Careers

DEPARTMENT:
Training Implementation Team

REPORTING TO:
Training Implementation Manager

EMPLOYMENT TYPE:
Full-time

OVERVIEW:
The Project Coordinator is responsible for project managing a number of learning projects running concurrently at difference clients.

This experienced employee will act as the product knowledge expert and will help guide the other implementation team members through each project implementation. They manage the client relationship and oversee all quality control assurance activities; creating quality feedback and support and driving the learning experience to its best conclusion.

This role is essential in ensuring that our products are delivered timeously and with the highest level of quality and professionalism.

KEY ACCOUNTABILITIES & RESPONSIBILITIES:

1) Coordination and project management of assigned learning projects

• Project manage all learning projects delegated to them. Ensure that these presentations embody the level of excellence and professionalism synonymous with iLearn.
• Pro-actively manage manage learning project activities and deadlines. Make final decisions based on project requirements or client requests and liaise with stakeholders.
• Set up meetings and assist with preparation. Distribute project information to relevant stakeholders.
• Review and confirm the project plan, once created by the Learning Coordinator.
• Consistently check and monitor project process flow and progress.
• Manage and oversee any unforeseen circumstances. Make a decision, make alternative plans, inform all affected parties and edit any affected records or documentation.
• Perform any ad hoc requests from management and complete any tasks allocated by management regarding strategic projects.
• Implement client special requirements, within reason.

2) Client liaison and relationship management

• Respond to all client queries or enquiries within 24 hours. Be a source of information and support. Source facilitator/assessor input if required.
• Act as a secretary at Client Steering Committee/Project Management meetings with clients and draft and distribute minutes of meetings.
• Implement decisions and take required action, as per minutes of Steering Committee meetings. This may include project changes and interventions to achieve project outputs.
• Arrange, confirm and present the Induction Session with client, mentors and learners.
• Compile and submit learning project reports, to clients, by agreed upon dates.
• Provides support, reminders, updates and information to mentors, as per programme deliverables.

3) Product knowledge experts and oversight of quality assurance requirements

• Perform Quality Assurance functions in line with iLearn’s QMS and other related guidelines and requirements.
• Check documentation prepared for internal moderation and external moderation.
• Oversee all assessments and moderations. Check the implemented processes and outcomes and provide the client with all relevant feedback.
• Prepare for SETA site visits.
• Act as final verification point for QMS related learning project work. If there are any deviation from iLearn QMS and standard operating practices, confirm decision or solution with Quality Assurance Manager.

4) ITMS system maintenance and usage

• Capture and update new and existing learning project information.
• Assist the Training Implementation Manager in the testing, assessment and development of the ITMS system, and any future systems.
• Provide Intel on system usage: suggestions for improvements, upgrades, future requirements, etc.

ROLE REQUIREMENTS:

1) Knowledge and Experience

• Relevant HR or Training and Development related qualification.
• 2 to 4 years experience in a project coordination/project administration/training coordination/ training industry role.
• Intermediate knowledge of Microsoft Excel, Word, PowerPoint and Outlook applications.
• Previous experience in working with Training Management and Learner Management Systems.
• Fluent in written and spoken English (Business). Prior experience in coordination and administration of Learnerships and NQF products, including SETA Interaction.
• Assessor qualification (preferable).

2) Skills and Competencies

• Ability to prioritise and work under pressure.
• Excellent interpersonal skills.
• Time management skills.
• Leadership skills.
• Takes ownership and works in an autonomous capacity.
• Excellent planning and organisational skills.
• Problem solving and decision making skills.
• Meticulous attention to detail.

3) Personal Attributes

• Relationship builder and confident communicator.
• Energetic and enthusiastic.
• Self-motivated.
• Able to multi-task.
• Mature approach, pragmatic and tenacious.
• Good team player.
• Ability to think innovatively.
• Client-centric.
• Strives for excellence in execution.
• Sense of urgency.
• Emotionally intelligent.

DEPARTMENT:
Training Implementation Team

REPORTING TO:
Training Implementation Manager

EMPLOYMENT TYPE:
Full-time

OVERVIEW:
The Learning Coordinator takes ownership of all training projects allocated to them. They will be responsible for overseeing a number of training projects running concurrently at different clients.

This highly capable and professional employee will be responsible for assessment, certificate and SETA administration, assessor/facilitator relationship management and learner interaction and support. Ensuring that all stakeholders are informed and working in unison to create a high quality learning experience that ignites a passion for continuous learning in those we partner with.

This role is essential in ensuring that our products are delivered timeously and with the highest level of quality and professionalism.

KEY ACCOUNTABILITIES & RESPONSIBILITIES:

1) Ownership and coordination of assigned learning projects

• Project manage all learning projects delegated to them. Ensure that these presentations embody the level of excellence and professionalism synonymous with iLearn.
• Coordinate and confirm all project plan dates and distribute training confirmations to all relevant take holders.
• Pro-actively coordinate learning project activities and deadlines by liaising with facilitators, assessors, moderators, verifiers and project managers.
• Arrange meetings, assist in their preparation and distribute project information to relevant stakeholders.
• Provide the the Project Coordinator with the relevant information required to create the programme reports and presentations for clients.
• Constantly monitor progress of projects and keep the relevant Project Coordinator informed.
• Work together with the Project Coordinator to implement any special requirements or to manage any unforeseen circumstances.
• Coordinate and distribute all client courseware requirements.

2) Student relationship management and event oversight

• Guide learners through the learning experience. Be their information source but not the subject matter expert.
• Encourage and check on POE submissions.
• Respond to all delegate enquiries within 24 hours. Source facilitator/assessor input if required.
• Create, check, test and send all informative and reminder communication to delegates.
• Follow up with problematic learners and on all project submissions.
• Manage learner relations. Visit contact sessions periodically to maintain relationship with learners.
• Oversee all learning event arrangements, prior to and on the day (i.e. PC hire, catering and venue), to ensure that everything runs smoothly.

3) Quality assurance and SETA liaison responsibilities

• Perform Quality Assurance functions in line with iLearn’s QMS and other related guidelines and requirements.
• Draft Service Level Agreements with Facilitators, Assessors and Moderators for approval by Project Coordinator. Ensure that agreements are signed, scanned and safely stored.
• Follow up on any remediation’s required by assessors.
• Work together with PC and ACC to prepare for SETA site visits.
• Ensure that enrollments and achievements are uploaded onto the relevant SETA system, are up to date and meet all SETA requirements. Follow up to ensure approval by SETA.
• Administer all other SETA related procedures per delegated learning project.

4) Training documentation collection and filing

• Facilitate the collection of all training documentation from the relevant facilitators.
• Maintain a structured filing system and scan and file all training documents accordingly.
• Ensure that the ITMS documentation records are correctly maintained.

5) Pre-assessment process management and certificate administration

• Manage the pre-assessment process, either online or offline.
• Paper-based pre-assessments will be sent to the assessor/facilitator for marking. Ensure that the feedback report is received timeously.
• For online assessments assign assessments to the delegates using the assessment portal, once completed pull assessment report and compile results sheet.
• Outcomes of the pre-assessment must be emailed to the Project Coordinator.
• Create the certificate mail merg document and send this to the Project Coordinator for checking.
• Once printed, make copies of all the certificates, create a POD, file the copies and handover the originals to the Project Coordinator to arrange delivery.
• Ensure that certificate delivery slip is signed and filed.

6) Manage facilitator invoices

• Check that the assessors/facilitators have submitted all the required paperwork and have completed it correctly.
• Verify registers, reports and invoices against commissions report.
• Solve any discrepancies and update ITMS system.
• Compile the commissions report spreadsheet and send this to Training Implementation Manager for verification and further action.

7) ITMS system maintenance and usage

• Confirm learner and assessor/facilitator details and provide them with their website login information.
• Monitor website access and assist with queries on usage.
• Capture and update all relevant training sessions and learning project related information.
• Assist the Training Implementation Manager in the testing, assessment and development of the ITMS system.
• Provide Intel on system usage: suggestions for improvements, upgrades, future requirements, etc.

ROLE REQUIREMENTS:

1) Knowledge and Experience

• Relevant HR or Training and Development related qualification.
• 2 years experience in a learning coordination/project coordination/project administration/training industry role.
• Intermediate knowledge of Microsoft Excel, Word, PowerPoint and Outlook applications.
• Fluent in written and spoken English (Business).
• Prior experience in coordination and administration of Learnerships and NQF products, including SETA Interaction (Advantageous).
• Previous experience in working with Training Management and Learner Management Systems (Advantageous).

2) Skills and Competencies

• Ability to prioritise and work under pressure.
• Excellent interpersonal skills.
• Time management skills.
• Takes ownership and works in an autonomous capacity.
• Excellent planning and organisational skills.
• Problem solving and decision making skills.
• Meticulous attention to detail.

3) Personal Attributes

• Relationship builder and confident communicator.
• Energetic and enthusiastic.
• Self-motivated.
• Able to multi-task.
• Mature approach, pragmatic and tenacious.
• Good team player.
• Ability to think innovatively.
• Client-centric.
• Strives for excellence in execution.
• Sense of urgency.
• Emotionally intelligent.