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
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
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
Admin. Degree
Chartered Institute of Secretaries (CIS) qualification would be advantageous
Driver’s license
Admin
CIS (Institute of Secretaries) will be an advantage
ICT sector will be an added advantage.
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
Legislation: PFMA, Companies Act, King III
Protocol on corporate governance in the public sector
Policies and procedures
Language
Communication
Administration
Advanced writing skills
Minute taking
Facilitation
Interpersonal skills
Organising
good command of English language
Computer literacy – Microsoft Office suite
Interact with all levels of staff
Attention to detail
Ethical
Honest
Integrity
Accuracy
Protocol
Ability to interact at top management level
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.
Information management and retention
Communication with internal and external stakeholders
Arranging events, logistics, meetings rooms
Chasing up on documents for signature
Computer
Minutes
Legislation
Recorder
Gift register
Macro – Annual
Micro – 2 weeks for submission of agendas
Up to a week – request for information
Operational 100%
Can recommend changes to processes, procedures or policies.
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
Expenditure signed off by manager
Minutes of meetings
Agenda for meetings
Meeting packs
Information sent to requestors
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
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
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
Admin. Degree
Chartered Institute of Secretaries (CIS) qualification would be advantageous
Driver’s license
Admin
CIS (Institute of Secretaries) will be an advantage
ICT sector will be an added advantage.
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
Legislation: PFMA, Companies Act, King III
Protocol on corporate governance in the public sector
Policies and procedures
Language
Communication
Administration
Advanced writing skills
Minute taking
Facilitation
Interpersonal skills
Organising
good command of English language
Computer literacy – Microsoft Office suite
Interact with all levels of staff
Attention to detail
Ethical
Honest
Integrity
Accuracy
Protocol
Ability to interact at top management level
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.
Information management and retention
Communication with internal and external stakeholders
Arranging events, logistics, meetings rooms
Chasing up on documents for signature
Computer
Minutes
Legislation
Recorder
Gift register
Macro – Annual
Micro – 2 weeks for submission of agendas
Up to a week – request for information
Operational 100%
Can recommend changes to processes, procedures or policies.
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
Expenditure signed off by manager
Minutes of meetings
Agenda for meetings
Meeting packs
Information sent to requestors
Desired Skills:
Degree
Chartered Institute of Secretaries (CIS)
Driver’s license
3 + years secretariat experience