Company Secretariat Administrator

Introduction

We are currently looking for an experienced secretary to join our team. The successful candidate will be responsible for enabling the Secretariat Office to execute its duties effectively and professionally by providing secretarial and administrative support.

Duties & Responsibilities

A. Management of Formal and Official Records: 20%

• Maintain up-to-date manual and electronic filing systems for formal records.

• Maintain statutory records, including minute books, attendance registers, company registers, resolution registers and CIPC forms.

• Manage the Courtesy Register and Conflict of Interest Register.

• Ensure proper record keeping and archiving of minutes and meeting attendance registers.

B. Coordination of Meetings: 30%

• Notify attendees of meeting dates, times and venues.

• Book meeting venues.

• Ensure required meeting equipment, such as projectors and recorders, is available and fully functional.

• Arrange catering and refreshments when required.

• Prepare meeting packs.

• Ensure meeting packs and minutes are circulated on time.

• Take meeting minutes when required.

• Facilitate the scheduling of special meetings.

• Monitor committee expenditure on refreshments and ensure timely cancellation of refreshments, venues and travel arrangements when necessary.

C. Administrative and Secretarial Support: 50%

• Raise departmental purchase requisitions.

• Ensure invoices are paid on time.

• Monitor committee secretariat expenditure on refreshments, venues and travel.

• Order and maintain stationery and equipment supplies.

• Make travel and accommodation reservations.

• Attend to internal and external queries directed to the department and escalate where necessary.

• Liaise with internal and external administrators to ensure the smooth organisation of Secretariat Office activities.

Desired Experience & Qualification

4. Qualifications and Requirements

• Bachelor of Administration (BAdmin.) degree.

• Chartered Institute of Secretaries (CIS) qualification would be advantageous.

• Driver’s licence.

• Experience in the ICT sector would be an added advantage.

5. Experience

• At least three years of secretariat experience in a similar role.

• Experience in a similar industry or sector would be advantageous.

• Advanced computer literacy , particularly in the Microsoft Office suite.

6. Required Competencies

Knowledge

Skills

Attitudes and Professional Attributes

PFMA, Companies Act and King III

Advanced writing

Ability to interact with staff at all levels

Protocol on corporate governance in the public sector

Minute taking

Attention to detail

Policies and procedures

Facilitation

Ethical conduct

Language

Interpersonal skills

Honesty

Communication

Organising

Integrity

Administration

Good command of English

Accuracy

Microsoft Office proficiency

Observance of protocol

Ability to interact at top management level

7. Special Requirements

• Willingness to work outside normal office hours and occasionally on weekends to support meetings and collate meeting packs.

• Ability to work under pressure and meet strict deadlines.

8. Decision Making and Planning

Regular challenges include

• Managing and retaining information.

• Communicating with internal and external stakeholders.

• Arranging events, logistics and meeting rooms.

• Following up on documents requiring signatures.

Resources used

• Computer.

• Meeting minutes.

• Legislation.

• Recorder.

• Gift register.

Planning cycles

• Macro planning: Annual.

• Micro planning: Two weeks for submission of agendas.

The document indicates that the impact of judgement calls may be felt within up to one week , for example, when responding to information requests. The role is 100% operational , with scope to recommend changes to processes, procedures or policies.

9. Accountability

The jobholder is accountable for

• Maintaining confidentiality.

• Ensuring the quality and accuracy of minutes.

• Maintaining an effective filing system and retaining documents.

• Responding to queries within agreed turnaround times.

• Managing and safeguarding meeting documentation.

• Ensuring statutory compliance regarding minute books and registers.

• Recording meetings and keeping recordings secure.

Items requiring line manager approval

• Expenditure.

• Meeting minutes.

• Meeting agendas.

• Meeting packs.

• Information supplied to requestors.

10. Communication

Verbal communication

• Executive Committee (Exco) members.

• Senior managers.

• Staff across all departments.

Written communication

• Meeting minutes.

• Action lists.

• Status reports on training attendees.

• Resolution registers for approved submissions.

• Emails.

Package & Remuneration

Market Related

Interested?

If you're interested, please do apply via the provided link