Academic and ETQA Coordinator

SUMMARY:
The Academic and ETQA Coordinator is responsible for the effective coordination and administration of academic operations, learnership cycle management, and ETQA compliance across all allocated campus projects. The role ensures full compliance with SETA/QCTO requirements, supports all funded and unfunded learnership implementation, and provides comprehensive academic, quality assurance, and administrative support to Training Manager, Campus Manager, Facilitators, Assessors, Moderators, and Key Account Managers (KAMs).
 
The incumbent will implement and maintain all academic and ETQA processes in line with the organisation’s Quality Management System (QMS), ensuring accuracy, timeliness, audit readiness, and learner progression from onboarding through to certification and exit.

POSITION INFO:
QUALIFICATIONS & EXPERIENCE

• Minimum of Matric (Grade 12) / equivalent
• Administration certificate NQF Level 4+ will be advantageous
• Basic OHS Certificate (First Aider, Fire Fighter) required.
• Computer Literacy in MS Office suite
• Certificate in Training and Development required. will be advantageous
• Certificate in Project Management or Office Administration will be advantageous
• End User /Computer certificate will be an added advantage
• 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)

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.