HR Admin Assistant

Job Purpose

To perform an Administrative function and to ensure maintenance training records, data capturing.

Principal Accountabilities

1. Perform Super User duties for AMOS:

• Test new version updates
• Check if reports work
• Changes to version and how it will impact the Maintenance Training Department
• Update High, Love and QWIM Business Processes
• Create Training Manual and update revisions
• Create theoretical and practical exams
• Ensure sign off before implementation date
• Create User Report Specifications
• Create the UAT reports
• Create Functional/Test report for all new report requirements
• Assist IT with screen dumps of AMOS to create reports and resolve issues with Swiss Amos
• Testing reports before sign-off
• Request reports to be added to the Swiss Amos Report and get required department to give access for the reports
• Check HR and QA Interfaces daily and request assistance from HR and QA
• Create new course codes and templates
• Train staff when required

2. Create and perform data capturing:

• Create daily class and attendance lists
• Data capture QMP exams on QMP On Demand
• Print class and attendance list
• Print Practical Exams and envelopes
• Data capture class list, file class and attendance files
• File envelopes of practical exams
• Print certificate and TETA carry cards (laminate)
• Arrange signatures from Instructors and Managers
• Control certificates (file to be completed when certificates are been issued)

3. Ensure and provide an efficient counter service

4. Ensure and provide an efficient service to other Department Managers, MIP’s

5. Annual Schedule:

• Assist Manager with the correct codes for the Training Matrix used by QA to set-up the annual schedule
• Check if the annual schedule is correct before implementation
• Assist with meetings to discuss the process for the annual schedule with the MIP’s

6. Ensure and perform general admin duties:

• Maintain a secure filing system
• Ordering of stationery
• PC/Copier consumables
• Staff transfers, create new files and remove files of staff leaving the company
• Update Training Prospectus
• Create new files annually for class/attendance list
• Move files to archive
• Shred old exams after 5 years

7. Ensure and provide an administration service for own time and full time examination to Maintenance staff/customers Opening class lists, capture exams, print practical exams and envelopes, data capture class lists and issue certificates

8. Ensure and prepare payment requisitions for primary and secondary and forward to HR for payment

9. Ensure, co-ordinate and arrange requests for class room bookings

10. Ensure and provide reports to Managers and Instructors. Define the fields and create the reports for Technical Training statistical data

11. Provide training to MIP’s

12. Monitor Admin Office budget, provide budget reports, and initiate corrective action for anomalies

13. Ensure and control safe keeping of examination material

14. Ensure and control safe keeping of Laptop computers, projectors

Qualifications & Experience

Grade 12 or equivalent with one year certificate (Admin or HR) - Essential

Diploma (NQF Level 6) - Advantageous

Driver’s License - Essential

HR Experience (Technical Training Admin Officer) 5 years - Essential

Working with Training and Skills Development Suppliers 2 years - Advantageous

Good knowledge of AMOS 2 years - Essential

Comprehensive knowledge of MS Office inclusive of Access), Snipping Tool, SAP, QMP On Demand, PDF editor, willing to learn new programs 2 years - Essential

Knowledge and Skills

Knowledge of the SAAT Organisation

SAAT Training and Skills Development Policies

Knowledge of LRA, EEA, SAQA, SDA, BCEA and recognised Policies

SAAT Procurement Policies

MS Word and MS Excel- computer literacy

Administration Skills

Communication skills both verbal and written

Have interpersonal skills

Have supervisor skills

Understanding of a broad range of technical topics i.e. auditing processes

Typing skills (40 words per minute with an accuracy of 90% or better)

Good knowledge of SAAT policies and procedures

Have a valid Code B drivers licence and TVOP license

Attributes

Teamwork and Cooperation

Attention to Details

High level of communication (written and verbal)

Be self-motivated

Have tact and be persuasive

Must have good self-starting capabilities and do it with confidence

Demonstrate a positive attitude

Must be reliable and no need for follow-up

Must apply yourself to the job and remain focussed

Must exhibit good judgment, thick quickly and logically

Must be thorough in the job, resulting in a high degree of accuracy and neatness

Must have the capacity to develop

Must demonstrate a positive attitude

Must have self-starting capability

Analytical approach

Additional Information