Academic and Quality Support Coordinator

Job Purpose

The Accreditation and Quality Assurance Assistant provides administrative and operational support to the Head of Academics in the planning, preparation, submission, monitoring, and maintenance of accreditation applications. The incumbent will coordinate accreditation documentation, complete desktop evaluation templates, liaise with internal stakeholders, monitor application progress, prepare for external site visits, and ensure that all quality assurance documentation is accurate, complete, and submitted within prescribed timeframes.

Key Responsibilities

• Accreditation Administration
• Assist in compiling and preparing accreditation and programme approval applications.
• Gather, verify and organise all supporting documentation required for accreditation submissions.
• Maintain accurate accreditation files (electronic and hard copy).
• Ensure all application documents comply with regulatory body requirements.
• Update accreditation trackers and application registers.
• Prepare documentation for new programme applications, amendments and renewals.
• Desktop Evaluation Support
• Complete desktop evaluation templates using information supplied by relevant departments.
• Collect evidence required to support desktop evaluations.
• Verify that evidence aligns with accreditation criteria.
• Identify gaps in documentation and communicate outstanding requirements to relevant departments.
• Ensure desktop evaluations are completed accurately and within agreed timelines.
• Application Monitoring and Follow-up
• Monitor the progress of submitted accreditation applications.
• Liaise with QCTO, SETAs, DHET, SAQA and other quality assurance bodies where required.
• Follow up on outstanding applications and requests for additional information.
• Record correspondence and maintain communication logs.
• Provide regular status reports to the Head of Academics.
• Escalate delays or risks that could impact accreditation timelines.
• Site Visit Preparation
• Coordinate preparations for accreditation site visits and monitoring visits.
• Prepare site visit files and evidence portfolios.
• Ensure facilities, venues, equipment and learning resources meet accreditation requirements.
• Coordinate the availability of staff during site visits.
• Prepare agendas, attendance registers and supporting documentation.
• Conduct internal readiness checks prior to external evaluations.
• Assist in addressing findings arising from site visits.
• Quality Assurance Administration
• Maintain quality assurance documentation and evidence repositories.
• Assist with document version control.
• Ensure policies, procedures and templates remain current.
• Maintain records of programme approvals and accreditation validity periods.
• Assist with audit preparation and quality assurance reviews.

Key Performance Indicators (KPIs)

• Accreditation applications submitted on time.
• Desktop evaluations completed accurately and within agreed deadlines.
• Percentage of supporting evidence received before submission deadlines.
• Accuracy and completeness of accreditation documentation.
• Turnaround time on regulatory correspondence.
• Successful preparation of accreditation site visits.
• Number of accreditation risks identified and resolved proactively.
• Accuracy of accreditation tracking reports.
• Compliance with internal quality assurance procedures

Minimum Requirements

Qualifications

Minimum qualifications

• Higher Certificate in Education/Business Administration/Project Management

Experience

• 2–3 years' administrative experience.
• Experience within higher education, TVET, occupational qualifications or the skills development sector will be advantageous.
• Experience with QCTO accreditation, compliance or quality assurance processes is highly desirable.

Knowledge

The successful candidate should have knowledge of:

• QCTO accreditation requirements
• Occupational qualifications
• Skills programmes
• Accreditation evidence requirements
• Regulatory compliance
• Document management
• Microsoft Office Suite
• Online submission portals
• Project coordination principles

Skills

• Excellent organisational skills
• Strong administrative ability
• Exceptional attention to detail
• Document management
• Report writing
• Time management
• Planning and coordination
• Research skills
• Communication skills
• Stakeholder management
• Problem-solving ability
• Ability to manage multiple deadlines
• Professional written communication
• Microsoft Word (advanced)
• Microsoft Excel (intermediate)
• Microsoft Teams and SharePoint