The role will be responsible for coordinating training for both Continuing Professional Development (CPD) and Learnerships (LRN) Training Administration • Liaise with the trainers regarding training dates and delivery medium, either face-to face course administration or online training. • Consolidate and archive new and updated course outlines from Trainers. • Send training information and updates (including fee updates, date changes and changes to course outlines) to Sales and Marketing for website uploads and advertising purposes. • Maintain training records and accurate updates on the Learner Management System • Ensure an accurate and up-to-date database of service providers, trainers, delegates, and learners. • Plan and organize training sessions and co-ordinate trainers or facilitators. • Communicate with relevant stakeholders with any questions or concerns related to training. • Prepare and disseminate training material (e.g. instructional notes and feedback forms). • Administrate the “Your membership” (YM) system correctly. • Accurately process information in the Learner Management System to track learner/ delegate participation and progress. Face-to-Face Course Administration: • Liaise with course Presenters regarding training dates. • Confirm training dates with trainers and communicate regularly on the status of registration. • Update registrations Dashboard weekly. • Handle queries from delegates and Presenters timeously. • Efficiently manage and track course registrations. • Ensure that the correct and most recent version of the course material is sent for printing or sent to delegates. • Send out course confirmation or course cancellation notifications to delegates and course Presenters within a reasonable timeframe of at least two weeks before the commencement of the course. • Prepare Trainer and supplier Purchase Orders before training. • Prepare and send out invoices before training and ensure Risk status and IIA SA membership status have been verified. • Ensure Purchase Orders or full payment of course fees is received before training. • Where there is no Purchase Order or upfront payment the individual (course attendee) must complete and sign an acknowledgment of debt. • Confirm the training venue and prepare training material before the training • Catering: Ensure that teas and lunches are organized daily and that special dietary requirements are met. • Ensure proper scheduling of meal times if there are other face-to-face courses taking place on the same day on the Academy premises. • Ensure course Groups/dietary labels for catering are visible in the catering area. • CPD certificates should be sent out to the delegate only once full payment of the course fee is received. • Ensure the venue/training room is set up according to Presenter's requirements and is clean and tidy for the course each day. • Ensure all audio-visual equipment is set up and in working order and all training resources are available and functional (this includes, flipcharts, pens, data projector, HDMI cables, speakers etc.) • Send the course attendance register and course evaluation forms to the Trainer at least a day before training. Online Training Administration • The process for online training to be followed will be the same as face-to-face training except that the venue and catering requirements will not be required, but the following are still relevant: o Efficiently manage and track course registrations. o Update registrations Dashboard weekly. o Timeous handling of queries from delegates and Presenters. o Prepare Trainer and supplier Purchase Orders before training. o Training platforms (Zoom, MS Teams etc.) must be booked in advance. o Course material, resources, information, and links must be sent out as soon as the course is confirmed. o Learning platform tutorials and video links must be sent to delegates as soon as the course is confirmed. o Log onto the training platform to check connectivity etc. on the day of the course before the commencement of training. o Do a training platform test run with the Trainer a day before the course if necessary. o Update and accurately capture course financials and registration information. o Send the electronic course attendance register and course evaluation form to the Trainer at least a day before training. Post Training Administration • Process the ‘Good Received Voucher' (GRV) on Pastel post-training, even before the supplier's invoice is received. • Obtain the Presenter's invoice. • Request the Line Manager to approve payment and sign the purchase order, GRV, and supplier invoice and check necessary documents. • Process the invoice on Pastel and submit all supporting documents to Finance for payment. • Follow up to make sure suppliers have been paid. • Update and accurately capture course financials and registration information. • Review and capture course evaluation feedback and information, and forward any complaints, suggestions, or compliments to the Line Manager and/or Trainer, as applicable, and take action where necessary. Financial Administration • Confirm IIA SA membership status of the delegate and/or learner to determine the correct course fee. • Check the Risk Category of the delegate or organization before confirming registration. High-Risk individuals or organizations are not allowed access to training. • Deviations - Projected loss, venue change, and any other deviations must be approved by the Training Manager. • Prepare course fee quotations before training. • Administrate training projects on the YM system and co-ordinate the finance related tasks prior to training commencing. Financial administration • Liaise with Finance regarding finance-related processes. • Reporting of monthly stats such as course attendance, income and expenses, invoices generated, prepared quotes etc. and ensure this information is available on the last day of each month. Stakeholder engagement • Collaborate with all employees of the Academy as and when required. • Engage members, customers, and all stakeholders with a professional approach. • Be service-orientated in dealings with customers. • Have sufficient knowledge within the Academy to correctly refer customers to the team/employee that can assist them with their queries. General • Proactively assist with other related administrative duties as required. Formal education • Matric • Diploma in administration-related studies • Advantage: a project management certificate Computer literacy • Your Membership (YM) system. • Financial systems. • Sage Pastel. • Advanced MS Excel. • MS Word. Specific Skills • Attention to detail and accuracy is vital. • Ability to work to deadlines is vital. • Good customer service orientation. • Excellent telephone manners. • Ability to plan and organize. • E-mail and internet. • Teams and Zoom platforms. • An understanding of the operation of a database. Experience • Must have sound business acumen. • Minimum of 3 years' experience in the training environment. • Must have experience in training administrative processes and procedures. Market Related Apply Now

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Training Coordinator CPD & LRN Market Related - Edenvale

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