JOB DESCRIPTION:
Key performance areas include but are not limited to:

• Manage and provide professional and effective administrative and secretariat services to the University Council, Senate,Management Committee and their respective Committees.
• Ensure coherent and prompt communication for the implementation of decisions as well as the maintenance of the records of decisions taken through the various governance structures.
• Develop and review Standard Operating Procedures for committee administration and maintain the
• Electronic Decision Register (Resolutions Register) as well as the webpage of the department and oversee the functionality thereof.
• Oversee the compilation of the annual committee meetings calendar and communicate with internal and external stakeholders onmatters pertaining to the area of responsibility, and oversee matters pertaining to meetings and reporting, where applicable.
• Manage administrative processes pertaining to the election, appointment and re­ appointment processes for Council members, where applicable, and maintain Council and Council Committee members’ lists.
• Maintain the electronic Institutional Regulatory Code (policy database) and oversee the review cycles for existing policies and the publication of newly approved policies.
• Maintain the Conflict of Interest Register for members of Council in terms of the Higher Education Act provisions.
• Regulate access to confidential reports and documents and control permission rights to the Committee
• Section office, databases and member information.
• Assist in managing a comprehensive committee administration service for the Council in support of the decision-making process including compiling and circulating agendas, drafting minutes and related tasks.
• Manage the maintenance of a register of decision making and the maintenance of internal forward plans and similar as required.
• Provide impartial, timely, relevant, and high-quality advice and guidance to members, officers and the public in relation to the Governance Structures’ decision-making processes and governance issues.
• Advise on the procedural recording of decisions, administrative and legal aspects of the meetings, in line with the university prescripts and to assist members and officers where appropriate.
• Assist report authors in the preparation of their reports throughout the lifecycle from drafting to decision stages, providing advice and guidance on report management processes.
• Ensure that the running of council committees and other committees/structures comply with all legislative requirements and provide advice as required.
• Ensure that minutes of meetings are accurate and lead on the co-ordination of follow-up actions and recommendations.
• Proactively review approval processes for committee meetings, drive continuous improvement and implement improvement where necessary for the benefit of the university.
• Utilise and administer virtual meeting technology as required including webcasting and voting software.
• Assist in acquiring, updating and maintaining the committee management system.
• Manage the maintenance of a register of decision making and the maintenance of internal forward plans of council and other committees as required.

APPLICATION CRITERIA:
Qualifications and Experience:

• Three-year diploma or degree.
• Postgraduate qualification will be an advantage.
• 6 years or more of relevant committee experience, including 3 years in supervision.

Skills and Competencies:

• Excellent writing and communication skills
• Ability to work independently
• Ability to work effectively under pressure
• Planning and organising skills
• Good interpersonal skills
• Ability to work with confidential information
• Willingness to work overtime
• Strong administrative skills
• Attention to detail
• Diplomacy and tact

CLOSING DATE FOR APPLICATIONS: 15 DECEMBER 2025