Board Secrbetariat Officer

6 months ago

Pretoria, South Africa Affirmative Portfolios Full time

**Office Administration ~ Secretarial**
**Pretoria**
***:
**Board Secretariat Officer: - Pretoria -Permanent - Salary: R434 656.00 pa**

**Purpose of the Job**:
The Officer: Board Secretariat is responsible for providing effective and efficient business secretarial and records management support for the company Board committees.

**Responsibilities**:
**Board Secretariat Support Activities**
- Contribute to the preparation of notices, agendas, and meeting packs for the Board within prescribed timelines.
- Ensure that all necessary documents pertaining to the Board meetings are loaded on Teams/ circulated electronically / delivered to the Board Members within the required timeframe.
- Make sure that meeting rooms are booked including venue or link to virtual meeting where required and set up conference calls.
- Assist with taking minutes and drafting action list for the Board meetings.
- Maintain board committee resolution register.

**Administrative duties**
- Coordinate office administration and planning support activities in line with the best practices.
- Maintain the records management system for the Board Secretariat department.
- Adhere to relevant legislative and regulatory requirements such as POPIA.
- Conduct corporate governance research and draft corporate governance documents as and when required for the manager’s consideration.
- Handle all Board Secretariat related enquiries and escalate to the Manager where necessary,

**Reporting**
- Assist in the preparation and submission of reports.
- Contribute to the development of functional reporting systems, for management, project, or performance reporting.

**Stakeholder Management**
- Assist with inquiries and requests for information from both internal and external stakeholders.
- Contribute to the maintenance of relationships with vendors, service providers or procurement teams and ensure that all relevant procured items are invoiced and paid on time.

**Qualifications and Experience**
- Bachelor’s Degree/ Advanced Diploma in Business Administration/ Business.
- Management/ Office Administration/ Management/ Administration related qualification.
- Certification in Records Management will be advantageous.
- Relevant 3 years’ experience in a Board Secretariat related environment.
- Experience in a Records Management role will be advantageous.

**Technical and behavioural competencies required.**
- Planning, Organising and Coordinating.
- Personal Mastery.
- Judgement and Decision Making.
- Ethics and Values.
- Client Service Orientation.
- Knowledge and understanding of labour legislation, policies, procedures, and practices.
- Knowledge and understanding of Risk management related practices.
- Stakeholder management.
- Ability to function independently and under pressure.
- Ability to analyse and interpret information.
- Understanding of records management prescripts.
- Secretariat administration.
- Understanding of corporate governance will be advantageous.
- Advanced computer literacy.
- Report Writing Skills

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