Host Coordinator

MAIN JOB PURPOSE

The Host Coordinator is responsible for managing and nurturing relationships with host employers, ensuring the successful placement and retention of learners in host environments. This role involves introducing Subject Matter Experts (SMEs) to identified, approved host employers, implementing all activities necessary for matching learners to appropriate hosts, and overseeing the workplace management process, and assessing if host operational functions are appropriate for programme objectives. The Host Coordinator focuses on enhancing learner retention rates and maximizing the potential for learner absorption into permanent roles with host employers. Additionally, the role ensures effective monitoring and evaluation of learner progress in the workplace and is ‘the glue’ maintaining a healthy host-learner relationship and ensuring the host environment aligns with the program objectives.

QUALIFICATIONS AND EXPERIENCE

• Minimum requirement Diploma/Degree in 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
• Some experience in Sales/Client Liaison will be advantageous.

DUTIES & RESPONSIBILITIES

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

Allocation of resources

• Ensure that learners have all the relevant tools and equipment to perform duties in the workplace
• Ensure that host employers meet OHS requirements, and assess if the host environment and its operational functions are appropriate for the achievement of programme objectives

Learner Profiling

• Conduct Learner matching and profiling, with regard to host and host environment culture for fit
• Liaison with placement officer and recruitment teams and collaborate to ensure accurate and effective learner placements.

Workplace Sourcing

• Implement and manage activities for matching learners to suitable host employers, ensuring that placements align with learner qualifications and program objectives
• Actively engage with hosts in the field, conducting site visits to ensure alignment with program expectations.
• Ensure learners are at reputable approved workplace environment
• Workplace should be ready for learner placements according to the roll out plan
• Place learners successfully with host employers managing all communication and queries and administration
• 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
• 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.

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/authorized company representative
• Provide feedback, guidance, and support to learners and hosts to optimize the workplace experience and resolve any issues.
• Inform the workplace project coordinator/authorized 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 documents
• 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 community key stakeholders.
• Focus on strategies that promote learner retention throughout their 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 promote the company in the local community/potential markets/sources of learners.
• Reporting
• Report on all learner workplace management
• Ensure that all records on learners placed in workplace are recorded accurately on the LIS system – record keeping
• Ensuring data integrity and compliance with POPIA and other relevant labour regulations.
• Submit a detailed weekly and monthly reporting
• Diligently report on learner progress, workplace experiences, and any host-related concerns in a timely and compliant manner.
• Reflect on observations and insights and demonstrate critical thinking and make recommendations to minimize perceived and inherent workplace and learner risks.

COMPETENCIES & SKILLS

• Strong Computer Literacy
• Proven record of excellent Administrative Skills
• Report writing
• Accuracy and attention to details
• Understanding of SETA, QCTO, and other regulatory frameworks.
• Ethical and trustworthy - able to work with sensitive and confidential information
• Passion and commitment to promoting learner retention and workplace success.
• Organised and professional
• Good interpersonal skills with a sound judgement of character attributes
• Ability to work with strict deadlines and turn-around time
• Excellent communication skills with individuals and groups at all levels
• Hard working and self-motivated
• Listening carefully in order to fully answer questions and address concerns
• Dress and act in ways that enhance the reputation of the employer
• Ability to maintain databases and correspond via email
• Ability to use the telephone to interact with prospects and conduct distant interviews
• Able to use online tools such as Facebook and LinkedIn used for finding and attracting possible applicants
• Able to effectively engage and capitalise on recruitment platforms and conduct online collections of open positions that job seekers turn to in their hunt for a new position
• Sound ability to analyse and interpret CVs and outlines of qualifications and background used to determine if someone might be a good match for a given position
• Speaking clearly