Board Secretariat and Records Administrator - FTC

Introduction

The position of Board Secretariat and Records Administrator is vacant. The Board Secretariat and Records Administrator will report directly to the Senior Manager: Governance and Secretariat Services and form part of the Company Secretary and Legal Services Division. The position is based in the Pretoria Head Office.

An annual total cost to company package will apply,  R 48 017.00  based on the Scheme’s Remuneration Policy and dependent on the candidate’s skills and experience.

Contract Period - Fixed Term Contract - 6 Months

The closing date for applications will be  Monday, 14 September 2026 .

Duties & Responsibilities

The Board Secretariat and Records Administrator will provide support to the Seniot Manager: Governance and Secretariat Services through the implementation of the following Key Performance areas ( KPAs):

• Ensure Compliance and manage/maintain CSLC Records (Electronic (SharePoint), Strong Room)

• Monitor SharePoint and Outlook to ensure proper Version Control

• Governance and Legal Policies Management and Compliance

• Assist with BOT/ICM/EXCO Relationship by Initiative/Objective Administrative Matters

• Planning and coordination: Annual Strategic Planning Meeting

• Planning and coordination: Divisional (Governance and Legal) Annual and Midterm Operational Planning Meetings

• Assist/Stand-In Governance Administrator (GA) and board Secretariat Administrator (BSA) on administrative support matters

• Manage relevant divisional budget line items in line with approved budget allocations.

• Management of AX – Procurement / Outliers / Emergencies / Ad Hoc

• Development of Memo’s and Reports

• Develop memorandums (deviation memos etc.) for submission to PO/COO

• Assist/Attend to audit-related work

• Minister of Public Service and Administration (MPSA) Visits

• Support DPSA Budget Speech Vote

• Public Services Bargaining Council (PSCBC) Matters

• Assist with Project and Events Management of Annual Presidential Golf Challenge (PGC); Annual GEMS Stakeholder Golf Day Coordination ; Annual GEMS Stakeholder Symposium Coordination; Annual Parliament / Budget Speech Votes; Stakeholder/Makgotla Coordination ; Service Provider Networks (SPN) Site Visits, and any Other emerging Event requiring BOT/ICM

Desired Experience & Qualification

Qualification requirements are

• Minimum 3-year Diploma / Degree

• Minimum 3 years of work experience in a corporate governance or company secretariat capacity

• Be organised and have good time management skills

• Be analytical and have the ability to manage priorities

• Have excellent written and verbal communication and interpersonal skills

• Have the ability to work well as part of a team

• Be computer literate on an advanced level

• Be responsible and reliable

• Have a diligent work ethic with attention to detail

• Self-motivated and pro-active

• Have strong negotiation skills

• have resilient pressure management abilities

• Understanding of the medical schemes industry

• Good knowledge of Office Administration

Package & Remuneration

An annual total cost to company package will apply,  R 48 017.00  based on the Scheme’s Remuneration Policy and dependent on the candidate’s skills and experience.

Interested?

• GEMS employs people with the highest level of integrity – submission to the appropriate pre-employment assessment is obligatory to be considered for the position.

• Kindly note that the information provided on application of the position may be shared with a third party for vetting purposes and will be stored by GEMS for a period of 5 years.

• Kindly note that information is required for Recruitment and Selection Process Purposes, and information gathered is strictly used according to the intended purpose of collection, unless there is a legal need or permission is granted from the applicant themselves to make use of it for other purpose

• GEMS adopts a hybrid work model.

• An internal employee must be in their current role for at 12 months before they will be considered for other vacancies within the Scheme.

• GEMS reserves the right not to proceed with an appointment

• GEMS is guided by the principles of employment equity. Preference will be given to groups who are underrepresented in accordance with the GEMS employment equity plan.

• Successful candidates will be required to seek approval to conduct other work outside of GEMS.

GEMS Employees are required to conduct themselves in a manner that reflects the organisation's paramount values: Excellence, Member Value, Integrity, Innovation, and Collaboration.