Training Administrator

Clear Leaf Consulting (Pty) Ltd; Akasia; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A consulting firm in Gauteng is seeking a Training Administrator to oversee the complete administration of employee training, including scheduling sessions and managing learner records. The ideal candidate should possess strong skills in Excel, have a minimum of 2-3 years of relevant experience, and the ability to ensure compliance with training requirements. Applicants should hold a minimum of a Grade 12 qualification, with a preference for those with additional certifications in HR or Training Administration.

Qualifications

• 2-3 years in training administration, HR coordination, or related operational admin.
• Experience in transport & logistics is an advantage.
• Familiarity with compliance training and audit documentation is necessary.

Responsibilities

• Coordinate end-to-end administration of employee training.
• Maintain accurate learner records in the LMS and HRIS.
• Produce monthly dashboards and reports on training metrics.
• Assist the Senior Driver Trainer with updating training material.

Skills

Excel proficiency (VLOOKUP/XLOOKUP, PivotTables)

Detail-oriented with high data accuracy

Organized and able to juggle multiple priorities

Customer service mindset

Problem-solving skills

Education

Grade 12 / Matric

Certificate/Diploma in HR, Training Administration or Logistics

Tools

Moodle (LMS)

MS Office (Excel, Word, PowerPoint)

PaySpace (HRIS/Payroll)

SharePoint / OneDrive

Job description

Training Administrator ([e-mail])

Full‑time

The Training Administrator coordinates the end‑to‑end administration of employee training—planning calendars, scheduling sessions, managing learner records, tracking compliance, and providing operational support to driver trainers and stakeholders. The role ensures training logistics run smoothly, data is accurate and auditable, and reporting enables the business to meet legal and operational requirements.

Key Responsibilities

1. Training Coordination & Scheduling
   • Build and maintain the annual training calendar.
   • Schedule trainers, classrooms, equipment, and employee availability (avoiding off days and weekends where applicable).
   • Issue invitations, joining instructions, and track RSVPs and attendance.
   • Coordinate external providers and manage vendor bookings.
2. Records Management & Compliance
   • Maintain accurate learner records (attendance, results, certificates, unit standards) in the LMS and HRIS.
   • Track mandatory training (e.g., Occupational Health & Safety, Defensive Driving, Dangerous Goods, First Aid).
   • Monitor expiry dates and trigger renewal training on time.
   • Ensure training files meet audit requirements (internal audit, DoEL inspections, customer audits).
3. Reporting & Analytics
   • Produce monthly dashboards (completion rates, no‑shows, cancellations, costs per learner, training hours).
   • Provide gap analyses against legal/contractual requirements and training matrices.
4. Learner Support & Communications
   • Distribute pre‑work, assessments, feedback surveys, and training materials.
   • Collect and consolidate course evaluations; elevate issues and improvement opportunities.
5. Quality & Process Improvement
   • Maintain SOPs for Training Centre; drive continuous improvement.
   • Ensure data integrity in LMS/HRIS; perform routine reconciliations with payroll/HR.
   • Support accreditation/ETQA documentation where applicable (e.g., TETA submissions).
6. Logistics & Facilities
   • Prepare classroom setups (attendance registers, sign‑in sheets, Wi‑Fi, projector, PPE where relevant).
   • Manage training consumables and asset allocation.
7. Training Material
   • Assist the Senior Driver Trainer with updating training material, presentations and assessments.
   • Manage, update, edit or remove content on the LMS.

Minimum Qualifications

• Grade 12 / Matric (required).
• Certificate/Diploma in HR, Training Administration, Office Administration, or Logistics (preferred).
• LMS competence (Moodle) preferred
• MS Office (Excel, Word, PowerPoint) required.

Experience

• 2–3 years in training administration, HR coordination, or related operational admin.
• Experience in transport & logistics (advantage).
• Familiarity with compliance training (OHS, driver training, etc) and audit documentation.

Technical Skills

• Excel (VLOOKUP/XLOOKUP, PivotTables, data validation) for tracking & dashboards.
• Document control and record‑keeping aligned to audit standards.
• Vendor coordination and PO/Invoice processing.
• Detail‑oriented with high data accuracy.
• Organized and able to juggle multiple priorities under time pressure.
• Customer service mindset—professional communication with drivers, supervisors, trainers.
• Problem‑solver—anticipates conflicts (e.g., shift changes, off days) and mitigates.
• Integrity & confidentiality with personnel records.

Tools & Systems

• HRIS/Payroll: PaySpace
• Document Management: SharePoint / OneDrive (controlled folders)

Salary: Market Related

Closing Date: 31 January 2026

If you struggle to upload your CV please visit our website at www.clearleaf.co.za. Click on Jobs Available, the position you are interested in and click on I'm Interested and upload your CV to apply for the position.

Alternatively email your CV to the email address on our website.