The Administrator will be responsible for overseeing and managing all communication between Medi Training Academy, S Buys, SAPC, and the Learners, as well as all the general administration regarding learners on the Learner Basic and Learner Post Basic course.
DutiesLearner Administration – Registration and ApplicationsPrepare and organise learner applications for S Buys and SAPC.Prepare learner file, spreadsheets and order name badges as per required standards.Invoice hand over to Supervisor to complete EFT and send to Finance for payment. File copies of all proof of payments.Reconcile and request Enrolment Certificates and training material for Learner groups (LB, LPB and Cape Town Learners).Distribute training material to the learners and reconcile acceptance and proof of receipt.Compliance AdministrationRegular update of Learnership spreadsheet with any information regarding new groups, terminations, certificates and completion dates.Ensure that all the agreements, documentation, information and attachments are complete and correct.Ensure that all the information in the SETA Learnership Agreement is complete and correct. Sign as witness and ensure that all the compulsory other signatures have been obtained before sending the Agreement to S. Buys for their signatures.Complete all the information of the new Learnerships on the HWSETA register/sheet and send via email to HWSETA for their records.The original Learnership Agreements will be emailed to HWSETA, together with supporting documents.Follow-up with HWSETA to obtain a signed and completed copy of the final Learnership Agreements. File the final Agreement electronically on the Training drive/Hard drive and hardcopies on Learner files.Prepare and reconcile learners AOD's as well as payment agreements on a spreadsheets per Learner group.Consolidate SAPC, PSSA and other payment agreements and then email the spreadsheets to payroll.Administrate all SAPC and S. Buys communication on behalf of Learners if required.Assist learners to request their password from SAPC and download their enrolment, completion certificates and annual fees invoice on the SAPC website.Follow up on all SAPC and SBuys enrolment certificate and completion certificates.Send the S. Buys & SAPC Certificates through to the SDS, HRBP, Line Manager, Payroll via email when any learner successfully enrols or completes the course.Assist with annual HWSETA Monitor and Evaluation visits and BBBEE compliance audits.General AdministrationEnsure that all filing for learners is up to date within three weeks of learners' intake, if any changes. Changes must be done in two working days.Respond to termination emails as per request indicating outstanding fees where relevant.File all the learner's certificates, documentation and HWSETA learnership agreements electronically on the Training drive/Hard drive and hardcopies on the Learners training file.Printing, binding and laminating of requested training materials within 2 days from receipt.Update the training register accordingly and file all the documentation for auditing purposes.Ensure that all the attendance registers for Medipost, Medilogistics, Kawari and MTA internal training are received and completed accurately.Email all attendance registers for all Medipost, Medilogistics, Kawari and MTA internal training, meetings, students' classes and National Hours (Manually and Electronically) to Head Office. File the hardcopies of the registers on the Attendance Register files. Attendance Register to be captured in two weeks' time from receiving date.Date of receipt of Attendance Register should be noted/written down.Preparing and distribution of Rosters and placing rosters on the notice boards in all departments.Distribution of Indemnity contracts, mails, journals to Pharmacists and the learning activities to learners within 1 day of receipt.Capturing and printing of Learner attendance registers for Scheduled facilitations and assessments 1 day prior to class.Assist SDF, Supervisor, Training Administrators and Assessors with adhoc administration requests.Booking of appointments between learners and MTA, and the relevant line managers.Handling and escalation of learner queries pro-actively ensuring resolution.Distribution of learner's certificates, registration cards, guides, name badges, rosters, corrections of POE's, and learning activities to learners.Learner communication pertaining to collection of relevant learning activities and or feedback on assessments via various communication channels (telephone, WhatsApp and email).Forwarding of all information from MTA to learner.Training Set-upAssist with the preparations for training sessions in classrooms, including Product Training and Forums.Preparation of computers, projectors, sound equipment and microphone.Ensure that attendance registers are completed and submitted for all training sessions.Assessments InvigilationAssist the Assessors with Invigilating of Summative and Formative assessment and pre assessments during the week and on Saturdays when needed, Operations Manager to approve first.Distribute the assessments when Assessors are not available.Collect the test from Students and submit to Assessors.QUALIFICATIONSDiploma/Degree in Administration or Office Management / Equivalent Qualification.EXPERIENCEComputer LiteracyTRAINING REQUIREDLearnership registration procedures at Providers, SAPC and SETA's.Operational Training SOPs.Policies and Procedures for all the companies within the Medipost Group.COMPETENCIESExcellent Interpersonal and communication skills;Strong written and verbal language skills;Strong administrative and data capturing skills;Deadline orientated and able to work under pressure;Effective time management;Accuracy and attention to detail;Passion for training and development;Effective monitoring and reporting skills.Must have initiative and self-drive and be able to work on their own initiative through an agreed strategy;Specific Requirements/Other important informationAbility to prioritise large work load.Ability to maintain policy guideline within pressured situations.Ability to act independently.Ability to accept and take charge of projects allocated on short notice.Willingness to work overtime during high pressure periods.Accountability and Responsibility to ensure that all administration and communication between the Company, S. Buys and the SAPC are accurate and executed successfully is of utmost importance.Adhere to SOP's and KPA's at all times, report any deviations or concerns to the Supervisor.Perform any ad-hoc projects which might be necessary for the MTA Department and the Medipost Group at large.
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