INTERN: OPERATIONS

Full Job Description:

Skills Development & Administrative Coordinator

We are seeking a highly organized, proactive, and detail-oriented Skills Development & Administrative Coordinator to play a pivotal role in supporting the efficient functioning of our department. This multifaceted position requires a dedicated individual with strong administrative capabilities and a keen interest in skills development, eager to contribute to the advancement of our programs and initiatives.

Key Responsibilities and Duties:

Skills Development Program Coordination & Support:

• Program Alignment & Compliance: Actively assist in the coordination and implementation of various skills development programs and initiatives, ensuring strict adherence to the latest Services SETA guidelines, regulations, and quality standards. This includes understanding and interpreting policy documents to guarantee compliance in all activities.
• Training Activity Management: Provide comprehensive support in the meticulous planning, seamless organization, and continuous monitoring of all training activities and workshops. This encompasses scheduling, venue booking, resource allocation, and tracking participant attendance and progress.
• Stakeholder Engagement & Promotion: Proactively assist in the organization and execution of impactful stakeholder meetings, collaborative forums, and engaging events. The primary objective is to effectively promote our skills development initiatives, foster partnerships, and disseminate crucial information to relevant parties, including employers, training providers, and government bodies.
• Data Collection & Analysis: Meticulously collect, compile, and organize a wide array of data related to skills development programs, including participant demographics, training completions, and crucial learner outcomes. This data will be instrumental in reporting, program evaluation, and identifying areas for improvement.
• Documentation Verification: Diligently receive and meticulously verify all incoming documentation from supervisors and team members for completeness, accuracy, and adherence to established protocols, ensuring data integrity from the outset.
• Learner Management System (LMS) Administration: Provide hands-on assistance in the accurate and timely processing of learner information onto our Learner Management System. This includes data entry, updating records, and ensuring the system reflects the most current participant details.
• Reporting & Communication: Actively assist in the compilation and submission of comprehensive and insightful reports on the implementation status of various projects. These reports will highlight progress, challenges, and key achievements, providing valuable insights to management and stakeholders.
• Monthly Learner Statistics: Take responsibility for the accurate and timely provision of monthly learner statistics reports. These reports will offer a snapshot of program participation, completion rates, and other relevant metrics, aiding in ongoing performance monitoring.

Training Provider Evaluation & Certification Support:

• Evaluation & Accreditation Support: Contribute significantly to the evaluation and accreditation process of training providers. This involves assisting with document review, site visits (if applicable), and ensuring providers meet established criteria for delivering quality training.
• Accreditation Documentation Management: Prepare, organize, and meticulously maintain all accreditation documentation. This includes applications, reports, certificates, and any correspondence related to the accreditation status of training providers.
• Certificate Issuance & Verification: Assist in the efficient and accurate issuance of certificates to successful learners and support the verification process of these certificates upon request, ensuring authenticity and compliance.
• Certified Individuals & Organizations Records: Maintain accurate and up-to-date records of all certified individuals and organizations. This database is crucial for tracking achievements, reporting, and responding to inquiries regarding certification status.
• Quality Assurance Support: Provide valuable support in various quality assurance activities to ensure the highest standards are maintained across all skills development programs and processes. This may include reviewing materials, providing feedback, and participating in internal audits.

Workplace Approval & Administrative Support:

• Workplace Training Environment Evaluation: Assist in the thorough evaluation and approval process of workplace training environments. This involves reviewing facilities, assessing health and safety compliance, and ensuring suitability for practical learning experiences.
• Workplace Approval Documentation: Prepare and meticulously maintain all documentation related to workplace approvals, including assessment reports, compliance certificates, and any agreements with host organizations.
• Departmental Administrative Support: Provide comprehensive administrative support to ensure the smooth and efficient running of the department. This encompasses a wide range of tasks, from managing correspondence to facilitating communication.
• Office Operations & Logistics: Proactively coordinate all office operations and meticulously manage logistics for meetings, workshops, and events hosted by the SETA. This includes room bookings, catering arrangements, technology setup, and attendee communication.
• Call Handling & Enquiries: Professionally answer incoming calls and skillfully handle general enquiries as far as possible, providing accurate information or directing calls to the appropriate personnel.
• Efficient Administration: Champion efficient administration within the department, continuously seeking opportunities to streamline processes, improve workflows, and enhance overall productivity.
• Travel Document Processing: Accurately process all travel-related documents for departmental staff, including travel requests, expense claims, and booking arrangements, ensuring compliance with organizational policies.
• Service Provider Database Management: Maintain comprehensive and up-to-date records and a robust database of all service providers, including contact details, service agreements, and performance notes.
• Filing System Development & Maintenance: Develop and diligently maintain a logical, accessible, and secure filing system for all departmental documents, both physical and electronic, ensuring easy retrieval and compliance with record-keeping policies.
• Departmental Records Management: Take responsibility for the systematic maintenance of all departmental records, ensuring accuracy, confidentiality, and adherence to retention schedules.
• Correspondence Management: Efficiently receive, sort, and dispatch all incoming and outgoing correspondence, both physical and electronic, ensuring timely delivery and appropriate action.
• Document Delivery: Ensure the secure and timely delivery of important documents on behalf of the department, coordinating with internal and external parties as required.
• General Office Administration: Provide comprehensive support with all general office administration tasks, including photocopying, scanning, preparing presentations, and ordering office supplies.
• Departmental Meeting Assistance: Provide dedicated assistance with departmental meetings, including preparing agendas, taking minutes, distributing meeting materials, and following up on action points.

The process of agenda compilation and distribution thereof is a critical administrative function designed to ensure the smooth and effective operation of any organized group or meeting. This involves carefully curating a list of discussion points, topics, and actions to be addressed during a scheduled gathering. The compilation stage requires input from various stakeholders, consideration of meeting objectives, and prioritization of items to maximize productivity within the allotted time. Once the agenda is meticulously prepared, its timely and accurate distribution to all relevant participants is paramount. This ensures that attendees are adequately informed of the meeting’s scope, allowing them to prepare their contributions, gather necessary information, and allocate their time effectively, thereby fostering more fruitful discussions and informed decision-making.

Furthermore, it is absolutely essential to ensure that changes to scheduled meetings are communicated timeously to all stakeholders. In dynamic environments, unforeseen circumstances or adjustments to schedules are inevitable. Whether it’s a change in date, time, location, or even the cancellation of a meeting, prompt and clear communication is vital to prevent confusion, minimize disruption, and respect the valuable time of all participants. A well-established communication protocol for such changes helps maintain organizational efficiency and builds trust among team members and external partners.

Applicants for this position are required to possess a National Senior Certificate or equivalent certification, at a minimum NQF 4. This foundational educational qualification demonstrates a basic level of academic achievement and general knowledge, indicating the candidate’s ability to comprehend and execute instructions, and to engage in further learning and development. The NQF (National Qualifications Framework) 4 level signifies a matriculation-level qualification, which is a standard prerequisite for entry into higher education or more specialized vocational training.

Beyond this foundational requirement, a successful candidate will also hold A National Diploma or equivalent qualification (NQF 6) in Business Administration, Public Administration, Office Administration, Project Management, Human Resources, or in a related field. This higher-level qualification signifies a more specialized and in-depth understanding of relevant administrative and managerial principles. A National Diploma at NQF 6 typically involves a comprehensive curriculum that equips individuals with practical skills and theoretical knowledge in areas such as organizational management, communication strategies, financial literacy, operational processes, and human capital development. The specified fields – Business Administration, Public Administration, Office Administration, Project Management, and Human Resources – are particularly relevant as they directly align with the core competencies and responsibilities often associated with managing administrative functions, coordinating projects, and supporting organizational goals. This qualification indicates a candidate’s readiness to take on more complex tasks, exercise independent judgment, and contribute strategically to the organization.

Finally, all prospective candidates are advised to take careful note of the Closing Date for Applications – 29 December 2025. This strict deadline is crucial for the efficient processing of applications and adherence to recruitment timelines. Submissions received after this date will unfortunately not be considered, irrespective of their quality. Applicants are therefore strongly encouraged to prepare and submit their comprehensive application materials well in advance of the stipulated closing date to avoid any last-minute technical issues or unforeseen delays.

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