Committee Secretary

1 week ago

Midrand, South Africa ADvTECH Full time

**Varsity College**, **Vega School**, and **IIE MSA** are educational brands of **The Independent Institute of Education (The IIE)**. The IIE is widely recognised as a leader in private higher education in South Africa. It is registered with the Department of Higher Education and Training (DHET) and offers qualifications accredited by the Council on Higher Education (CHE).

**We are looking to appoint Committee Secretary.**

**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.

**Technical Support**:
**The IIE Varsity College, IIE Vega and IIE MSA**are an Equal Opportunity Employer. However, preference may be given to previously underrepresented groups in accordance with the South African Employment Equity Act. The company reserves the right to close or place the vacancy on hold at any time, without prior notice.

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