Learner contracts administration

• Issue greenlights for all projects that are ready for implementation to facilitate project

commencement.

• Liaise continuously with the relevant SETAs and/or the QCTO to obtain, manage, and update

SETA/QCTO templates and supporting document requirements.

• Administer all SETA learnership applications and obtain SETA learnership approval before

training commences.

• Ensure that Fixed Term Contracts (FTCs) and Workplace-Based Agreements (WBAs) are

correctly pre-populated during learner onboarding within the prescribed timeframes.

• Conduct learner orientation and induction during the first week of the learnership

commencement.

• Open and maintain manual and digital client project files within the first month of project

commencement.

• Create learner profiles on the Learner Information System (LIS) and ensure all stakeholders

consistently update the system.

• Add learners to Google Classroom for all online projects and track learner progress on a

monthly basis.

• Submit FTCs and WBAs to the Key Account Management team for the required signatures

within stipulated submission deadlines once onboarding is completed.

Learner Registration, Tracking and Proof of Registration (POR)

• Prepare initial uploads for learner registration within 48 hours of learner onboarding and

quality assure all learner documentation prior to SETA/QCTO submission.

• Quality assures learner documentation for SETA/QCTO submission, ensuring that

SETA/QCTO learner registration processes and timelines are adhered to.

• Follow up on SETA/QCTO learner registrations and remediate all SETA/QCTO registration

rejections.

• Ensure that proofs of learner registration (PORs) for both client and qualification SETAs are

obtained from the SETA/QCTO and securely saved on the drive.

SETA / QCTO Administration, Compliance and Quality Assurance

• Quality assures all learner applications, registrations, and exit documentation to ensure

compliance with SETA/QCTO requirements.

• Quality assures learner registration, termination, replacement, and exit processes.

• Prepare and quality assure rollout plans before approval by the Training Manager.

• Coordinate and prepare learner and project files for SETA/QCTO verification and external

audits.

• Conduct POE audits before and after internal moderation to ensure POEs are ready for external moderation.

Administrative and Logistical Support to Facilitators

• Print learner materials and provide pre-populated attendance registers, Learner Detailed

Spreadsheets (LDSs), and rollout plans to facilitators.

• Welcome learners on their first day of attendance, direct them to their classes, and introduce

them to their facilitators.

• Monitor class attendance during the first week of project commencement and communicate

any deviations to the Campus Manager and Recruitment Team to initiate termination and

replacement processes.

• Receive weekly attendance trackers from facilitators, communicate any deviations to the

Campus Manager, and submit the trackers to the relevant Key Account Managers.

• Red-flag problematic learners to initiate stop stipends and terminations and maintain an

updated stop stipend and termination database.

• Receive monthly reports from facilitators for quality assurance by the Training Manager,

followed by final checks by the Campus Manager, and upload approved reports to the

relevant client folders.

Administering Learner Stop Stipends, Terminations and Replacements

• Flag and monitor at-risk learners identified by facilitators and host coordinators reflected on

attendance trackers and reports submitted.

• Initiate stop stipend and termination requests for red-flagged learners.

• Maintain accurate and up-to-date stop stipend and termination databases, ensuring that

Learner Detailed Spreadsheets (LDSs) correctly reflect each learner’s current status.

• Ensure that learners are terminated on the LMS, Google Classroom, and SETA/QCTO

systems once termination approval has been granted.

• Upload pre-populated termination letters to the relevant client folders for client signature and

once signed, issue the letters to the terminated learners.

Academic Administration

• Report all learner attendance concerns to the Training Manager for action, including the

initiation of stop stipend and termination processes.

• Assist the Training Manager in planning learner inductions, ensuring all stakeholders are

timeously informed to prepare accordingly.

• Upload monthly attendance registers from facilitators and Structured Workplace Coordinators

to the relevant client folders.

• Ensure all learners have ID cards issued within the first week of class attendance.

• Ensure all OHS signage is in place and report any non-compliance with OHS regulations to

the Campus Manager.

• Update the campus asset register on a monthly basis and report any damaged or missing

assets to the Campus Manager.

• Provide a weekly report on the LMS and submit it to the Training Manager.

• Plan campus graduations and ensure all learners’ certificates of completion are ready within

the twelfth month of learnership completion.

Portfolio of Evidence (POE) Administration and Exiting Process

• Coordinate the collection and submission of both manual and digital Portfolios of Evidence

(POEs) to and from facilitators, assessors, and moderators.

• Capture learner attendance and assessment results on the LMS and update assessment

trackers accordingly.

• Coordinate remediation processes between all parties (learner, facilitator, assessor, and

moderator).

• Maintain an orderly, SETA-compliant, and audit-ready POE room and digital filing system.

• Track projects due for 50% and 100% moderation and ensure final uploads are prepared and

recorded on the SETA system in preparation for learner exiting.

• Coordinate and sample project files and learner POEs for SETA/QCTO verification.

• Generate Learner Achievement (LA) numbers for Services SETA exiting, ensuring alignment

with assessment tracker results, and prepare all required supporting documents for SETA

moderation.

• Book External Moderation (EM) with the relevant SETA, verify POEs prior to confirmation of

the EM date, and prepare and quality assure sampled POEs before the confirmed verification

date.

• Upon completion of EM, follow up on the EM report and quality assure it to ensure all exited

learners are reflected; liaise with the SETA to amend the report where discrepancies are

identified.

Learner Certificate Management

• Quality assure certificates received from the SETA and report any outstanding certificates, as

well as incorrect names or ID numbers requiring reprints.

• Quality assure, scan, and save all certificates received on the drive and notify learners in

preparation for the graduation ceremony.