Host Coordinator

MAIN JOB PURPOSEThe Host Coordinator is responsible for managing and nurturing relationships with host employers, ensuring thesuccessful placement and retention of learners in host environments. This role involves introducing SubjectMatter Experts (SMEs) to identified, approved host employers, implementing all activities necessary formatching learners to appropriate hosts, and overseeing the workplace management process, and assessing ifhost operational functions are appropriate for programme objectives. The Host Coordinator focuses onenhancing learner retention rates and maximizing the potential for learner absorption into permanent roles withhost employers. Additionally, the role ensures effective monitoring and evaluation of learner progress in theworkplace and is the glue maintaining a healthy host-learner relationship and ensuring the host environmentaligns with the program objectives.QUALIFICATIONS AND EXPERIENCEMinimum requirement Diploma/Degree in Project Management Certificate will be advantageous Knowledge on the SETAs/training legislation advantageous Advance knowledge MS OfficeDrivers Licence and own / reliable transport is a mustMS Office Proficiency Management / Supervisory experience is advantageous Minimum of 1 year experience in a learnership environmentMinimum of 3 years experience in workplace placement will be advantageousSome experience in Sales / Client Liaison will be advantageous.DUITES & RESPONSIBILITIESThe duties include the following: 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 resourcesEnsure 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 objectivesLearner 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 SourcingImplement and manage activities for matching learners to suitable host employers, ensuring that placements align with learner qualifications and program objectivesActively 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 Ensure learners are at reputable approved workplace environment Place learners successfully with host employers managing all communication and queries and administration Ensuring all learners have all the relevant resources for facilitated workplaceAdvise 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 EvaluationFacilitate the learner readiness program for workplace and for absorptionFacilitate learners on all Signa Academy placed at workplaceCollaborate with relevant Signa and / or host employer management in dealing with HR issues and all emergenciesMonitor 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 ManagerKeep learners focused on completing the QualificationEnsure that Learner disabilities are reasonably accommodated, reported and monitored Maintain professional and ethical conduct with all stakeholders and 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 learnersHave 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 attendanceEnsure 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 documentsLiaise regularly with the workplace project coordinator / authorized company representativeAssess the effectiveness of the host-learner relationship and ensure that both learners and hosts are adhering to program standards.Make recommendations where necessaryEnsure all learners complete workplace. Stakeholder EngagementMaintain 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 posttraining. 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 reportingDiligently 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 & SKILLSStrong Computer LiteracyProven 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 informationPassion and commitment to promoting learner retention and workplace success.Organised and professional Good interpersonal skills with a sound judgement of character attributesAbility to work with strict deadlines and turn-around timeExcellent communication skills with individuals and groups at all levels Hard working and self-motivatedListening carefully in order to fully answer questions and address concernsDress 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 positionSpeaking clearly