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Academic & ETQA Coordinator



Starting date

Signa Academy


1 July 2024

Closing Date


About the Role

  • The incumbent will be responsible for the coordination of allocated campus projects, related duties and providing administrative support to the ETQA Manager, Facilitators, Assessors and Moderators.

  • The incumbent will implement all processes relating to the department in accordance with the Quality Management System and satisfying all SETA/QCTO and/or QCTO requirements.


  • 5 years' experience in an administrative role

  • 3 Years' experience in Campus environment

  • 3 Years' experience in computer literacy (Microsoft Office).

  • 2-3 Years' experience in office administration role

  • Experience in Training and Skills Development environment with understanding of assessment and moderation processes

  • Understanding of Assessment and Moderation Reports

  • 2-3 years' experience in Computer Literacy (MS Office, Google Mail, LMS)

Competencies & Skills

  • Good administration skills

  • Excellent telephone Etiquette

  • Strong verbal and written communication skills

  • Friendly demeanour

  • Interpersonal skills and ability to relate to staff clients and learner at all levels.

  • Computer Literacy (MS Office, Google Mail, LMS)

  • Attention to detail and high level of accuracy in data capturing.

  • Effective filing experience

  • Understanding of Quality Assurance

  • Proactive and able to use own initiative with sound ability to prioritize workload.

  • Teamwork and collaboration skills


  • Must comply with all OHS, security and diseases control requirements on company and in client environment as required.

  • Ability to sit and stand for extended periods.

  • Fine dexterity to operate computer, telephone and other office equipment.

  • Visual alertness to inspect documents for accuracy.

  • Ability to hear and speak to exchange information.

  • Ability to occasionally bend, stoop and reach for work tools of trade etc.

  • Ability to occasionally lift and carry standard office items/tools of trade.

  • Ability to attend work at least in normal business hours.

  • Ability to stay alert and sustain effectiveness through antisocial hours in times of emergencies or conflicting deadlines/work under pressure.

  • Ability to work from home when required in alignment with business operational requirements.

  • Ability to do at least local and regional business travel as required by either road, and or air,

Duties & Responsibilities 

Learner contracts administration

  • Ensuring Fixed Term Contracts (FTCs) and Workplace Based Agreements (WBAs) are correctly prepopulated during learner onboarding within the prescribed timeframes.

  • Conducting learner orientation and induction during the first week of the learnership start date.

  • Opening manual and digital Client Project Files during the first month of project commencement.

  • Creating learner profile on Learner Management System (LMS) and ensuring all parties constantly update the LMS.

  • Adding learners to Google classroom for all the online projects and tracking the progress of the projects monthly.

  • Submitting FTC & WBAs contracts to Key Accounts Management team for relevant signatures within the stipulated submission deadlines.

  • Preparing and submitting initial uploads to NQC for learner registration within 48 hours of learner onboarding

  • Quality assuring learner documents and submitting to NQC for SETA/QCTO submission.

Administering Learner Stop Stipends and Terminations

  • Identifying 'red flag' learners based on the attendance trackers and reports from Facilitators.

  • Initiating stop stipend and termination requests for 'reflagged' learners

  • Maintaining accurate and updated stop stipends and terminations database ensuring Learner Detailed Spreadsheets (LDSs) are updated to correctly reflect the correct learner status.

  • Ensuring learners are terminated on the LMS and google classroom once termination has been approved.

  • Uploading pre-populated termination letters in the respective client folders for the clients' signatures and once signed by the client sent the letters to the respective terminated learners.

POE administration

  • Coordinating the collection and submission of both manual and digital POEs to and from Facilitators, Assessors and Moderators

  • Capturing learner attendance and POE results on LMS and updating the assessment trackers

  • Coordinating remediation between all parties (Learner/ Facilitator/ Assessor/ Moderator)

  • Maintaining an orderly, clean and tidy POE Room

  • Maintaining orderly digital POE's

  • Coordinating and sampling project files and learner POEs for NQC audits and for SETA/QCTO verification

  • Compliance and Learner Progress Reporting

  • Submission of Monthly detailed learner results sheets to NQC

  • Submission of Weekly Plan to ETQA Manager e Supporting the ETQA Manager with information required for compliance reporting to NQC for SETA/QCTO requirements.

  • Academic Administration

  • Reporting all learner attendance concerns to the ETQA Manager to initiate stop stipends and terminations.

  • Assisting the ETQA Manager in planning for learner induction ensuring all stakeholders are advised on time to prepare for the induction.

  • Uploading monthly registers from Facilitators and Structured Workplace Coordinators into the respective client folders.

  • Ensuring all learners have ID Cards taken within the first week of class attendance.

  • Ensuring all OHS signage is in place and reporting all non-compliance to OHS regulations to the Campus Manager.

  • Updating the campus asset register monthly and reporting any damaged or missing assets to the Campus Manager

  • Providing a weekly report on LMS and submit to the ETQA Manager

  • Planning for campus graduation and ensuring all learners' certificates of completion are ready within the 12th month of learnership completion.

  • Administrative and Logistical Support to Facilitators

  • Printing learner material, providing pre-populated attendance registers, LDSS and Roll Out Plans to the Facilitators

  • Welcoming learners and directing them to their classes and introducing them to their Facilitators on the first day of attending class.

  • Monitoring class attendance within the first week of project commencement and communicate any deviations to the Campus Manager and Recruitment Team to initiate the termination and replacement process.

  • Receiving weekly attendance trackers from Facilitators and communicating any deviations to the Campus Manager before sending the weekly attendance trackers to the respective Key Account Managers.

  • Red flagging problematic learners in order to initiate stop stipends and terminations and maintain an updated stop stipend and termination database.

  • Receiving monthly reports from Facilitators for the ETQA Manager to quality assure before final checks by the Campus Manger and uploading these to the clients' respective folders.

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