Role Context 

Training Administration

• Provide administrative assistance to all learners, by ensuring that they have been uploaded onto the Learning Management system (LMS) and have been assigned to the correct training programs, to eliminate all misalignments within the training process.
• Schedule and coordinate training sessions, as per the schedule, by managing attendance and replacing non-attendance participates, to ensure optimal utilisation of resources by running full class training sessions.
• Provide support in the allocation of available facilitators and resources for training sessions, to ensure the smooth delivery of all training processes.
• Capture all new employees onto the LMS based on the list received from the recruitment team, to ensure that they are assigned and notified of all the required training to be completed.
• Implement parades, by blocking employees of all unauthorised access to mining sites and equipment until the completion of all outstanding training, to limit the access of unqualified and unskilled personnel on the mine.
• Capture and maintain all employee and training records related to Sector Education and Training Authority (SETA) qualifications, to ensure compliance with regulatory standards.
• Verify and capture all completed training sessions on the LMS, by obtaining the attendance register from the trainer/facilitator, to maintain up-to-date records on all training completions.
• Monitor and report all training non-attendance to the Learning and Development (L&D) Specialist, to enable the appropriate actions to be taking address gaps.
• Provide support in the creation and maintenance of a comprehensive training calendars and schedules, so as to ensure all future attendees receive the required information.
• Prepare, review and submit training material/packs to the L&D Clerk for filing and safeguarding, to ensure document integrity and availability when needed.
• Request and maintain legal training cards, certificates and licenses as required by regulations, by informing the L&D Clerk of all training completed, to enable to distribution of all relevant certificates and licences.
• Collect and capture training feedback from all participants and management, to evaluate the effectiveness of the training and its materials, while informing improvement efforts.

General Administration

• Handle employee queries, concerns, and conflict resolution, to improve employee satisfaction, positive workplace culture, and the resolution of issues in a timely manner.
• Book boardrooms and venues as requested by internal stakeholders to ensure its available during the desired timeslot.
• Record minutes during meetings, including union and management forums, to compile comprehensive and accurate meeting records for reference and transparency.
• Prepare and distribute reports and/or documentation, related to training activities and outcomes, as per the directive and approval received from the relevant stakeholders, to ensure its timeous availability and distribution as required.
• Provide clerical and typing support to internal stakeholders, during meeting or when requested, to ensure efficient documenting and distribution of all relevant data.
• Manage the filing, photocopying, laminating, and binding of documents as required by line management within the function to support business objectives.
• Coordinate the transport of staff and goods within the allocated function by engaging with the various drivers with Tharisa Minerals (TM) to ensure all staff and goods arrive at their destinations as required.
• Identify new ways of working by identifying process inefficiencies within the immediate roles span of control ensuring processes operate as efficiently as possible.
• Facilitate the recovery of training costs by obtaining the required invoices as pet the standard operating procedures, to provide the L&D Specialist with the required financial information.
• Provide support with different budgeting and bookkeeping activities, by consolidating all training costs, to ensure the accurate financial tracking and reporting to support decision-making.

Resource Management

• Determine resource needs within own area of responsibility to achieve individual role outcomes.
• Request required assets and resources for the fulfilment of work duties to attain quality work outputs.
• Use assets and resources optimally within own area of responsibility.
• Arrange refreshments for internal and/or external stakeholders, as per the directive received from management, to ensure its availability within the desired time and location.
• Manage the stationery requirements within the allocated function of TM by monitoring the consumption of resources and engaging with the respective supervisors to approve the ordering of new stock.

Stakeholder Relations

• Engage with all relevant Departments on issues of the area of specialisation, as directed by the L&D Specialist.
• Communicate with internal and/or external stakeholders, where required, to achieve work objectives and to maintain relationships.
• Distribute to training schedule to all line managers and TM employees, via email and notice boards, to create awareness around all upcoming trainings, ensuring alignment with operational needs.
• Notify stakeholders upon completion of bookings and communicate relevant details, to ensure their attendance of the corresponding training session.
• Send reminders to managers and learners regarding upcoming training dates to facilitate employee attendance.
• Systems Management
• Use all necessary data management systems (i.e., HR Premier, SAGE 300, MQA I-Share, New Leaf, Xtime), to store all training related data and simplify the report generating process.
• Provide general administrative support to the L&D Team relating to the management of the LMS and all other relevant systems, so as to address any system-related problems.

Requirements

Qualifications:

• Grade 12/ (NQF4)
• National Certificate in Administration within the learning and development environment

Job specific experience:

• Minimum of 1-2 years administrative experience within the Learning and Development environments, preferably within the mining industry.
• Proficient in Microsoft suite (i.e., Excel, Word, PowerPoint, etc.).