Training Administrator

SUMMARY:
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POSITION INFO:

Our client is searching for a Training Administrator to join their team in Klerksoord, Pretoria North.

Must have reliable personal transportation and be able to commute to the workplace consistently and punctually.

Job Purpose (Role Summary) 

The Training Administrator coordinates the end-to-end administration of employee training - planning calendars, scheduling sessions, managing learner records, tracking compliance, and providing operational support to driver trainers and stakeholders. The role ensures training logistics run smoothly, data is accurate and auditable, and reporting enables the business to meet legal and operational requirements.

Key Responsibilities

 1) Training Coordination & Scheduling

• Build and maintain the annual training calendar.
• Schedule trainers, classrooms, equipment, and employee availability (avoiding off days and weekends where applicable).
• Issue invitations, joining instructions, and track RSVPs and attendance.
• Coordinate external providers and manage vendor bookings.

2) Records Management & Compliance

• Maintain accurate learner records (attendance, results, certificates, unit standards) in the LMS and HRIS.
• Track mandatory training (e.g., Occupational Health & Safety, Defensive Driving, Dangerous Goods, First Aid).
• Monitor expiry dates and trigger renewal training on time.
• Ensure training files meet audit requirements (internal audit, DoEL inspections, customer audits).

3) Reporting & Analytics

• Produce monthly dashboards (completion rates, no - shows, cancellations, costs per learner, training hours).
• Provide gap analyses against legal/contractual requirements and training matrices.
• Support budgeting (forecast demand, track actual spend vs. budget).

4) Learner Support & Communications

• Handle learner queries.
• Distribute pre-work, assessments, feedback surveys, and training materials.
• Collect and consolidate course evaluations; escalate issues and improvement opportunities.

5) Quality & Process Improvement

• Maintain SOPs for Training Centre; drive continuous improvement
• Ensure data integrity in LMS/HRIS; perform routine reconciliations with payroll/HR.
• Support accreditation/ETQA documentation where applicable (e.g., TETA submissions).

6) Logistics & Facilities

• Prepare classroom setups (attendance registers, sign-in sheets, Wi-Fi, projector, PPE where relevant).
• Manage training consumables and asset allocation.

7) Training Material

• Assist the Senior Driver Trainer with updating training material, presentations and assessments.
• Manage, update, edit or remove content on the LMS.

 Minimum Qualifications 

• Grade 12 / Matric (required).
• Certificate/Diploma in HR, Training Administration, Office Administration, or Logistics (preferred).
• LMS competence (Moodle) preferred
• MS Office (Excel, Word, PowerPoint) required.

 Experience

• 2–3 years in training administration, HR coordination, or related operational admin.
• Experience in transport & logistics (advantage).
• Familiarity with compliance training (OHS, driver training, etc) and audit documentation.

Technical Skills

• Training calendar management; class scheduling; LMS data entry & reporting.
• Excel (VLOOKUP/XLOOKUP, PivotTables, data validation) for tracking & dashboards.
• Document control and record-keeping aligned to audit standards.
• Vendor coordination and PO/Invoice

Behavioral Competencies

• Detail - oriented with high data accuracy.
• Organised and able to juggle multiple priorities under time pressure.
• Customer service mindset - professional communication with drivers, supervisors, trainers.
• Problem - solver - anticipates conflicts (e.g., shift changes, off days) and mitigates.
• Integrity & confidentiality with personnel records.

Tools & Systems

• Learning Management System (LMS): Moodle
• HRIS/Payroll: PaySpace
• Collaboration: Microsoft 365 (Outlook, Teams, SharePoint, OneDrive)
• Document Management: SharePoint / OneDrive (controlled folders)