Committee Secretary

SUMMARY:
Are you highly organised, detail-driven and confident supporting senior stakeholders? This could be your next career move! 🚀

We’re looking for an experienced Committee Secretary to provide high-level secretariat and governance support across multiple committees within a regulated healthcare environment.

POSITION INFO:
Key Responsibilities:
Meeting cycle and scheduling:

• Maintain an annual committee calendar for all eight bodies, avoiding clashes for people who sit on more than one committee.
• Book rooms and Teams links, confirm attendance and quorum, and reschedule when needed.
• Plan around the December shutdown (15 December to 15 January).

Agendas and meeting packs:

• Draft agendas with each committee head and circulate them with packs at least 3 working days before the meeting.
• Collect inputs from members (sales figures, tender status, stock and Ops updates) and chase late submissions.

Minutes and resolutions:

• Attend every meeting as non-voting secretary and record attendance, apologies, decisions, resolutions and dissent.
• Circulate draft minutes to the committee head within 2 working days and final minutes within 5.
• Keep a numbered resolutions register per committee.

Action tracking and follow-up:

• Keep one live action register across all committees: action, owner, due date, status.
• Send reminders before due dates; escalate overdue items to the committee head, then to the MD.
• Log cross-committee requests, especially commercial committees' requests to Ops, and track them to closure.

Reporting to the Managing Director:

• Produce a weekly one-page dashboard: meetings held, decisions taken, actions open and overdue, blockers.
• Prepare a monthly consolidated summary for the Committee Heads forum.

Records and governance:

• File agendas, packs, minutes and registers in Zoho with version control.
• Maintain each committee's terms of reference, membership list and meeting schedule, and flag when reviews are due.
• Support the set-up of new committees, starting with Medical Imaging Equipment.

Committee administration:

• Coordinate supplier or clinician presenters invited to committees and arrange logistics and catering where needed.
• Draft routine correspondence arising from committee decisions for the head's approval, and handle any other administrative need of the committees.

Committees Serviced:

• Cardio
  Wound Care
• Spinal / Neuro
• Medical Equipment
• Pharmaceutical
• Medical Imaging Equipment
• Operations
• Committee Heads forum

Requirements:

• Matric (Grade 12), essential.
• Diploma or certificate in Office Administration, Secretarial Studies, Business Administration or Corporate Governance, essential.
• Valid driver's licence and own transport; occasional travel to the Gauteng office
• Chartered Governance Institute of Southern Africa (CGISA) qualification or studies, advantageous.
• 3–5 years as a committee, board or executive secretary, or senior PA taking formal minutes.
• Experience in healthcare, medical devices, pharmaceuticals or another regulated industry, advantageous.
• Exposure to public-sector tenders or procurement terminology, advantageous.
• Accurate minute-taking that separates discussion from decisions and actions.
• Strong written English; able to summarise long discussions into short, clear minutes.
• Advanced Microsoft 365 (Outlook, Teams, Word, Excel); Zoho experience strongly advantageous.
• Diary management across many senior stakeholders.

Key Performance Areas:

• Meeting preparation - Agenda and pack circulated on time
• Minutes - Draft minutes to committee head; Final minutes circulated
• Action follow-through - Actions closed by due date
• Escalation - Overdue actions escalated
• MD reporting - Weekly dashboard delivered
• Records - Minutes, packs and registers filed in
• Zoho and findable
• Stakeholder feedback - Committee heads' rating of the
• secretariat

Should you not receive a response within 2 weeks, please consider your application unsuccessful. Please refer to our website,  where all our active vacancies are advertised.
 
IMPORTANT NOTICE
By applying to this advert you hereby acknowledge that you have read and accept the following Protection of Personal Information ACT (POPIA) disclaimer:
I hereby consent for Talented Recruitment to process my personal information as part of the recruitment process. Talented Recruitment shall take all reasonable measures to protect the personal information of applicants and for the purpose of this disclaimer “personal information” shall be defined as detailed in the Protection of Personal Information Act, Act 4 of 2013 (“POPIA”).

 

---