Committee Administrator (P9) (Registrar: University Secretariat)

Job Description

• The University Secretariat provides professional administrative services to designated statutory committees of the University.

Responsibilities

The incumbent will be responsible for

• Planning, coordinating and managing the logistical arrangements for meetings, including scheduling, venue or virtual platform arrangements, documentation, attendance requirements and related follow-up.
• Coordinating, compiling and distributing agendas and supporting documentation in line with applicable governance requirements, committee rules, submission deadlines and Secretariat standards.
• Providing procedural and governance-related advice before, during and after meetings, including guidance on meeting processes, submission requirements, decision records and follow-up actions.
• Drafting, quality-assuring and distributing minutes, resolutions and action lists in line with the applicable governance requirements and Secretariat standards.
• Drafting reports to other committees, as and when required.
• Maintaining accurate, complete and confidential electronic records for the relevant statutory, governance and management committees of the University.
• Assisting with the planning, coordination and monitoring of the annual meeting cycle, including key dates, submission timelines and committee reporting deadlines.
• Rendering assistance to colleagues when necessary.

Minimum requirements

• A relevant National Diploma NQF 6 qualification, preferably in Administration, Governance, or another relevant field.

Extensive experience in

• Meeting management in an Executive Management, Council, Senate, Statutory Committees or Board environment.
• Drafting, editing and quality-assuring high-level governance and management documents, including agendas, minutes, reports, resolutions and action lists.
• Liaising with senior/executive management.
• Computer literacy, including Microsoft Word, Excel, PowerPoint and virtual meeting platforms such as Zoom and MS Teams.
• A valid driver's licence.
• Occasional attendance at meetings outside normal hours will be required.
• As the University Secretariat office is located off the APK campus, staff may be required to travel to and from meeting venues using their own transport.

Recommendations

• Relevant additional qualifications.
• An understanding of the higher education sector and the relevant legislation will be an advantage.

Competencies and Behavioural Attributes

• Excellent organisational, planning and prioritisation skills, with the ability to manage multiple committee cycles and deadlines simultaneously.
• High-level skills in comprehension an ability to grasp complex concepts.
• Advanced written communication skills, including the ability to summarise complex deliberations, capture decisions accurately and produce formal minutes that support implementation and follow-up.
• The ability to work under pressure without supervision.
• The ability to work as part of a team.
• The ability to meet deadlines, to be punctual and accurate and to pay meticulous attention to detail.
• The ability to deal with people at all levels and to maintain a high level of integrity and confidentiality.

Deadline:13th September,2026