Training Administrator (YES Programme ) 12 Months Contract

Listing reference: medip_000886
Listing status: Under Review
Apply by: 12 March 2024
Position summary
Industry: Pharmaceutical Sector
Job category: Training
Location: Pretoria
Contract: Fixed Term Contract
Remuneration: Stipend and Transport Allowance
EE position: Yes
Introduction
Medi Training Academy is looking for a professional, energetic and self-driven individual to join their dynamic team in a capacity of a Training Administrator. The successful individual will be placed in Gezina. The Administrator will be responsible for overseeing and management of 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.
Job description

Duties
 
Learner Administration – Registration and Applications
  •        Prepare and organise learner applications for S Buys and SAPC.
  •        Prepare learner files, 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 Administration
  • Regular 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 Administration
  •          Ensure that all filling 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 HWETA 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.
  •          Distribution of indemnity Contracts, Mails, Journals to pharmacists within 1 day of receipt.
  •          Assist SDS, Supervisor, Training Administrators and Assessors with adhoc administration requests.
MTA Learner Communication
  •          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 learners
  •          Forwarding of all information from MTA to Learners

Training Set-up

  •          Assist with the preparations for training sessions in classrooms, including Product Training and Forums.
  •          Prepare the computers, projectors, sound equipment and microphone.
  •          Ensure that attendance registers are completed and submitted for all training sessions.
Assessments Invigilation
  •          Assist the Assessors with Invigilating of Summative and Formative assessment and pre assessments during the week and on Saturdays                 when needed, Operations Manager to approved first.
  •          Distribute the assessments when Assessors are not available.
  •          Collect the test from Students and submit to Assessors.

Minimum requirements

QUALIFICATIONS

  • Grade 12

EXPERIENCE

  •  No Experience
  • Computer Literacy
TRAINING REQUIRED 
  •          Learnership registration procedures at Providers, SAPC and SETA's.
  •          Operational Training SOPs.
  •          Policies and Procedures for all the companies within the Medipost Group.

COMPETENCIES

(KEY BEHAVIOUR AREA)
  •          Excellent 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 information

  •          Ability to prioritise large work load
  •          Ability to maintain policy guideline with in 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 upmost 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.

“Medipost Holdings is committed to the promotion of employment equity within the workplace which is a driving factor in all recruitment decisions” Medipost further encourages and welcomes applications from persons with disabilities in creating a diverse and equitable workplace”

Closing Statement:

“We are committed to building a team that represents a variety of backgrounds, prospectives and skills, the more inclusive we are the better our work will be. Should you however not hear from us within a period of 2 weeks, you can consider your application unsuccessful”

“MediPost Holdings does not charge any fees at any stage of the recruitment process. Applicants are advised to be vigilant against fraudulent recruitment activities. Under no circumstances should any payment be made to secure a job offer with Medipost”

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