PEOPLE COORDINATOR: SKILLS DEVELOPMENT

Smollan; Gauteng; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Smollan is seeking an organised administrator to support SETA compliance activities and daily training operations in Gauteng. The role involves bursaries/learnership administration, training registers, and coordination of materials for workshops.

Strong communication and teamwork are essential to ensure timely reporting and stakeholder engagement. Ideal candidates will have a Diploma/NQF level 5, 2–3 years of admin experience, and proficiency with MS Office.

Qualifications

• Diploma or equivalent NQF 5 level qualification.
• 2-3 years’ experience providing admin support.
• SETA experience advantageous.
• Strong verbal and written communication skills.
• Teamwork and collaboration across departments.
• Planning and prioritisation of tasks to deadlines.
• Solid administration skills and attention to detail.
• Proficient in MS Office Suite and basic computer literacy.

Responsibilities

• Provide general administration support for SETA compliance activities.
• Maintain timely, accurate records and reporting for training and compliance.
• Coordinate bursaries and learnership admin in relation to SETA requirements.
• Manage training registers, attendance and related paperwork.
• Assist with planning materials, manuals, bags and equipment for training.
• Prepare and distribute training reports and billing information to Finance and BU teams.
• Maintain filing systems and protect Smollan IP by handling training material securely.
• Communicate training details to stakeholders and manage attendance records.

Skills

Communication

Teamwork

Planning

Attention to detail

Multi-tasking

Education

Diploma/NQF5

Tools

MS Office

Job description

Administration Relating to SETA Compliance

• Bursaries and Learnerships

Daily Operations

• Record Keeping and Reporting Support
• Stakeholder Engagement
• Administration relating to SETA compliance: Bursaries and Learnerships

Group Training Schedule

• Awareness of training workshops daily
• Awareness of training workshops as per L&D calendar
• Communication to relevant stakeholders of confirmed training workshops on a bi-weekly basis
• Facilitators – daily confirmation of facilitators at training venues as communicated by L&D Coordinator

Training Registers

• Printing and distribution of training registers and evaluation forms
• All attendance registers forwarded to training venues one week prior to training taking place
• Collect all original training register from facilitators within 1 week of training taking place
• Secure, reconcile, file and electronically scan all registers
• Follow up on non-attendance at training by 11:00 daily
• Ensure training registers are received by 11:00 daily
• Non-attendance to be reported to BUs by 12:00

Planning / Organising

• Planning of all relevant materials to be done 2 weeks prior to training workshop taking place and sent to relevant location
• Manuals
• Bags
• Pens
• Equipment

Timely, Accurate, Relevant Reporting

• Accurate L&D reports are submitted on or before relevant deadlines
• Group Training Stats – weekly
• Non-attendance Report – 4th of every month
• Reports reviewed and updated once feedback is received from stakeholders
• Non-attendance and stats adjustments
• Capturing additional training stats after report deadlines
• Submission of Training Billing to Finance by the 20th of each month
• Ensure all invoices are billed to relevant BU’s (external training)

Group Training Administration

• Group training to be consolidated weekly and archived (scanned) the week of training took place

Filing System to be Maintained

• Registers
• Evaluation forms
• OHS assessments (control numbers to be captured per EE)
• Assessments
• Ensure sufficient Smollan merchandise is available at all times, orders to be placed 4 weeks prior to running out
• Ensure the latest version of the training material is at the printers prior to the printing order being sent
• Ensure all training material is returned from relevant providers in order to protect Smollan IP
• Destroy any old training material that is not relevant due to updated versions being available

Communication

• Communicate with BU re delegates: booked for training
• Non-attendance / attendance

Teamwork And Self-Management

• Proactively develop own skills and knowledge of relevant best practice and ensure appropriate skills and knowledge transfer
• Actively and consistently maintain high standards of professionalism in all aspects of personal presentation and delivery
• Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained including meeting all deadlines
• Ensure data integrity of all reports to client and management
• Demonstrate consistent application of internal procedures
• Plan and prioritise, demonstrating abilities to manage competing demands
• Demonstrate abilities to anticipate and manage change
• Demonstrate flexibility in balancing achievement of own objectives

Minimum Qualifications

Diploma/NQF level 5

Minimum Experience

2-3 years’ experience providing admin support

Requirements

• SETA experience
• Communication skills (verbal & written)
• Teamwork & collaboration
• Planning & prioritisation
• Administration skills
• Computer literacy – MS Office suite
• Attention to detail
• Multi-tasking