PROJECT ADMINISTRATOR

1. Purpose of the Job
• To provide support to the Quality Assurance and Compliance Practitioners ensuring the smooth running of ETQA and compliance function.
• To proactively manage all administrative tasks in a timely and anticipatory manner to ensure that both internal and external stakeholder needs are fully met.

2. Key Responsibilities

2.1 Operational Support
• Administer and maintain the quality assurance and compliance calendar of events.
• Maintain records of quality assurance and compliance spend.
• Ensure provider, assessor, moderator and RPL practitioner accreditation applications and supporting documentation are recorded and filed in accordance with QMS requirements.
• Minute team meetings, ensuring that updates are provided as and when required.
• Maintain records of data on projects and audits undertaken.
• Maintain a record of queries and action items to be addressed by the Quality Assurance and Compliance Practitioners.
• Capture data and information for learner assessment results onto the Management Information System on registration.
• Issue letters to training providers to confirming learner assessment results.
• Upload learner assessments onto the SAQA National Learner Record Database to maintain green status indicators and ensure compliance.
• Print and file learner achievement certificates and results for filing according to the SETA’s policies and procedures.
• Distribute certificates and arrange graduation ceremonies, where required.
• Interact with document storage warehouse to ensure the collection and submission of documents regularly.
• Compile and report to the ETQA Committee by liaising with other components to obtain statistics to be sent to the Department of Higher Education and Training monthly.
• Ensure ETQA policies and procedures are updated and that the SETA MIS and QMS systems reflect the most current versions.

2.2 Liaison and Reporting
• Administer stakeholder/ provider contact information for use in quality assurance and compliance communication processes.
• Ensure copies of legislation, regulations and publications pertinent to the sector are provided to Quality Assurance and Compliance Practitioners.
• Assist the Practitioners with stakeholders/provider query management related to SETA ETQA processes or policies and their application.
• Assist the Practitioners with stakeholder/provider complaints and ensure

• they are followed up on by the relevant component.
• Assist the Practitioners to compile information obtained from problem solving sessions and consolidate into professional reports to be used by the Quality Assurance and Compliance Manager.
• Assist the Sectoral Collaboration and Engagement specialists to provide support/advice to stakeholders.

2.3 Administrative Assistance
• Assist the Practitioners with all administrative functions.
• Arrange stock, including ordering and distributing items as required for Quality Assurance and compliance audits and processes.
• Process all invoices and statements, including preparing purchase orders and dealing with internal finance and supply chain teams as well as supplier accounts departments.
• Archive and maintain the MIS and QMS for the SETA in accordance with the requirements of the MIS and document control policies.

2.4 Effective Teamwork and Self-Management
• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Manage colleagues’ expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.

Knowledge
• SETA administrative processes/operations
• SETA policies with specific attention to those related to Quality Assurance and Compliance.

Skills
• Verbal and written communication
• Computer literacy Numeracy
• Record keeping and data management

Attributes
• Cooperation
• Attention to detail
• Deadline driven
• Organised

Education and Experience
• Grade 12 or equivalent qualification
• Office administration diploma would be preferred
• Minimum of 2 years' experience with an administrative environment
• Exposure to the SETA sector would be preferred