1)   Training Officer Support function:

LTS       

Receive automated Exception reports from LTS Support team every Tuesday. (13 reports) Individual report studied for details of exceptions generated. Contact individual trainees regarding the exceptions requesting an explanation. Assess validity of exception and draw up and issue individual warnings in line with PAAB Regulations. Record details of warning on control sheet. Forward signed Warning to Talent Manager for uploading on personnel file. Monitor that trainees submit required SR’s and related competencies within the stipulated periods and deadlines as set out in the LTS training policy. Send follow-up’s/reminders to ensure compliance of submission within periods Draw up warnings for missed deadlines and ensure they are signed and saved. Monitor completion of trainees’ ANA’s by stipulated timeframe. Send follow-up’s/Reminders to ensure compliance of submission on time. Issue warnings as applicable

             

PAAB   

Ensure PAAB registration documentation is completed by all new trainees. Check correctness of registration documentation and forward to Training Officer for review and authorising  signature. Submit registration documentation via the TCMS system. (scan each individual application in correct order to upload on TCMS) Follow up with PAAB on the progress of the application and attend to any issues arising. Download approved registration certificates and file on individual trainees’ folders and forward to Talent Manager for filing on personnel file. Ensure all new trainees register themselves on TCMS system with mandatory information and details. Ensure all trainees’ details are correctly uploaded by all trainees on the TCMS system. Prepare and submit documents relating to Extensions, Suspensions, Discharges, etc. on TCMS system. Follow up with PAAB on all submissions Download Registration Certificates, Extension, Discharges, etc from the TCMS system and file on individual trainees’ files. Distribute discharge documentation to trainees and ensure they are correctly completed before forwarding to Training Officer for sign-off. Submit Discharge documentation on the TCMS system for processing. Follow up that trainees update their progression and upload respective certificates on TCMS continually. Assist with preparations for Re-accreditation reviews, ensure relevant documentation is continually uploaded/saved

             

SUBMISSION OF TRAININGS HELD (PRESCRIBED BY L&D TEAMS)      

Prepare all relevant documentation as needed by L&D team on SNOW, MY HR and SuccessFactors Complete a variety of mandatory templates with individual facilitator and trainees details for credit awarding by L&D Submit completed Training documentation via Success Factors to ensure CPD points are allocated by all attendees. Prepare survey about facilitators, send out to all trainees, monitor responses, send reminders Follow up and action on submissions made. Pull credit report from SF for each training held and e-mail to in-country L&D team Attend monthly Training feedback and update meetings. Pull assignment reports for trainees to check compliance

             

             

NTA CLAIM DOCUMENTATION 

Compile necessary documentation for all training for NTA Claims and update on respective Teams Folder. Prepare confirmation letters, course outline etc for NTA claims with facilitators, follow up on outstandings, upload on teams folder

             

 

2)  SERVICE LINE SPECIFIC ADMIN  

TIMESHEETS   

complete and submit Timehseet for Partners as requested. Pull and format timesheet report to check for completeness of work descriptions for each individual resource.  E-mail individuals who do not comply and request them to correct their timesheet. Draw up warnings for Timesheet violations Consolidate Leave on SAGE VIP system to entry on Timesheet and ensure correct leave codes are used. E-mail individuals who do not comply and request them to correct their timesheet and/or SAGE. Monitor sick leave submissions to ensure they are submitted on the first day of returning to work. Draw up warning if not compliant, obtain signatures and forward Maintain Warnings control sheet.

             

UN-OPEN CODE             

Format un-open report when received for Assurance specific time Draw up a report of hours by client and by resource. Send e-mail to individuals to remind them to move their time from the unopened code as soon as code is opened. Follow up weekly. Draw up warning if not compliant, obtain signatures and forward

             

RESOURCE PLOTTINGS/RETAIN/PROFINDA    

Continually (real time)  ensure Retain resource bookings are updated and correctly reflected. Continually (real time) update manual Excel Plotting sheet with changes Manually update all and any leave types coming through from Sage. Set up and pull reports as requested by Managers. Arrange and attend monthly Retain update and feedback meetings. Adopt and implement new PRO-FINDA platform which replaces Retain when rolled out.

             

GLOBAL ROTATION SYSTEM    

Log in on Retain system and attend to all requests, alerts, updates, new feeds Query discrepancies with Managers and Partners Attend Monthly GRT update/training calls. Update role changes when they become active, de-activate lost engagements Monitor Rotation rules Complete monthly ISQM testing on Retain Platform Run quarterly Portfolio confirmation for all Partners, verifying all info is correct  

My Career Hub               

Drive implementation for Assurance and CBS Monitor Adoption Provide training and assistance as needed

             

PARTNER SUPPORT    

Submit external learning on Success Factors for Partners. Update SAICA and ICAN with CPD points for Partners. Manage and update Global Rotation Tool. Assist with travel arrangements. Arrange monthly Partner/Manager meetings, draw up Agenda and Minutes of the meeting for distribution, follow up on actions due Arrange monthly Plottings meeting to resolve conflicts on the plottings. Arrange Counsellor Connect Sessions. Arrange Assurance Family Tree sessions, arrange for Attendance registers to be available and completed for submission

             

AUDIT TEAMS SUPPORT & GENERAL  

Roll AFS to next financial year as requested. Edit, print and compile AFS, Reports, documentation for signature and printing and distribution as required. Obtain respective Partner signatures for sign-off Scan and circulate documentation as needed Assist with editing and correcting documents as required. Distribute e-mails on RFQ to the relevant team members. Draw up Approach letters, Hold Harmless letters for new clients to be taken on. Follow up on replies to Approach letters. Prepare and Submit CM31 and CM29 forms to BIPA for approval.  Follow up regularly Receive telephone calls and take messages if required. Mercury - Open Pursuits, Opportunities and Engagements as requested. Monitor study leave to ensure it is in line with policy. Book and arrange refreshments for training events. Facilitating annual archiving process. Assist in managing Partners’ Calendars as requested. Prepare purchase orders. Process Partners expense claims. Receive and forward Proposal requests Respond to Proposal requests where required. Check and process own e-mails. Update birthdays of all staff on Outlook Update list of staff with driver’s license and cars Stand in for Reception as needed Assist with setting up and cleaning up functions Facilitate Secret Santa annually Keep an eye on housekeeping matters Set up interviews for AM/CSE

             

ISQM    

Perform monthly GRT Testing, attend to discrepancies, update system, provide evidence and write up Perform monthly Training upload testing, upload required documentation as evidence