Job Description

Fidelity Services Group is inviting applications for an Administrator - Training Academy position based in Florida, Roodepoort, Gauteng.

This permanent opportunity falls under the Training Academy and reports to the Quality Assurance Manager.

The successful candidate will provide administrative support to the Training Academy by ensuring accurate record keeping, daily data capturing, proper filing and archiving, course register management, learner administration and support with training-related systems and compliance requirements.

This role is suitable for candidates who are accurate, organised, service-driven and able to complete administrative tasks within required turnaround times.

Purpose of the Position

The Administrator will support the Training Academy through accurate administration, learner record management, data capturing, filing, archiving, system updates and compliance-related administration.

The role also includes supporting audit readiness, handling learner and client queries, managing training documents and assisting with general training office administration.

Responsibilities

The successful candidate will be responsible for:

• Capturing learner details accurately on relevant systems.
• Capturing learner results accurately.
• Capturing learner attendance accurately.
• Capturing forms accurately.
• Capturing assessor information accurately.
• Capturing moderator information accurately.
• Ensuring training records are updated daily.
• Ensuring information captured on HR Manage is accurate and complete.
• Maintaining proper filing of records.
• Maintaining proper archiving of records.
• Ensuring records comply with compliance requirements.
• Ensuring records comply with OHS requirements.
• Ensuring records comply with POPI requirements.
• Scanning documents.
• Uploading documents to relevant HR Manager systems.
• Completing CRB checks.
• Completing task lists.
• Completing permit-related administration.
• Completing eye test administration.
• Completing maintenance records.
• Completing Inkliwe-related tasks.
• Ensuring course registers are aligned with the correct courses.
• Ensuring course registers are submitted within required turnaround times.
• Monitoring NCR items older than three weeks.
• Following up on NCR items recorded on course schedules.
• Driving follow-up actions with regional administrators.
• Escalating matters to the Senior Administrator where required.
• Handling learner queries professionally.
• Handling client queries professionally.
• Handling internal queries professionally.
• Responding to queries within 24 hours.
• Supporting the Training Administration office with IFACTS.
• Supporting the Training Administration office with POSTING.
• Supporting the Training Administration office with ARAMEX.
• Supporting the Training Administration office with FORMAX.
• Supporting asset administration.
• Supporting stationery and refreshment administration.
• Keeping accurate records of expiring dates.
• Keeping accurate records of permits.
• Keeping accurate records of certificates.
• Supporting audit readiness.
• Ensuring records are complete, accurate and properly stored.
• Submitting weekly reports on actions taken to reduce internal audit risks.
• Submitting weekly reports on actions taken to reduce external audit risks.
• Assisting with general administrative duties.
• Performing additional tasks required by management.

Requirements

Applicants must meet the following requirements:

• Grade 12 / Matric.
• Computer literacy, including Microsoft Office.
• Good written communication skills.
• Good verbal communication skills.
• Ability to work accurately under pressure.
• Strong attention to detail.
• Ability to meet deadlines.
• Ability to follow up on outstanding matters.
• Professional conduct when dealing with learners.
• Professional conduct when dealing with clients.
• Professional conduct when dealing with internal stakeholders.

Added Advantage

The following will be advantageous:

• Previous administrative experience.
• Experience in a training environment.
• Experience in a compliance environment.
• Experience in an HR environment.
• Experience in a learning and development environment.
• Experience with HR Manage or similar systems.

Key Competencies

Applicants should demonstrate:

• Accuracy.
• Attention to detail.
• Good record keeping ability.
• Good filing ability.
• Time management.
• Deadline orientation.
• Customer service focus.
• Teamwork.
• Collaboration.
• Reliability.
• Commitment.
• Ability to follow procedures.
• Ability to comply with SOPs.
• Willingness to learn Training Academy systems.
• Ability to accept feedback.
• Ability to work constructively with supervisors and colleagues.

Behavioural Expectations

The successful candidate must:

• Produce high-quality and accurate work.
• Honour commitments.
• Complete tasks within agreed timeframes.
• Be disciplined.
• Be punctual.
• Be reliable.
• Maintain confidentiality.
• Maintain professionalism.
• Work effectively as part of a team.
• Support the objectives of the Training Academy.
• Demonstrate willingness to grow within the department.

Skills

• Training administration
• Learner administration
• Data capturing
• Record keeping
• Filing
• Archiving
• Course register management
• Compliance administration
• HR administration support
• HR Manage
• Microsoft Office
• Document scanning
• Document uploading
• Query handling
• Report writing
• Audit readiness
• POPI compliance
• OHS compliance
• Deadline management
• Customer service
• Attention to detail
• Confidentiality
• Professional communication