates these identifies trends to the Senior Customer Officer where required.
• Supports other member of other Customer Relations Centre team to ensure and drive the efficient resolution of student queries.
• Complies with The Protection of the Personal Information Act (POPIA) legislation relevant to the Customer Relations Centre.
• Supports and collaborates with other members of the Academic Operations team to ensure the efficient running of the Academic Operations department as a whole.

Competencies required:

• Advanced Interpersonal and communication skills
• Computer proficiency
• Planning & time management skills
• Results driven and able to handle pressure
• Professionalism
• Empathy
• Customer service driven/focused
• Advanced administrative and organisational skills

Minimum Qualification Requirements:

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

Minimum Experience Required:

• Minimum of 2 years administrative and customer service experience, and 1 year of operational management/ project management experience.

Customer Relations Officer Working Hours:

Centre Core Hours:

• Monday to Thursday: 07h00 to 18h30
• Friday: 07h00 to 17h00
• Saturday: 08h00 to 13h00

Shift Hours:

Shift 1:

• Monday to Thursday: 07h00 to 16h00
• Friday: 08h00 to 17h00

Shift 2:

• Monday to Thursday: 09h30 to 18h30
• Friday: 07h00 to 11h00
• Saturday: 08h00 to 13h00

When students are not on campus throughout the year normal working hours apply.