Host Coordinator

MAIN JOB PURPOSE
The Host Coordinator is responsible for managing and nurturing relationships with host employers, ensuring the successful placement and retention of learners in host environments. This role involves introducing Subject Matter Experts (SMEs) to identified, approved host employers, implementing all activities necessary for matching learners to appropriate hosts, and overseeing the workplace management process, and assessing if host operational functions are appropriate for programme objectives. The Host Coordinator focuses on enhancing learner retention rates and maximizing the potential for learner absorption into permanent roles with host employers. Additionally, the role ensures effective monitoring and evaluation of learner progress in the workplace and is 'the glue' maintaining a healthy host-learner relationship and ensuring the host environment aligns with the program objectives.
QUALIFICATIONS AND EXPERIENCE

Minimum requirement Diploma/Degree in Project Management Certificate will be advantageous
Knowledge on the SETA's/training legislation advantageous
Advance knowledge MS Office
Drivers Licence and own/reliable transport is a must
MS Office Proficiency
Management/Supervisory experience is advantageous
Minimum of 1 year experience in a learnership environment
Minimum of 3 years' experience in workplace placement will be advantageous
Some experience in Sales/Client Liaison will be advantageous.

DUTIES & RESPONSIBILITIES

Ensure compliant use of LIS and document management systems/inclusive of Google Drive is according to company standards and conventions
Adhere to document, information and learner record safety and security
Adhere to quality requirements
Adhere to reporting requirements and ensure deadlines are met.

Allocation of resources

Ensure that learners have all the relevant tools and equipment to perform duties in the workplace
Ensure that host employers meet OHS requirements, and assess if the host environment and its operational functions are appropriate for the achievement of programme objectives

Learner Profiling

Conduct Learner matching and profiling, with regard to host and host environment culture for fit
Liaison with placement officer and recruitment teams and collaborate to ensure accurate and effective learner placements.

Workplace Sourcing

Implement and manage activities for matching learners to suitable host employers, ensuring that placements align with learner qualifications and program objectives
Actively engage with hosts in the field, conducting site visits to ensure alignment with program expectations.
Ensure learners are at reputable approved workplace environment
Workplace should be ready for learner placements according to the roll out plan
Place learners successfully with host employers managing all communication and queries and administration
Ensuring all learners have all the relevant resources for facilitated workplace
Advise the Campus Manager of venue/host site challenges to ensure learner attendance, tracking and safety
Control and monitor workplace and placements.

Learner Management: Monitoring and Evaluation

Facilitate the learner readiness program for workplace and for absorption
Facilitate learners on all Signa Academy placed at workplace
Collaborate with relevant Signa and/or host employer management in dealing with HR issues and all emergencies
Monitor learner progress and performance at host workplaces through regular check-ins
Perform site visits as required and adhoc site visits on request of host employer
Ensure all required administration is conducted for learners placed at workplace
Act as a liaison between host employee and the company
Assist learners with challenges and if unable to resolve them then refer these to the Campus Manager
Keep learners focused on completing the Qualification
Ensure that Learner disabilities are reasonably accommodated, reported and monitored
Maintain professional and ethical conduct with all stakeholders
Ensure compliance with all relevant legislation, in particular labour legislation, QCTO/SETA requirements and POPI Act policies, practices, processes, and procedures for effective workplace experience and programme success
Ensure Learner wellness while in the workplace
Assist and support learners to find permanent employment upon completion of learnership program.

Mentoring & Coaching learners

Have one on one session with Learners as required
Review and assess learner progress in line with appropriate quality assurance.
Liaise with the workplace project coordinator/authorized company representative with regards to learner attendance
Ensure attendance registers are submitted to workplace project coordinator/authorized company representative
Provide feedback, guidance, and support to learners and hosts to optimize the workplace experience and resolve any issues.
Inform the workplace project coordinator/authorized company representative with regards to learners who have a bad attendance record
Take reasonable steps to ensure adequate protection of all confidential information including portfolios of evidence
Work within an agreed contractual arrangement and in accordance with policies and procedures and the standard framework documents
Liaise regularly with the workplace project coordinator/authorized company representative
Assess the effectiveness of the host-learner relationship and ensure that both learners and hosts are adhering to program standards.
Make recommendations where necessary
Ensure all learners complete workplace.

Stakeholder Engagement

Maintain excellent working relationships with internal and external stakeholders.
Attend meetings as required.
Build networks and manage relationships with community key stakeholders.
Focus on strategies that promote learner retention throughout their time with the host employer.
Facilitate discussions between learners and hosts regarding potential employment opportunities post-training.
Work with hosts to maximize learner absorption into permanent roles upon program completion.
Actively promote the company in the local community/potential markets/sources of learners.
Reporting
Report on all learner workplace management
Ensure that all records on learners placed in workplace are recorded accurately on the LIS system – record keeping
Ensuring data integrity and compliance with POPIA and other relevant labour regulations.
Submit a detailed weekly and monthly reporting
Diligently report on learner progress, workplace experiences, and any host-related concerns in a timely and compliant manner.
Reflect on observations and insights and demonstrate critical thinking and make recommendations to minimize perceived and inherent workplace and learner risks.

COMPETENCIES & SKILLS

Strong Computer Literacy
Proven record of excellent Administrative Skills
Report writing
Accuracy and attention to details
Understanding of SETA, QCTO, and other regulatory frameworks.
Ethical and trustworthy - able to work with sensitive and confidential information
Passion and commitment to promoting learner retention and workplace success.
Organised and professional
Good interpersonal skills with a sound judgement of character attributes
Ability to work with strict deadlines and turn-around time
Excellent communication skills with individuals and groups at all levels
Hard working and self-motivated
Listening carefully in order to fully answer questions and address concerns
Dress and act in ways that enhance the reputation of the employer
Ability to maintain databases and correspond via email
Ability to use the telephone to interact with prospects and conduct distant interviews
Able to use online tools such as Facebook and LinkedIn used for finding and attracting possible applicants
Able to effectively engage and capitalise on recruitment platforms and conduct online collections of open positions that job seekers turn to in their hunt for a new position
Sound ability to analyse and interpret CVs and outlines of qualifications and background used to determine if someone might be a good match for a given position
Speaking clearly


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