Scheme Secretariat and Administration

3 months ago

Johannesburg, South Africa BankservAfrica Full time

Job Title- Scheme Secretariat and Administration- Location- Selby - Johannesburg, GP 2001 ZA (Primary)
- Occupational Level- Professional- Job Category- Governance- Job Type- Permanent- DescriptionBankservAfrica form part of the South African National Payments System and are a trusted partner of the financial industry, including banking institutions, and therefore require that employees adhere to unwavering standards of honesty and transparency in performing their duties.

PURPOSE
- Provision of general administrative, secretariat and coordinating support to Scheme Management and Scheme Chair/s and committee members in ensuring the effective functioning of the committee/s to which assigned. Key focus areas include:

- Secretarial and administrative support in coordinating all meetings
- Accurate minute recording and distribution there-of
- Accurate record keeping
- Compiling required reports and circulation of needed
- Maintaining activity lists, follow-up and required feedback
- Liaising with and communication with stakeholders
- You will engage with the following stakeholders:

- Internal - Head of Scheme and Head of Scheme Governance, relevant internal business units (Product, Legal ) and Project Management
- External - Scheme committee members, their personal assistants, meeting venues and / or event organizers, regulators/payment organisations where appropriate
- Your key responsibilities include:
Administrative support
- Co-ordinate the scheduling of relevant scheme management, committee and forum meetings and related processes
- Ensuring the accurate, professional and timeous circulation of committee packs and documentation
- Take responsibility for compilation of minutes and approval there-of, recordings, reports, preparing agendas, physical and electronic production, feedback and distribution of reports of meetings and related processes
- Ensure decisions at meetings are enacted and dealing with any follow-up activities
- Liaise with members relating to the coordination of meetings/appointments and referral of matters to other employees / stakeholders for response where appropriate
- Member and Management Support
- Create, develop and maintain accurate and effective records of relevant scheme committee and forum activities in line with the scheme legal, mandate and regulatory requirements. Ensuring updated and accurate records of committee members and their support staff
- Organise and the management of calendars, meeting venues, schedules, meeting logistics, travel and accommodation requirements
- Be responsible for preparation of the required monthly, quarterly and annual committee and forum calendar. Ensure communication, confirmation and RSVP there-of.
- Work with required business units on any delivering any governance events and requirements
- Scheme Governance Support
- Update and maintain scheme committee registers, policies and procedures
- Develop, document and review procedures and make recommendations for improvement
- Draft the annual scheme committee workplans
- Manage and file scheme documents
- Open, log and distribute incoming communications addressed to the scheme chair/management
- Keep an issues log of all enquiries and ensure they are answered
- Deal with any authorisation requests needing scheme member or management approval and/or signatures, including those for the committees,
- Assist in ensuring effective information flows within the scheme management/chair and with and between member committees, and between business units and management.
- Maintain and store appropriate scheme policies and procedures
- QUALIFICATIONS / KNOWLEDGE
- Appropriate tertiary qualifications
- Appropriate Company Secretarial qualifications
- Required computer literacy levels and writing proficiency
- EXPERIENCE
- Min 5 years' experience in secretariat, administration, governance and committee functions
- Excellent organizational skills
- Experience in administration and support of statutory documents
- Minute-taking experience
- Excellent communication and well-developed interpersonal skills.
- Respectful and understanding of confidentiality processes and policy

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