Administrator: Secretariat

SUMMARY:
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

POSITION INFO:
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

 

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