Main Purpose:
The incumbent is responsible for day-to-day supervision and ongoing mentoring and/or training and performance management of a team, which includes three senior committee coordinators (grade AD08), one committee coordinator (grade AD10), one Senior Office Administrator (Grade AD09), and other part-time contractual staff who assume secretariat-related functions. Additionally, the incumbent executes committee support responsibilities for Council – the highest governance body of the University; Executive Committee of Council (ExCo); Remunerations Committee; Nominations Committee; as well as other ad hoc, and sometimes regular, committees of the University. The incumbent is also expected to perform other duties related to functions within the Registrar’s Division as determined by the University Registrar or Deputy Registrar.
Key Responsibilities (including, but not limited to):
- Day-to-day supervision and management of subordinates
- Meeting preparation, e.g. preparing notices, agendas, and supporting documents for the University’s Council and other meetings
- Compile meeting reports
- Follow up with relevant individuals in compiling meeting packs
- Liaises with senior officials of the University, e.g. Deputy Vice-Chancellors, Deans, Heads of Schools/Departments, senior managers, etc. to advise on the outcome of Council and other meetings and relevant follow-up
- Advises Registrar on committee memberships, term completion dates, electoral process for new members to Senate, Council, and other committees. Manage election processes of new members onto committees.
- Liaises with other departments in the University, such as Central Records Office regarding archiving of University records, etc.
- The management of the various technology platforms that house meeting documentation, e.g. SharePoint.
Minimum Requirements/Competencies:
- Minimum – Honours degree (NQF8)
- Minimum of 3 – 5 years’ experience in a management/supervisory position
- High levels of competence, supervisory and organisational skills
- A thorough understanding of Compliance, Governance and Governance structures
- Minute-taking and committee support experience is essential;
- Good interpersonal skills, with the ability to communicate with diplomacy and professionalism at all times
- Excellent command of English, both written and verbal
- Must be capable of working under pressure and long hours
- High levels of honesty and integrity
- Attention to detail
- Ability to work in a team
- Knowledge of the following:
- Email systems and its functionalities to facilitate meeting management
- Administrative systems and processes
- Compiling high level reports, agendas and minutes
- Excellent planning, organisational, administrative and time management skills
- Demonstrate ability to:
- Précis debate at high level and compile coherent reports
- Prioritise, pay attention to detail and act on information, maintain confidentiality, collegiality and professionalism
- Perform in a highly pressurised and deadline driven environment
- Demonstrable experience in computer literacy in Microsoft Office products and services, especially Microsoft Outlook, Word, Tams, OneDrive and SharePoint.
Preferences:
- Honours Degree in English (NQF 8)
- Certificate in Corporate Governance and Administration
- Experience:
- Liaising with management within an Executive Management environment
- Working in a University or Higher Education environment coupled with an understanding of the Higher Education Act, 1997, the Institutional Statute and aspects of governance.
- Copying/editing skills.
How To Apply:
In applying, please submit a covering letter outlining your experience relevant to the position, as well as a detailed CV with names, contact numbers and e-mail addresses of 3 referees.
Please note that applications have to be done through iRecruitment only. No hardcopies or emails should be submitted.
By submitting an application for this post the Applicant acknowledges that their personal information will be processed by the University. The Applicant, by their conduct in proceeding with an application for this position, gives their consent to the processing of their personal information as required by the University’s Recruitment, Selection and Appointment Policy. Such processing includes logging their information on the University’s recruitment systems and disclosing their personal information to University employees identified to take part in the selection and recruitment process. The Applicant consents to any further processing of their personal information as may be required for relevant verification and reference check purposes. The confidentiality of the Applicant's personal information will be maintained.
The University is committed to employment equity. Preference may be given to appointable applicants from the underrepresented designated groups in terms of the relevant employment equity plans and policies of the University. The University retains the right not to make an appointment and to verify all information provided by candidates.
Please note that correspondence will only be entered into with shortlisted candidates. The University reserves the right not to make an appointment or to re-advertise.
Closing Date: 28 November 2024
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