Committee Secretary

5 months ago

Sandton, South Africa The Independent Institute of Education Full time

The Independent Institute of Education (Pty) Ltd (The IIE) is the registered provider of higher education which is offered through the following educational brands: IIE Varsity College, IIE Vega, IIE Rosebank College, IIE MSA and the IIE HSM. The Central Academic Team (CAT) of The IIE is responsible for the academic leadership and governance of the work done at the brands while each brand is managed as a business entity by its divisional management team.

This position is within the IIE Central Academic Team. The IIE, as the registered provider has ultimate responsibility for registration, curriculum, delivery, assessment, and certification of all education on sites of delivery as well as for relationships with external partners particularly in the regulatory and accreditation arena

**The IIE’s Central Academic Team has a vacancy for a Committee Secretary (mid-weight) at The IIE’s offices based in Sandton.**
The Independent Institute of Education (The IIE) is looking for a dynamic Committee Secretary with exceptional minute-taking, agenda compilation and communication skills and with a proven track record of working in the higher education sector in the division of the Registrar/ Faculty/ Governance or Secretariat.

**Reporting To**:
The successful incumbent will report to the Senior Assistant Registrar

**Level and Scope of Responsibility**:
The Committee Secretary is responsible for assisting and supporting the Senior Assistant Registrar with the IIE Governance meetings and also supporting the Office of the Registrar with other compliance tasks. Ultimately both are directly accountable to the Deputy Registrar: Legal, Governance and Student Services.

**Key Areas of Responsibility**:
This person will initially work under the guidance of the Senior Assistant Registrar (Committee Secretary) but is required to over time take full responsibility for the administration of several of the IIE Governance Committee meetings, e.g., Faculty Boards, Research and Postgraduate Studies Committee, Institutional Student Council, Student Faculty Academic Forums, etc.

**Key tasks**:

- Compiling meeting schedules for the committees allocated to you.
- Sending out notices of meetings and calls for agenda items.
- Compiling and distributing the agenda packs in line with remits and conventions.
- Loading the agenda and supporting documents on the online system.
- Preparing and sending out items via round-robin for approval.
- Ensuring that all logístical arrangements are in place for the meetings.
- Taking and drafting of minutes.
- Managing meeting logistics during meetings.
- Ensuring that the minutes are signed off by the Chair of the meetings and distribution of minutes in line with the governance meeting schedule.
- Compiling matters arising/action items and ensuring that these are signed off by the relevant Chair.
- Following up on matters arising and ensuring that these are incorporated into the agenda.
- Compiling and distributing Communiqués.
- Keeping an up-to-date committee membership and attendance lists.
- Preparing and sending out committee membership letters.
- Maintaining the electronic and hard copy filing of all committee documentation.
- Keeping the agenda checklist and committee process document up to date.
- Induction of committee members.
- Facilitating the evaluations of committees.
- Administrative support to the work of the Office of the Registrar.

**Customer Service**:

- Attending to queries from IIE brands and other external customers, in line with IIE Policies and doing this via The IIE electronic/tracking systems.
- Other administrative tasks in support of the Registrar’s team and related to areas of responsibility.

**Other Requirements**:
**Qualification**:
Bachelor’s Degree (NQF Level 7) or equivalent.

**Experience**:
At least 3 years’ experience as Committee Secretary in the higher education sector in the division of the Registrar/ Faculty/ Governance or Secretariat.

**Competencies**:

- Exceptional typing, agenda compilation and transcribing skills.
- Excellent communication skills particularly in English, both verbal and written, including the ability to communicate with a range of audiences in a way that is clear, concise, specific, accurate and accessible to the target audience.
- Interpersonal skills characterised by tact and diplomacy and an ongoing ability to participate effectively in a team that is spread across the country.
- High delivery ability demonstrated capacity to organise own work and work against tight deadlines.
- Attention to detail.
- Ability to work constructively as part of a team, display initiative and work strategically and independently with limited supervision.
- Able to acquire new skills to keep up with new technologies and or new knowledge areas within relevant disciplines.
- Ability to multitask.
- Computer skills - high level of MS Word, Excel and working with institutional systems

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