Secretariat Administrator

Introduction

The Secretariat Administrator provides professional secretarial and administrative support to the Corporate Secretariat to ensure the effective and efficient coordination of meetings, management of official records, and delivery of departmental administrative functions. The role is responsible for maintaining accurate statutory records, preparing and distributing meeting documentation, coordinating meeting logistics, monitoring expenditure, and facilitating communication with internal and external stakeholders. The successful candidate must demonstrate excellent organisational, communication, and minute-taking skills, a high level of accuracy, and the ability to maintain confidentiality and meet strict deadlines.

Duties & Responsibilities

1. Management of Formal and Official Records

Maintain an accurate and up-to-date manual and electronic filing system for formal and official records.

Maintain statutory records, including minute books, attendance registers, company registers, resolution registers, CIPC forms, and other relevant documentation.

Manage courtesy and conflict-of-interest registers.

Ensure proper recordkeeping, archiving, and safekeeping of meeting minutes, attendance registers, and recordings.

Ensure the confidentiality, accuracy, and accessibility of official documentation.

2. Coordination and Administration of Meetings

Notify meeting attendees of scheduled dates, times, and venues.

Arrange and book meeting venues, catering, refreshments, and required equipment.

Prepare meeting packs and ensure the timely circulation of agendas, minutes, and supporting documentation.

Take minutes of meetings when required and maintain accurate records of decisions and action items.

Coordinate and schedule special meetings as necessary.

Monitor committee expenditure relating to refreshments, venues, and travel.

Ensure timely cancellation of bookings and services where required.

3. Provision of Administrative and Secretarial Support

Prepare and submit departmental purchase requisitions.

Follow up on invoices and ensure timely processing of payments.

Monitor expenditure relating to committee meetings, refreshments, venues, and travel.

Order and maintain adequate stationery, equipment, and office supplies.

Arrange travel and accommodation bookings.

Respond to internal and external queries directed to the Corporate Secretariat and escalate matters when necessary.

Liaise with internal and external administrators to ensure the smooth coordination of departmental activities.

Follow up on outstanding documents requiring signatures and approvals.

Prepare correspondence, action lists, status reports, and other administrative documentation as required.

Provide professional support to senior management and other stakeholders.

Experience & Qualification

Required Qualifications

A Bachelor of Administration (B.Admin) degree.

A valid driver's licence.

A Chartered Institute of Secretaries (CIS) qualification would be an added advantage.

Required Experience

At least three (3) years' experience in a secretariat or similar administrative role.

Experience in a similar industry or sector will be an added advantage.

Advanced computer literacy, particularly in the Microsoft Office Suite.

Experience in minute-taking, meeting coordination, records management, and preparation of formal documentation.

Working knowledge of relevant legislation and corporate governance frameworks, including the Public Finance Management Act (PFMA), Companies Act, King III, and the Protocol on Corporate Governance in the Public Sector.

Package & Remuneration

Market Related