SECRETARIAT ADMINISTRATOR

To enable the secretariat office to execute its duties effectively and professionally by providing a professional secretarial and administrative support.

FORMAL EDUCATION

• B.Admin. Degree
• Chartered Institute of Secretaries (CIS) qualification would be advantageous
• Driver’s license 

TECHNICAL/ LEGAL CERTIFICATION

• B. Admin
• CIS (Institute of Secretaries) will be an advantage
• ICT sector will be an added advantage.

EXPERIENCE

• At least three (3) years secretariat experience in a similar role. Experience in a similar industry/sector is an added advantage.
• Computer literacy - MS Office Suite - advanced level

COMPETENCIES

• Advanced writing skills
• Minute taking
• Facilitation
• Interpersonal skills
• Organising
• Good command of English language
• Computer literacy – Microsoft Office suite

OTHER SPECIAL REQUIREMENTS

• Willing to work outside normal office hours and sometimes on weekends for meetings and collating of meeting packs.
• Ability to work under pressure and meet strict deadlines. 

Management of formal/official records 

• Maintains an up to date manual and electronic filing system of formal records
• Maintains statutory records such asminute books, attendance registers, company registers, resolution registers, CIPC Forms, etc
• Manages the Courtesy register, Conflict of interest register
• Maintains proper record keeping/archiving of minutes, meeting attendance registers 

Co-ordination of meetings 

Notifies attendees of meeting dates, times and venues 

• Books meeting venues
• Ensures availability of fully functional equipment required for meetings (such as overhead projector, recorder etc)  
• Books catering and ensures that refreshments are provided if and when required
• Prepares meeting packs
• Ensures timeous circulation of meeting packs and minutes
• Takes minutes of meetings when required
• Facilitates scheduling of special meetings 

Monitor committee expenditure of refreshment and ensure timeous cancellation of refreshments, venues, travel 

Provision of administrative and secretarial support for the department

• Raises purchase requisitions for the department
• Ensures timeous payment of invoices
• Monitors committee secretariat’s expenditure of refreshment, venues, travel
• Ordering and maintaining stationery and equipment supply
• Makes travel and accommodation reservations
• Attends to internal and external queries directed to the department and escalates where necessary
• Liaseswith other administrators externally and internally to ensure proper and smooth organisation of all activities within the secretariat office