Pinetown: Host Coordinator posted by SignaGroup

• Minimum requirement Diploma/Degree in Project Management Certificate will be advantageous.
• Knowledge on the SETA’s/training legislation advantageous.
• Advance knowledge MS Office.
• Drivers Licence and own / reliable transport is a must.
• MS Office Proficiency.
• Management / Supervisory experience is advantageous.
• Minimum of 1 year experience in a learnership environment.
• Minimum of 3 years’ experience in workplace placement will be advantageous.
• Some experience in Sales / Client Liaison will be advantageous.

 
 
 
DUITES & RESPONSIBILITIES
The duties include the following:

• Ensure compliant use of LIS and document management systems/inclusive of Google Drive is according to company standards and conventions.
• Adhere to document, information and learner record safety and security.
• Adhere to quality requirements.
• Adhere to reporting requirements and ensure deadlines are met.

Allocation of resources

• Ensure that learners have all the relevant tools and equipment to perform duties in the workplace.
• Ensure that host employers meet OHS requirements, and assess if the host environment and its operational functions are appropriate for the achievement of programme objectives.

Learner Profiling

• Conduct Learner matching and profiling, with regard to host and host environment culture for fit.
• Liaison with placement officer and recruitment teams and collaborate to ensure accurate and effective learner placements.

 
Workplace Sourcing

• Implement and manage activities for matching learners to suitable host employers, ensuring that placements align with learner qualifications and program objectives.
• Actively engage with hosts in the field, conducting site visits to ensure alignment with program expectations.
• Ensure learners are at reputable approved workplace environment.
• Workplace should be ready for learner placements according to the roll out plan.
• Ensure learners are at reputable approved workplace environment.
• Place learners successfully with host employers managing all communication and queries and administration.
• Ensuring all learners have all the relevant resources for facilitated workplace.
• Advise the Campus Manager of venue /host site challenges to ensure learner attendance, tracking and safety.
• Control and monitor workplace and placements.

 
Learner Management: Monitoring and Evaluation

• Facilitate the learner readiness program for workplace and for absorption.
• Facilitate learners on all Signa Academy placed at workplace.
• Collaborate with relevant Signa and / or host employer management in dealing with HR issues and all emergencies.
• Monitor learner progress and performance at host workplaces through regular check-ins.
• Perform Site visits as required and adhoc site visits on request of host employer.
• Ensure all required administration is conducted for learners placed at workplace.
• Act as a liaison between host employee and the company.
• Assist learners with challenges and if unable to resolve them then refer these to the Campus Manager.
• Keep learners focused on completing the Qualification.
• Ensure that Learner disabilities are reasonably accommodated, reported and monitored.
• Maintain professional and ethical conduct with all stakeholders.
• Ensure compliance with all relevant legislation, in particular labour legislation, QCTO /SETA requirements and POPI Act policies, practices, processes, and procedures for effective workplace experience and programme success.
• Ensure Learner wellness while in the workplace.
• Assist and support learners to find permanent employment upon completion of learnership program.

 
Mentoring & Coaching learners

• Have one on one session with Learners as required.
• Review and assess learner progress in line with appropriate quality assurance.
• Liaise with the workplace project coordinator / authorized company representative with regards to learner attendance.
• Ensure attendance registers are submitted to workplace project coordinator / authorized company representative.
• Provide feedback, guidance, and support to learners and hosts to optimize the workplace experience and resolve any issues.
• Inform the workplace project coordinator / authorized company representative with regards to learners who have a bad attendance record.
• Take reasonable steps to ensure adequate protection of all confidential information including portfolios of evidence.
• Work within an agreed contractual arrangement and in accordance with policies and procedures and the standard framework documents.
• Liaise regularly with the workplace project coordinator / authorized company representative.
• Assess the effectiveness of the host-learner relationship and ensure that both learners and hosts are adhering to program standards.
• Make recommendations where necessary.
• Ensure all learners complete workplace.

 
Stakeholder Engagement

• Maintain excellent working relationships with internal and external stakeholders.
• Attend meetings as required.
• Build networks and manage relationships with community key stakeholders.
• Focus on strategies that promote learner retention throughout their time with the host employer.
• Facilitate discussions between learners and hosts regarding potential employment opportunities post-training.
• Work with hosts to maximize learner absorption into permanent roles upon program completion.
• Actively promote the company in the local community/potential markets /sources of learners

 
Reporting

• Report on all learner workplace management.
• Ensure that all records on learners placed in workplace are recorded accurately on the LIS system – record keeping.
• Ensuring data integrity and compliance with POPIA and other relevant labour regulations.
• Submit detailed weekly and monthly reporting.
• Diligently report on learner progress, workplace experiences, and any host-related concerns in a timely and compliant manner.
• Reflect on observations and insights and demonstrate critical thinking and make recommendations to minimize perceived and inherent workplace and learner risks.

 
COMPETENCIES & SKILLS

• Strong Computer Literacy.
• Proven record of excellent Administrative Skills.
• Report writing.
• Accuracy and attention to details.

• Understanding of SETA, QCTO, and other regulatory frameworks.
• Ethical and trustworthy – able to work with sensitive and confidential information.
•  Passion and commitment to promoting learner retention and workplace success.
• Organised and professional.
• Good interpersonal skills with a sound judgement of character attributes.
• Ability to work with strict deadlines and turn-around time.
• Excellent communication skills with individuals and groups at all levels.
• Hard working and self-motivated.
• Listening carefully in order to fully answer questions and address concerns.
• Dress and act in ways that enhance the reputation of the employer.
• Ability to maintain databases and correspond via email.
• Ability to use the telephone to interact with prospects and conduct distant interviews.
• Able to use online tools such as Facebook and LinkedIn used for finding and attracting possible applicants.
• Able to effectively engage and capitalise on recruitment platforms and conduct online collections of open positions that job seekers turn to in their hunt for a new position.
• Sound ability to analyse and interpret CVs and outlines of qualifications and background used to determine if someone might be a good match for a given position.