Administrator: Secretariat

Recru-IT · Johannesburg, Gauteng

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Reference: PE011767-LM-1

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

Duties & Responsibilities