Course Administrator - Delmas (Mpumalanga) at Dis-Chem Pharmacies

• Dis-Chem Pharmacies’ Head Office in Delmas has an opportunity available for a Course Administrator to join their Pharmacy Development Academy (PDA) team. The main purpose of this role will be the administration of all courses and modules within the Academy. Supporting staff and learners in all matters relating to course and module information and documentation.

Minimum Requirements

Essential:

• Grade 12 / Matric 

Advantage:

• Minimum of 6 month’s experience in administration

Job Specification
Teaching and Learning Administration

• Ensure learners are enrolled.
• Prepare and help run registration and induction sessions.
• Prepare and disseminate materials and presentations to course coordinators, facilitators, assessors and moderators.
• Accurately capture and maintain learner registration details including grade book information.
• Set up and maintain groups and classes.
• Use online systems to administer data and maintain key information and datasets, including application forms, course content, venue information, staff and learner filing systems and databases, class lists, registers and waiting lists.
• Provide administrative support to course coordinators, facilitators, assessors, moderators and learners associated with a specified course(s).
• Assist in planning, running and following up on professional and social events.
• Coordinate examination and assessment procedures.
• Undertake general administrative duties to support the needs of the course facilitators, course co-ordinators and the department, including administering all correspondence and communications with staff and students, administering meetings, room bookings, minute taking, maintaining and updating office systems and databases, booking transport, accommodation and catering required to support the delivery of the overall programme.
• Administer course information by, and where appropriate, liaising with academic and administrative staff across the organisation and external bodies, collating and circulating information where required.
• Monitor online systems to collate and disseminate course information, recruitment numbers, joining instructions and documentation, promotional materials, application guidance and forms, course information outlines, staff and learner training material, registers, reports, agendas and minutes, etc.
• Provide administration for the maintenance of course content and resources required to support learner access to programmes, projects, modules and courses.
• In consultation with the course coordinators, monitor and maintain forward planning.
• Ensuring student course documentation data is recorded, updated, monitored and analysed for statistical and reporting purposes.

 General Administration

• Contribute to the organisation, efficient delivery and safe/smooth running of programmes, projects, modules and courses.
• Provide administration for internal/external meetings, including room and catering bookings and coordination/distribution of appropriate papers in consultation with the relevant team members and stakeholders.
• Undertake regular monitoring, analysis, evaluation and reporting activities.
• Updating and maintaining version control of all documents as per Quality Management Systems.
• Gather all information from pharmacists and pharmacy owners for applications for submission to the Department of Health and statutory bodies.
• Provide general administration duties, including data entry, web page maintenance and updating, travel bookings, catering and room bookings, note-taking in meetings, filing and photocopying.
• Ensure all tasks are done in accordance with the set procedures and quality management processes.
• Purchasing of stationery and equipment, catering, materials and all items for courses and general office administration.
• Maintain staff lists, including group email lists.
• Distribution of documents and learner material to various stakeholders.

Recordkeeping

• Communicating with course coordinators and facilitators about record-keeping to fulfil the Academy’s requirements.
• Create and help to manage files on central x-drive.
• Ensure that learner records, including registers, are stored securely for five years after the end of a course.
• Maintain an accurate administration process by ensuring all documents and training material is filed in a systematic manner and recorded per Quality Management Systems.
• Ensure accurate and secure record-keeping.
• Assist with administering mailings and general correspondence.
• Ensure databases are managed, maintained, and kept up to date.

Stakeholder Liaison

• Dealing with stakeholder queries in a timely manner through continual engagements via email and meeting interactions to keep stakeholders updated and share information.
• Manage enquiries and complaints from learners, prospective learners and stakeholders.
• Undertake general correspondence and provide accurate and appropriate information.
• Deal with telephone, email and personal enquiries appropriately, executing enquiries directly whenever possible and referring others to the appropriate staff member, learners and/or relevant stakeholders.

Reporting

• Update and track development against project deadlines.
• Prepare weekly and/or monthly reports and any follow-up initiatives

System Administration and Finance

• Administer various financial transactions relating to programmes and courses, including processing and recording fees, taking and monitoring payments for courses, monitoring and maintaining payment plans and managing failed payments.
• Monitor and administer customer accounts in relation to aged debt and debt collection.

Competencies

Essential:

• Knowledge of office administration
• Ability to find solutions to potential issues and know when to escalate the problem and what level to escalate it to.
• Strong English communication skills, both written and verbal. 
• Strong interpersonal skills
• Ability to solve problems and prioritise tasks.
• Computer literate on Microsoft (Word, Outlook, Excel, PowerPoint).