Head of Learner Administration and Recruitment

Introduction

We are seeking for The Head of Learner Administration and Recruitment in the Learning Centre, that will be responsible for the strategic management, coordination, control and oversight of all administrative functions within the Learning Centre environment

The Head: Administration – Learning Centre is responsible for the strategic management,

coordination, control and oversight of all administrative functions within the Learning Centre

environment, with a strong focus on

• Learnership administration

• QCTO administration and compliance

• SETA administration and reporting

• Learner administration and tracking

• Central learner records management

• Section 12H administration support

• BBBEE learner administration support

• Assessment and moderation administration

• Training compliance reporting

• Digital learner administration systems

• Training documentation and audit readiness

The position plays a critical role in ensuring that all learner administration systems, training

records, compliance processes, reporting structures and operational administration functions

are managed professionally, accurately and within required legislative and accreditation

frameworks.

Duties & Responsibilities

Key Performance Areas (KPAs)

1. Learnership Administration Management

Key Responsibilities

• Manage the full learnership administration lifecycle.

• Oversee learner onboarding and registration processes.

• Ensure learner contracts, agreements and supporting documentation are correctly

completed and filed.

• Coordinate learner enrolments and uploads to SETA/QCTO systems.

• Ensure learner information is captured accurately on all internal systems.

• Monitor learner status changes, terminations, suspensions and completions.

• Ensure compliance with all SETA and QCTO learner administration requirements.

• Manage learner document control and recordkeeping systems.

• Coordinate learner induction administration processes.

• Ensure proper administration of workplace allocations and learner placements.

• Monitor learner attendance administration and class register management.

• Oversee learner portfolio administration and tracking.

• Ensure accurate learner tracking from enrolment through to certification.

2. QCTO Administration and Compliance

Key Responsibilities

• Coordinate all QCTO-related administration functions.

• Manage learner enrolments aligned to occupational qualifications.

• Oversee QCTO learner data submission requirements.

• Coordinate EISA administration readiness processes.

• Ensure learner Statements of Results (SORs) are accurately maintained.

• Support QCTO accreditation and site verification processes.

• Coordinate documentation required during QCTO audits and verification visits.

• Ensure compliance with QCTO policies, curriculum requirements and administrative

procedures.

• Coordinate assessment and moderation administration requirements.

• Monitor learner progression against curriculum requirements.

• Ensure workplace module administration and mentor documentation are maintained.

• Coordinate learner tracking against Knowledge, Practical and Workplace modules.

• Ensure compliance with QCTO record retention requirements.

3. SETA Administration and Reporting

Key Responsibilities

• Manage all SETA-related learner administration processes.

• Coordinate learnership agreements and submissions.

• Ensure timely submission of learner documentation to SETAs.

• Oversee grant-related administration and supporting documentation.

• Coordinate SETA monitoring and evaluation visit preparations.

• Manage SETA audit preparation and evidence files.

• Ensure compliance with SETA reporting deadlines.

• Coordinate learner stipend administration support documentation.

• Liaise with SETA officials regarding learner records and administration.

• Ensure training records support funding and compliance requirements.

• Coordinate correction and reconciliation of learner data where required.

4. Learner Administration and Central Records Management

Key Responsibilities

• Manage the centralised learner records system.

• Ensure integrity, security and accuracy of learner information.

• Oversee learner data capturing and validation processes.

• Ensure duplicate learner checks are conducted.

• Coordinate learner document scanning and digital archiving.

• Maintain learner tracking dashboards and reporting systems.

• Ensure learner progression tracking is updated continuously.

• Oversee learner file audits and quality checks.

• Ensure all learner records comply with POPIA requirements.

• Manage learner communication administration.

• Coordinate learner status reporting across branches and operational regions.

• Oversee document control processes for learner files.

5. Reporting and Management Information Systems

Key Responsibilities

• Develop and maintain learner administration reports.

• Generate monthly compliance and operational reports.

• Provide management reports relating to:

o Learner enrolments

o Attendance

o Completion rates

o Workplace placement

o Assessments

o Certification status

o SETA submissions

o QCTO compliance

o Funding reporting

o Section 12H tracking

o BBBEE learner reporting

• Develop learner tracking dashboards.

• Support implementation of digital reporting systems.

• Ensure management has access to accurate and real-time learner data.

• Coordinate data reconciliation between systems.

6. Section 12H and BBBEE Administrative Support

Key Responsibilities

• Work closely with Finance and HR regarding Section 12H administration requirements.

• Support learner tracking required for tax incentive claims.

• Coordinate learner documentation required for Section 12H compliance.

• Assist with BBBEE learner administration reporting.

• Ensure learner records support audit and verification requirements.

• Coordinate reporting relating to unemployed and employed learners.

• Maintain accurate learner commencement and completion records.

• Ensure learner demographic information is accurately maintained.

7. Human Resources and Operational Coordination

Key Responsibilities

• Work closely with HR regarding learner employment administration.

• Coordinate learner onboarding administration.

• Support payroll-related learner administration.

• Coordinate communication between HR, Finance and Operations.

• Assist with mentor and supervisor administration records.

• Ensure operational learner allocation records are maintained.

• Coordinate branch administration alignment nationally.

• Support workforce planning reporting linked to training initiatives.

8. Quality Assurance and Audit Readiness

Key Responsibilities

• Ensure administrative compliance with:

o QCTO

o SETA

o Internal policies

o Audit requirements

• Conduct regular learner administration audits.

• Develop administrative controls and standard operating procedures.

• Ensure audit files are maintained and updated.

• Coordinate corrective action processes arising from audits.

• Maintain high levels of administrative accuracy and compliance.

• Support accreditation readiness initiatives.

9. Digital Systems and Process Improvement

Key Responsibilities

• Support implementation of digital learner administration systems.

• Assist with LMS integration and learner tracking functionality.

• Drive automation of learner administration processes.

• Improve operational efficiency through technology and workflow integration.

• Coordinate integration between:

o Central Records

o LMS systems

o HR systems

o Section 12H systems

o BBBEE systems

o QCTO reporting systems

• Develop standardized administrative workflows.

• Identify process improvement opportunities.

Experience, Qualifications and Requirements

Qualifications

• Diploma or Degree in:

o Business Administration

o Education Management

o Training and Development

o Human Resources

o Public Administration

o Project Management or rela