Host Coordinator

SUMMARY:


The Host Coordinator is the face of Signa Academy in the marketplace responsible for actively promoting and selling the value of hosting a learner to prospective workplace hosts, and for managing the full lifecycle of learner placements, from sourcing and pitching the opportunity, through profiling and placing learners, to sustaining quality workplace experiences. This role combines host recruitment and host coordination, requiring the Host Coordinator to confidently build a compelling case for host employers to get involved, and convert prospective hosts into committed partners. Beyond the initial sale, the Host Coordinator plays a key role in enhancing learner retention and absorption into permanent roles, ensures effective monitoring and evaluation of learner progress in the workplace, and is ‘the glue’ maintaining a healthy host-learner relationship continually reselling the value of the partnership to hosts and ensuring the host environment aligns with the programme objectives.

POSITION INFO:
QUALIFICATIONS & EXPERIENCE

• Minimum requirement Diploma/Degree in Sales, Marketing
• Project Management Certificate will be advantageous
• Knowledge on the SETA’s/training legislation advantageous
• Advance knowledge MS Office
• Drivers Licence and own / reliable transport is a must
• MS Office Proficiency
• Management / Supervisory experience is advantageous
• Minimum of 1 year experience in a learnership environment
• Minimum of 3 years’ experience in workplace placement will be advantageous
• Experience in Sales / Client Liaison will be advantageous

• Ensure compliant use of LIS and document management systems/inclusive of Google Drive is according to company standards and conventions.
• Adhere to documents, information and learner records safety and security.
• Adhere to quality requirements.
• Adhere to reporting requirements and ensure deadlines are met.

Host Recruitment, Sales & Sourcing

• Proactively source, pitch to, and recruit host employers, selling the value proposition of the hosting opportunity in line with QCTO objectives.
• Build a strong sales pipeline of prospective hosts and maintain a host database segmented by industry and location, tracking leads through to signed partnerships.
• Prepare and deliver persuasive presentations introducing SMEs to identified, approved host employers, positioning Signa Academy as the partner of choice.
• Drive new business through cold calling, face-to-face meetings, and compelling sales presentations that convert prospects into onboarded hosts.
• While closing new host partnerships, ensure hosts meet OHS and programme-specific requirements.
• Conduct field visits and workplace readiness assessments as part of the host onboarding and sales-closing process.

Learner Profiling and Placement

• Profile learners for appropriate placement, ensuring the strongest possible pitch and culture-fit with hosts.
• Liaise with recruitment and placement teams.
• Match learners to suitable host employers based on qualification and career goals, presenting each learner as a strong value proposition to the host.
• Place learners with hosts, manage communications, and coordinate all placement admin closing out each successful sale of the hosting opportunity.
• Ensure resources and tools are provided to learners for workplace readiness.
• Ensure learners are placed only with reputable, approved workplace environments that reflect well on the Signa Academy brand.
• Workplace should be ready for learner placements according to the roll out plan.
• Successfully sell and place learners with host employers, managing all communication, queries and administration throughout.
• Ensuring all learners have all the relevant resources for facilitated workplace.
• Advise the Campus Manager of venue /host site challenges to ensure learner attendance, tracking and safety.
• Control and monitor workplace and placements.

Learner Management: Monitoring and Evaluation

• Facilitate the learner readiness program for workplace and for absorption.
• Facilitate learners on all Signa Academy placed at workplace.
• Collaborate with relevant Signa and / or host employer management in dealing with HR issues and all emergencies
• Monitor learner progress and performance at host workplaces through regular check-ins
• Perform Site visits as required and adhoc site visits on request of host employer
• Ensure all required administration is conducted for learners placed at workplace
• Act as a liaison between host employee and the company
• Assist learners with challenges and if unable to resolve them then refer these to the Campus Manager
• Keep learners focused on completing the Qualification
• Ensure that Learner disabilities are reasonably accommodated, reported and monitored
• Maintain professional and ethical conduct with all stakeholders and
• Ensure compliance with all relevant legislation, in particular labour legislation, QCTO /SETA requirements and POPI Act policies, practices, processes, and procedures for effective workplace experience and programme success.
• Ensure Learner wellness while in the workplace.
• Assist and support learners to find permanent employment upon completion of learnership program.

QCTO Compliance & Workplace-Based Learning

• Ensure workplace hosts are assessed for suitability against the specific requirements of the relevant qualification and workplace modules.
• Ensure learners receive workplace exposure aligned to the occupational qualification and required workplace outcomes.
• Monitor the quality and relevance of workplace learning and address any gaps.
• Ensure appropriate workplace mentors or supervisors are designated.
• Provide guidance to host representatives regarding their responsibilities towards learner development, attendance, performance and workplace learning.

Mentoring & Coaching learners

• Have one on one session with Learners as required.
• Review and assess learner progress in line with appropriate quality assurance.
• Liaise with the workplace project coordinator / authorized company representative with regards to learner attendance.
• Ensure attendance registers are submitted to workplace project coordinator / authorised company representative.
• Provide feedback, guidance, and support to learners and hosts to optimise the workplace experience, reinforcing the value of the partnership and resolving any issues.
• Inform the workplace project coordinator / authorised company representative with regards to learners who have a bad attendance record
• Take reasonable steps to ensure adequate protection of all confidential information including portfolios of evidence.
• Work within an agreed contractual arrangement and in accordance with policies and procedures and the standard framework document.
• Liaise regularly with the workplace project coordinator / authorized company representative.
• Assess the effectiveness of the host-learner relationship and ensure that both learners and hosts are adhering to program standards.
• Make recommendations where necessary.
• Ensure all learners complete workplace.

Stakeholder Engagement

• Maintain excellent working relationships with internal and external stakeholders.
• Attend meetings as required.
• Build networks and manage relationships with key community stakeholders, using every interaction to promote the host opportunity.
• Champion strategies that promote learner retention and continually reinforce the value of the host partnership throughout the learner’s time with the host employer.
• Facilitate discussions between learners and hosts regarding potential employment opportunities post- training.
• Work with hosts to maximize learner absorption into permanent roles upon program completion.
• Actively market and promote Signa Academy and the host opportunity in the local community/potential markets/sources of learners and hosts alike.

Reporting

• Maintain accurate records and reports on LIS.
• Submit detailed weekly and monthly reports.
• Ensure data integrity and compliance with POPIA and labour regulations.
• Reflect critically on workplace risks and propose improvements.