Admin Training Officer

Purpose of the Job

Assume full accountability and responsibility for the administration, coordination, and compliance management of the company’s Workplace Skills Plan (WSP) and Annual Training Report (ATR). The role ensures that all training and development activities are accurately planned, executed, recorded, and reported in accordance with SETA regulatory requirements, BBBEE scorecard principles, and Employment Equity (EE) objectives. The role assumes full operational accountability for WSP and ATR implementation, record‑keeping, evidence management, and statutory reporting, while working closely with Line Managers, Senior Managers, HR, Payroll, and SETAs to ensure the company meets its training and development objectives.

Key Responsibilities:

Workplace Skills Plan (WSP) and Annual Training Report (ATR) Coordination

• Engage regularly with Line Managers and Senior Managers to identify and confirm annual training needs for inclusion in the Workplace Skills Plan (WSP) with the support of the Group Training Manager.
• Consolidate and prepare data required for WSP and ATR submissions in line with SETA templates and submission deadlines.
• Maintain a controlled, accurate, and auditable filing system for all WSP/ATR documentation and evidence.
• Monitor the scheduling and implementation of training interventions to ensure alignment with approved WSP priorities.
• Ensure that all training executed is correctly recorded for inclusion in the ATR submission.
• Attend SETA-hosted workshops, information sessions, and meetings to remain informed of submission requirements, legislative changes, and key deadlines.
• Ensure that all documentation and evidence submitted to SETAs is accurate, complete, and compliant with regulatory standards.
• Provide accurate training data and analysis for inclusion in the monthly HR report and the Social and Ethics Committee report.
• Compile and distribute monthly training statistics aligned to WSP targets and continuously improve reporting methods.
• Verify and check the Training Administrator’s data input weekly on the Group payroll system (VIP) to ensure accuracy and completeness.

General Training Administration and Coordination

• Support training planning by working closely with Line Managers and Senior Managers to align training initiatives with operational priorities and the approved WSP.
• Ensure that only accredited and approved training providers are utilised for external training interventions.
• negotiate training costs where applicable, ensuring cost effectiveness and budget alignment.
• Monitor progress against annual training plans and engage line managers to address gaps or additional training needs.
• Ensure all training interventions are supported by valid attendance registers and that records are submitted timeously.
• Maintain organised and audit-ready records, including: Attendance registers, Training schedules, and Invoices and proof of payment
• Draft, verify, and maintain workback agreements and track progress, including the conclusion of the workback.
• Regularly review employee exit reports to ensure active work‑back obligations are identified and communicated to Payroll.
• Capture completed qualifications associated with the Training agreement on VIP, correctly, and share copies of the qualification or certificate with payroll.

BBBEE Skills Development Compliance

• Maintain working knowledge of BBBEE Skills Development scorecard requirements and participate in relevant forums or discussions when required.
• Regularly update and pre-populate the BBBEE Skills Development scorecard template to support efficient verification and submission.
• Maintain an up-to-date register of internal and external training for BBBEE reporting purposes.
• Compile and provide accurate BBBEE Skills Development data for submission to the Group Training manager and auditors.
• Provide inputs to the Social and Ethics Committee relating to BBBEE skills development progress, risks, and improvement actions.

SETA Compliance and Grant Management

• Ensure full compliance with all SETA requirements linked to Mandatory Grants and discretionary processes.
• Monitor the successful submission of WSP and ATR documentation in line with SETA requirements.
• Track SETA developments and funding opportunities to support skills development initiatives.
• Ensure all SETA documentation is stored, controlled, and available for audits and verification.

Employment Equity (EE) Support

• Contribute to Employment Equity Committee meetings and provide updates on training and development initiatives.
• Ensure EE-related records supporting training and skills development are maintained accurately and stored correctly.
• Confirm that all required EE documentation, registers, and signed minutes are available for WSP/ATR and audit submissions.

Policies, Travel, and Additional Duties

• Support the review and update of Group policies and procedures related to training and development administration.
• Support the annual learnership recruitment process as required.
• Travel to depots and operational sites to engage with management, assess training needs, and support training implementation.
• Perform any other reasonable duties related to the role as assigned by management.

Skills Required:

• Advanced skills in MS Word and MS Excel and related products.
• Advance skills in terms written business English
• Advance presentation skills
• Sound mentor and couch to guide the business on training needs and find solutions to training requirements.

Minimum Requirements:

• Relevant qualification in Human Resources, Training & Development, or a related field.
• Proven experience in training administration, WSP/ATR submissions, and BBBEE compliance.
• Familiarity with SETA processes and the Road Freight and Transport Sector.
• Experience in working with payroll systems and managing training-related records.

Disclaimer

Thank you for your interest in joining our team and for submitting your application through Indeed.

Please note that due to the high volume of applications received, only shortlisted candidates will be contacted. If you do not receive feedback from us within 4 weeks (28 days) of submitting your application, please consider your application unsuccessful on this occasion.

We appreciate the time and effort you have invested in your application and encourage you to apply for future opportunities that match your skills and experience.

We wish you every success in your job search and thank you for considering our company as a potential employer.

Kind regards,
The Recruitment Team

Work Location: In person