2. Index:
1. General Information
2. Qualifications
3. Roles and Responsibilities – Stella Brits
4. Administration Officer
5. Technical Services
6. Decision Making Criteria
1. GENERAL INFORMATION
Date: 10 June 2014
Title of role: Quality Management Administrator Officer
Business Area: Human Capital
Department: Lonmin Academy
Complexity band of role: Level
Grade:
Purpose:
The Quality Management Administrator Officer is responsible to assist to coordinate, collate
and capture data and information necessary, and also to maintain the Qualifications, Course
and NQF catalogues on the Training and Events module. This includes liasing with operational
staff to keep track of target achievements and non-achievement incidents as well as associated
causes. The role will be required to analyse such causes leading to the non-achievement of
targets in order to identify trends and recommend actions to improve / optimise outputs.
The role will be required to administer training related documents effectively and manage the
change control process within prescribed boundaries. The role will be expected to see that the
training risk and existence registers are maintained. The role’s efforts are focused at the
optimisation of the Quality Management System to ensure integrity of data and information
within the Training Environment. The role will report to the Snr Consultant Quality
Management and SAP Systems.
The Quality Management Administrator Officer is responsible for ensure that the process
flow in the system matches the requirements of the stakeholders. Deal with constraints up and
down stream as it impacts on the system. Ensure optimal performance of applicable systems
and processes.
3. 2. QUALIFICATIONS:
• Grade 12
• Registered Assessor - NQF 5
• ISO 9001:2008 QMS Auditor
• Management Personal Assistant Diploma
• LSO (SAP) Certificate
• Financial Management Certificate
• Filling skills for Office Professionals
• Mastering Excel for Secretaries & PA’s
• Office Administration Certificate
• Lonmin Assessment Suite Training - PDA’s
• Competent in the use of the SAP System
• Working knowledge of Internet
• ARIS Business Designer 7.1 (Process Modeling)
• SAP Productivity Pack Training
• SAP Module
Overview
Training and Events Module
Intranet
SAP Budget
Experience
• Three years experience within Training and Development Environment of which two years
working with SAP Training and Events and QMS system
• Administrative experience – 25 Years
• PA experience
• Payroll experience
• A good working knowledge of mining
• Experience on Internal Auditing and Implementing Quality Management Systems
3. ROLES & RESPONSIBILITIES – STELLA BRITS
• Reporting
• Allocation tasks
• Provision of support
• Information sharing
• Communication of ideas
• Escalating of unresolved issues
• Minute Taking
• Typing of minutes / reports etc.
• Ensuring an effective and up to date filing system.
• General office administration
• Confidentiality
• Ensure that the workflow in this office matches the requirements of the SAP Consultant.
• Perform ad hoc tasks given by SAP Consultant.
• Managing stationary.
• Managing Copy and Fax Machine
• Co-Ordinate and arrange functions
4. • Effective inter-department / unit communication.
• Organise and Assist in travel arrangements
• Materials Management on SAP
• Typing of Training Modules and integrate to Lectora / Moodle / Productivity Pack
• SAP Learning Solution – LSO
• ISO 9001 / 2000 – INTERNAL AUDITS
• Conduct QMS Induction Training for New Employees
• ISO 9001:2000 – Conduct Internal Audits as per policy of ISO 9001:2008 standard
• Audit – Take action on follow-ups
• Control and Revision of Quality Management Forms
• Planned, Design, Implement and Conduct Quality Management Induction for New
Employees.
• Ensuring the functioning of the interface between SAP and LSO Systems
• Publish Modules on Moodle and Productivity Pack
• The role will report to the Snr Consultant Training Qms and Systems.
4. ADMINISTRATION
• Minutes Taking and Typing
• Typing of reports etc.
• Provide administration assistance QMS
• Distribution of e-mail / communications letters etc.
• Revision of QMS forms
• Update of QMS file on “P” Drive
• Compiling modules and booklets
• Tracking Register – Internal Audits – update
• Tracking Register – External Audit – update
• Link certificates on SAP
• Stationary
• Create orders on Purchase Requisitions
• Follow Outstanding commitments
• Control Budget
• Course bookings on SAP Training and Events
• Follow up on SAP
• Write procedures
5. TECHNICAL SERVICES
• Computer literate (MS Office, SAP, Productivity pack, Moodle, Intranet)
• Manage Documentation:
o Access
o Revision
• Typing of procedures or communication.
• Audit Schedule:
o Findings – keep register updated and follow up
o Non Conformances – keep register updated and follow up
o Keep calendar – follow up sessions
o Communicate with ISO Co-ordinators
5. • Conduct awareness sessions
• Support on LSO / Productivity Pack / Intranet / Moodle
• Provide Induction Training on QMS - Planned / Design / Implement / Conduct.
• ISO 9001:2000 – Establish the objectives and processes necessary to deliver results in
accordance with customer requirements and the organization’s policies
• Design all Human Capital Processes on ARIS and Implement the processes
• Monitor and measure processes and product against policies, objectives and requirements
for the product and report the results.
• Take actions to continually improve process performance.
6. DECISION MAKING CRITERIA
o Quality of work
o Timeframe of work execution
o Communication of ideas
o Consistency
o Plan execution of work order.
o Escalation of unresolved issues
o Enrolment for processes
o Identification of applicable solutions – systems, processes and equipment
o System and process monitoring
o Administration
o Prioritising tasks
o Stakeholder relations
o Accurate and precise
o Performance driven
Communication skills (verbal and written) - clearly, concisely and persuasively communicate
workplace instructions, interpret basic written business communications, complete
documentation and structured reports related to work tasks and team.
Decision making skills – the ability to make and implement relevant decisions within set
procedures, policies and legislation. Decisions relate to precedent and information that is readily
available.
Interpersonal skills – Able to work effectively with and show empathy for a variety of people.
Pro-active and performance driven.
Planning and Organising skills – Precise and disciplined. Able to prioritise and schedule
relevant / SAP QMS tasks. Detailed and accurate approach.
Problem solving – The ability to identify, anticipate and solve work related problems
effectively.
Computer Literacy – Able to utilise revelant MS Office software programs, SAP, e-mail,
intranet and internet to facilitate work output.
SAP productivity pack, LSO.
English Literacy - Able to communicate effectively in English (written and verbal)
