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.

: 

• 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

 


Knowledge:

• Legislation: PFMA, Companies Act, King III
• Protocol on corporate governance in the public sector
• Policies and procedures
• Language
• Communication
• Administration

 

• 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