Job Description

Ekurhuleni West TVET College is inviting applications for an Administration Trainee opportunity at the Germiston Campus.

This is an 18-month temporary traineeship aimed at candidates who want to gain practical workplace experience in student administration, academic records, registrations, examinations, office support, and general administration within a TVET college environment.

The successful candidate will assist with capturing student information, managing records, supporting online registrations, handling student enquiries, assisting with examination administration, and providing general administrative support to the campus.

Responsibilities

• Capture students onto the QCTO portal.
• Capture student marks and attendance registers on ITS version 4.1.
• Assist with issuing results, certificates and diplomas to learners.
• Reset login pins for students to access results, progress reports, financial statements and proof of registration through the student portal.
• Manage online registration and ensure all documents are uploaded and filed.
• Distribute permits for final examinations.
• Transfer term marks into mark sheets for NCV final examinations.
• Print proof of registration for student signatures during registration.
• Scan student registration documents and forward them to Head Office.
• Print class lists and registers for all departments.
• Verify NCV final examination marks at the marking centre.
• Print results and academic records for students.
• Capture attendance records for all registered students.
• Ensure students are allocated to the correct class groups.
• Manage student admissions and registrations.
• Capture and update student records and data.
• Handle correspondence, emails and telephone enquiries.
• Assist with examination administration and invigilation schedules.
• File and maintain confidential documents.
• Coordinate communication between departments, lecturers and students.
• Manage attendance registers and academic records.
• Order and control office supplies and stationery.
• Assist with financial administration, including quotations, invoices and petty cash.
• Organise meetings, workshops and training sessions.
• Provide support during national examinations and assessments.
• Offer customer service to students, parents and stakeholders.

Requirements

• National Senior Certificate / Matric.
• Level 2 - 4 Generic Management certificates.
• Ability to work with student records and confidential information.
• Ability to assist with registration and examination administration.
• Good communication and customer service ability.
• Willingness to learn and support campus administration.

Required Documents

Applicants must submit:

• Completed new Z83 application form.
• Comprehensive CV with three contactable references and their email addresses.
• Original certified academic record or transcript.
• Original certified copy of Matric certificate.
• Original certified copies of Level 2 - 4 certificates.
• Original certified copy of Identity Document, both sides.

Certification must not be older than six months.

Skills

• Administration
• Student records management
• Data capturing
• ITS system support
• QCTO portal capturing
• Registration support
• Examination administration
• Filing and document management
• Customer service
• Email communication
• Telephone etiquette
• Office support
• Attention to detail
• Confidentiality
• Time management
• Communication skills