Committee Secretary

2 weeks ago

Johannesburg, South Africa ADvTECH Full time

Join Our Team at IIE Rosebank College

The Independent Institute of Education, Rosebank College, is part of the ADvTECH Group, Africa's leading private education provider. From our humble beginning in 1909, Rosebank College has grown to a student population of more than 30,000 students nationwide.

As we continue to expand and innovate, we invite passionate professionals to become part of our dynamic team. If you are driven by the desire to make a meaningful difference in students' lives and wish to contribute to an institution that values academic excellence, connection, and student success, we would love to hear from you.

Join us on our journey of shaping futures

**Overall Job Purpose**:

- To assist the Deputy Registrar: Governance & Compliance with compliance of internal and external regulatory environments, which includes the function and administration of the various governance committees and maintenance of partner agreements.

**Duties and Responsibilities**:
**Meeting Coordination and Preparation**
- Compile detailed meeting schedules.
- Compile committee membership lists.
- Prepare and send out membership letters with relevant documentation.
- Issue timely meeting invitations (e.g. notices, call for agenda items, etc.) and reminders to participants.
- Prepare agendas for governance meetings in collaboration with the respective chairpersons, ensuring inclusion of relevant documents and attachments and that these are loaded on the online meeting system.
- Prepare and send out agenda items via round robin as required.

**Meeting Record Management and Documentation**
- Administer meeting logistics during the meeting, e.g. quorum, voting, etc.
- Compile accurate meeting records, including minutes (draft and signed by the relevant chairs), attendance registers, apologies, decisions, resolutions and declarations of conflict of interests.
- Maintain organised archives of meeting documents and ensure easy retrieval for reference and auditing purposes.
- Distribute approved meeting outcomes and associated actions to committee members promptly after meetings.
- Monitor and track implementation of committee resolutions and actions, escalating issues where necessary.

**Governance Compliance**
- Ensure adherence to institutional governance policies, procedures, and regulatory requirements.
- Provide guidance on governance procedures, standards, and best practices to committee members and stakeholders.
- Assist with the induction of committee members.Facilitate the evaluation of committees in collaboration with the respective chairpersons.

**Policy Communication and Administrative Support**
- Draft, review, and disseminate policy communiqués to various institutional stakeholders.
- Provide comprehensive administrative assistance to Committee Chairpersons, managing schedules, correspondence, and documentation requirements.

**Minimum Educational Requirement**:

- Bachelors Degree (NQF Level 7) or equivalent.

**Minimum Work Requirement**:

- 2 years experience as a Committee Secretariat.

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