About the position
Position description:
Management of formal/official records:
- Maintains an up-to-date manual and electronic filing system of formal records
- Maintains statutory records such as minute books, attendance registewrs, company registers, resolution registers, CIPC Forms, etc
- Manages the Courtesy register, Conflict of interest register
- Maintains proper record keeping/archiving of minutes, meeting attendance registers
Co-ordination of meetings:
Notifies attendees of meeting dates, times and venues
- Books meeting venues
- Ensures availability of fully functional equipment required for meetings (such as overhead projector, recorder etc)
- Books catering and ensures that refreshments are provided if and when required
- Prepares meeting packs
- Ensures timeous circulation of meeting packs and minutes
- Takes minutes of meetings when required
- Facilitates scheduling of special meetings
Monitor committee expenditure of refreshment and ensure timeous cancellation of refreshments, venues, travel
Provision of administrative and secretarial support for the department:
- Raises purchase requisitions for the department
- Ensures timeous payment of invoices
- Monitors committee secretariat’s expenditure of refreshment, venues, travel
- Ordering and maintaining stationery and equipment supply
- Makes travel and accommodation reservations
- Attends to internal and external queries directed to the department and escalates where necessary
- Leases with other administrators externally and internally to ensure proper and smooth organisation of all activities within the secretariat office
Knowledge and skills:
Formal education:
- Admin. Degree
- Chartered Institute of Secretaries (CIS) qualification would be advantageous
- Driver’s license
Technical/ legal certification:
- Admin
- CIS (Institute of Secretaries) will be an advantage
- ICT sector will be an added advantage.
Experience:
- At least three (3) years secretariat experience in a similar role. Experience in a similar industry/sector is an added advantage.
- Computer literacy – MS Office Suite –advanced level
Competencies:
Knowledge:
- Legislation: PFMA, Companies Act, King III
- Protocol on corporate governance in the public sector
- Policies and procedures
- Language
- Communication
- Administration
Skills:
- Advanced writing skills
- Minute taking
- Facilitation
- Interpersonal skills
- Organising
- good command of English language
- Computer literacy – Microsoft Office suite
Attitudes:
- Interact with all levels of staff
- Attention to detail
- Ethical
- Honest
- Integrity
- Accuracy
- Protocol
- Ability to interact at top management level
Other special requirements:
- Willing to work outside normal office hours and sometimes on weekends for meetings and collating of meeting packs.
- Ability to work under pressure and meet strict deadlines.
Decision making:
What are the most regular and complex challenges in the job? Please provide a couple of examples of regular problems that need to be resolved and not ad hoc scenarios or cases. Also indicate how these problems or challenges will be resolved.
- Information management and retention
- Communication with internal and external stakeholders
- Arranging events, logistics, meetings rooms
- Chasing up on documents for signature
Please name the resources utilised by the jobholder to solve problems or make decisions, e.g. the internet, manuals, policies, procedures, external resources, etc.
- Computer
- Minutes
- Legislation
- Recorder
- Gift register
Please provide the typical planning cycle of the job – macro as well as micro planning, e.g. macro – 3 – 5 years and micro – 1 year. Also provide examples to elaborate on the answer.
- Macro – Annual
- Micro – 2 weeks for submission of agendas
How long will it normally take before the impact of the judgement calls made by the jobholder will be felt in the business?
- Up to a week – request for information
What type of practices, procedures, policies, systems or outputs does the jobholder influence or change in his/her role as a Professional/Technical consultant or specialist – operational, tactical or strategic? Please apply the 60/40 rule and provide examples to elaborate on the answer.
- Operational 100%
- Can recommend changes to processes, procedures or policies.
Accountability:
What type of decisions can the jobholder take within his/her area of accountability and what type of decisions will typically be referred to the direct manager for sign off? Please provide a couple of examples of regular decisions/problem solving or judgement calls and not ad hoc scenarios or cases.
Jobholder accountability:
- Ensuring confidentiality
- Quality and accuracy of minutes
- Effective filing system and document retention
- Turnaround time on queries within agreed target
- Management of meeting documentation and safekeeping
- Statutory compliance in respect of minute books, registers
- Recordings of meetings and safe keeping
Referral to Line Manager for approval:
- Expenditure signed off by manager
- Minutes of meetings
- Agenda for meetings
- Meeting packs
- Information sent to requestors
Position description:
Management of formal/official records:
- Maintains an up-to-date manual and electronic filing system of formal records
- Maintains statutory records such as minute books, attendance registewrs, company registers, resolution registers, CIPC Forms, etc
- Manages the Courtesy register, Conflict of interest register
- Maintains proper record keeping/archiving of minutes, meeting attendance registers
Co-ordination of meetings:
Notifies attendees of meeting dates, times and venues
- Books meeting venues
- Ensures availability of fully functional equipment required for meetings (such as overhead projector, recorder etc)
- Books catering and ensures that refreshments are provided if and when required
- Prepares meeting packs
- Ensures timeous circulation of meeting packs and minutes
- Takes minutes of meetings when required
- Facilitates scheduling of special meetings
Monitor committee expenditure of refreshment and ensure timeous cancellation of refreshments, venues, travel
Provision of administrative and secretarial support for the department:
- Raises purchase requisitions for the department
- Ensures timeous payment of invoices
- Monitors committee secretariat’s expenditure of refreshment, venues, travel
- Ordering and maintaining stationery and equipment supply
- Makes travel and accommodation reservations
- Attends to internal and external queries directed to the department and escalates where necessary
- Leases with other administrators externally and internally to ensure proper and smooth organisation of all activities within the secretariat office
Knowledge and skills:
Formal education:
- Admin. Degree
- Chartered Institute of Secretaries (CIS) qualification would be advantageous
- Driver’s license
Technical/ legal certification:
- Admin
- CIS (Institute of Secretaries) will be an advantage
- ICT sector will be an added advantage.
Experience:
- At least three (3) years secretariat experience in a similar role. Experience in a similar industry/sector is an added advantage.
- Computer literacy – MS Office Suite –advanced level
Competencies:
Knowledge:
- Legislation: PFMA, Companies Act, King III
- Protocol on corporate governance in the public sector
- Policies and procedures
- Language
- Communication
- Administration
Skills:
- Advanced writing skills
- Minute taking
- Facilitation
- Interpersonal skills
- Organising
- good command of English language
- Computer literacy – Microsoft Office suite
Attitudes:
- Interact with all levels of staff
- Attention to detail
- Ethical
- Honest
- Integrity
- Accuracy
- Protocol
- Ability to interact at top management level
Other special requirements:
- Willing to work outside normal office hours and sometimes on weekends for meetings and collating of meeting packs.
- Ability to work under pressure and meet strict deadlines.
Decision making:
What are the most regular and complex challenges in the job? Please provide a couple of examples of regular problems that need to be resolved and not ad hoc scenarios or cases. Also indicate how these problems or challenges will be resolved.
- Information management and retention
- Communication with internal and external stakeholders
- Arranging events, logistics, meetings rooms
- Chasing up on documents for signature
Please name the resources utilised by the jobholder to solve problems or make decisions, e.g. the internet, manuals, policies, procedures, external resources, etc.
- Computer
- Minutes
- Legislation
- Recorder
- Gift register
Please provide the typical planning cycle of the job – macro as well as micro planning, e.g. macro – 3 – 5 years and micro – 1 year. Also provide examples to elaborate on the answer.
- Macro – Annual
- Micro – 2 weeks for submission of agendas
How long will it normally take before the impact of the judgement calls made by the jobholder will be felt in the business?
- Up to a week – request for information
What type of practices, procedures, policies, systems or outputs does the jobholder influence or change in his/her role as a Professional/Technical consultant or specialist – operational, tactical or strategic? Please apply the 60/40 rule and provide examples to elaborate on the answer.
- Operational 100%
- Can recommend changes to processes, procedures or policies.
Accountability:
What type of decisions can the jobholder take within his/her area of accountability and what type of decisions will typically be referred to the direct manager for sign off? Please provide a couple of examples of regular decisions/problem solving or judgement calls and not ad hoc scenarios or cases.
Jobholder
