secretariat administrative officer

5 days ago

Northern Suburbs Western Cape, South Africa WESTERN CAPE GAMBLING & RACING BOARD Full time R90 000 - R120 000 per year

The Board seeks a highly organised and detail-oriented individual with demonstrable experience in professional Board and committee administration. The successful candidate will provide full secretariat support to two Board committees and assist with governance functions for the Board. This role is based in Cape Town, Parow and will report to the Board Secretary.

The key performance areas of this position will include, inter alia:

  • Performing a full secretariat (not secretarial) function to assigned committees or the Board.
  • Compile professional formal storyline company minutes with accurate interpretation towards 100% accurate resolutions.
  • Organise committee activities and arrange Board and committee-related events.
  • Attend assigned committee meetings and selected Board meetings as required and produce accurate, professional PDF meeting e-packs and compile formal minutes of assigned meetings.
  • Reviewing, uploading and sharing of committee-assigned meeting e-packs and any other meeting documents on the organisation's Cloud.
  • Maintaining official records of all meeting packs and related documents per the organisational prescripts, for purposes of regular audit queries, ministerial enquiries, or legal and internal requests for information.

Additionally, this role requires a strong command of English, excellent writing skills, and the ability to produce concise, accurate and professional minutes and resolutions. The ideal candidate must be able to operate independently in a highly deadline-driven environment while maintaining the highest levels of integrity, discretion, and professionalism.

The successful candidate must:

  • Be able to work in a pressurised environment, with focus and tenacity to chase various meeting closing dates daily and have an understanding of the rules and norms governing different types of meetings.
  • Have an excellent written command and comprehension of the English language, including a satisfactory knowledge and understanding of formal business writing and editing.
  • In addition, this role calls for an active listener, exceptional attention to detail, excellent organisational skills and the ability to distil complex discussions into concise, coherent and accurate formal minutes, focusing on the most critical information.
  • Be able to apply Time management, problem-solving, speed and accuracy, and multitasking which are essential.

Proficiency in using modern tools and software for recording, formatting, and distributing meeting minutes will be an advantage. The successful candidate will work with confidential information and must therefore demonstrate a high level of professionalism, ethics, and integrity in all aspects of the role.

The minimum requirements

  • Relevant three (3) year degree/diploma with a minimum of one (1) year of relevant experience or a Grade 12 with a minimum of three (3) years of relevant experience.
  • Knowledge of King IV and public entity governance frameworks, familiarity with Provincial Treasury reporting and public sector audit processes, and experience in maintaining structured Board evidence and compliance files will be advantageous.

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