Head: Secretariat

4 days ago

Johannesburg, South Africa University of the Witwatersrand Full time

**Main Purpose**:
The incumbent is responsible for day-to-day supervision and on-going mentoring and/or training and performance management of a team, which includes three senior committee coordinators (grade AD08), one committee coordinator (grade AD10), one Senior Office Administrator (Grade AD09), and other part-time contractual staff who assume secretariat-related functions. Additionally, the incumbent executes committee support responsibilities for Council - the highest governance body of the University; Executive Committee of Council (ExCo); Remunerations Committee; Nominations Committee; as well as other ad hoc, and sometimes regular, committees of the University. The incumbent is also expected to perform other duties related to functions within the Registrar’s Division as determined by the University Registrar or Deputy Registrar.

**Key Responsibilities (including, but not limited to)**:

- Day-to-day supervision and management of subordinates
- Meeting preparation, e.g. preparing notices, agendas, and supporting documents for the University’s Council and other meetings
- Compile meeting reports
- Follow up with relevant individuals in compiling meeting packs
- Liaises with senior officials of the University, e.g. Deputy Vice-Chancellors, Deans, Heads of Schools/Departments, senior managers, etc. to advise on the outcome of Council and other meetings and relevant follow-up
- Advises Registrar on committee memberships, term completion dates, electoral process for new members to Senate, Council, and other committees. Manage election processes of new members onto committees.
- Liaises with other departments in the University, such as Central Records Office regarding archiving of University records, etc.
- The management of the various technology platforms that house meeting documentation, e.g. SharePoint.

**Minimum Requirements/Competencies**:

- Minimum - Honours degree (NQF8)
- Minimum of 3 - 5 years’ experience in a management/supervisory position
- High levels of competence, supervisory and organisational skills
- A thorough understanding of Compliance, Governance and Governance structures
- Minute-taking and committee support experience is essential;
- Good interpersonal skills, with the ability to communicate with diplomacy and professionalism at all times
- Excellent command of English, both written and verbal
- Must be capable of working under pressure and long hours
- High levels of honesty and integrity
- Attention to detail
- Ability to work in a team
- Knowledge of the following:

- Administrative systems and processes
- Compiling high level reports, agendas and minutes
- Excellent planning, organisational, administrative and time management skills
- Demonstrate ability to:

- Précis debate at high level and compile coherent reports
- Prioritise, pay attention to detail and act on information, maintain confidentiality, collegiality and professionalism
- Perform in a highly pressurised and deadline driven environment
- Demonstrable experience in computer literacy in Microsoft Office products and services, especially Microsoft Outlook, Word, Tams, OneDrive and SharePoint.

**Preferences**:

- Honours Degree in English (NQF 8)
- Certificate in Corporate Governance and Administration
- Experience:

- Liaising with management within an Executive Management environment
- Working in a University or Higher Education environment coupled with an understanding of the Higher Education Act, 1997, the Institutional Statute and aspects of governance.
- Copying/editing skills.

Detailed Description

Job Requirements

Additional Details

How To Apply

**Closing Date: 28 November 2024**

Minimum Salary
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Amount of Travel
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