Committee Administrator (P9) (Registrar: University Secretariat)
Position Summary
Introduction
The University of Johannesburg (UJ) is a vibrant and cosmopolitan institution, guided by its bold UJ Strategy 2035, which emphasises Societal Impact and Sustainability, Global Footprint and Partnerships, and Technology for the Future. Committed to transformative change, UJ’s mission is “To transform and serve humanity through innovation and the collective and collaborative pursuit of knowledge.” The University is guided by the vision of building “An international university of choice, anchored in Africa and the global south, dynamically shaping a sustainable future".
Job description
“Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.
Job Description:
The University Secretariat provides professional administrative services to designated statutory committees of the University.
Responsibilities:
The incumbent will be responsible for:
- Planning, coordinating and managing the logistical arrangements for meetings, including scheduling, venue or virtual platform arrangements, documentation, attendance requirements and related follow-up.
- Coordinating, compiling and distributing agendas and supporting documentation in line with applicable governance requirements, committee rules, submission deadlines and Secretariat standards.
- Providing procedural and governance-related advice before, during and after meetings, including guidance on meeting processes, submission requirements, decision records and follow-up actions.
- Drafting, quality-assuring and distributing minutes, resolutions and action lists in line with the applicable governance requirements and Secretariat standards.
- Drafting reports to other committees, as and when required.
- Maintaining accurate, complete and confidential electronic records for the relevant statutory, governance and management committees of the University.
- Assisting with the planning, coordination and monitoring of the annual meeting cycle, including key dates, submission timelines and committee reporting deadlines.
- Rendering assistance to colleagues when necessary.
Minimum requirements
- A relevant National Diploma (NQF 6) qualification, preferably in Administration, Governance, or another relevant field.
- Extensive experience in:
- Meeting management in an Executive Management, Council, Senate, Statutory Committees or Board environment.
- Drafting, editing and quality-assuring high-level governance and management documents, including agendas, minutes, reports, resolutions and action lists.
- Liaising with senior/executive management.
- Computer literacy, including Microsoft (Word, Excel, PowerPoint) and virtual meeting platforms such as Zoom and MS Teams.
- A valid driver’s licence.
- Occasional attendance at meetings outside normal hours will be required.
- As the University Secretariat office is located off the APK campus, staff may be required to travel to and from meeting venues using their own transport.
Recommendations:
- Relevant additional qualifications.
- An understanding of the higher education sector and the relevant legislation will be an advantage.
Competencies and Behavioural Attributes:
- Excellent organisational, planning and prioritisation skills, with the ability to manage multiple committee cycles and deadlines simultaneously.
- High-level skills in comprehension (an ability to grasp complex concepts).
- Advanced written communication skills, including the ability to summarise complex deliberations, capture decisions accurately and produce formal minutes that support implementation and follow-up.
- The ability to work under pressure without supervision.
- The ability to work as part of a team.
- The ability to meet deadlines, to be punctual and accurate and to pay meticulous attention to detail.
- The ability to deal with people at all levels and to maintain a high level of integrity and confidentiality.
Enquiries:
Enquiries regarding the job content: Ms. Magdel Duvenage (Senior Manager) on Tel: (011) 559 4206
Enquiries regarding remuneration and benefits: Ms. Busisiwe Dumezweni (HCM Business Partner) on Tel: (011) 559 3012
Your application, comprising of a detailed Curriculum Vitae as well as the names and full contact details (including telephone numbers and e-mail addresses) of at least three traceable and credible referees must be uploaded before or on the closing date of the advertised post. Please also attach the following: a copy of your highest academic qualification, proof of registration with professional bodies you might belong to and if applying for an academic position, a list of accredited research output and/ or a portfolio of your creative output.
If you require technical support / assistance on the UJ e-recruitment website, please contact our service provider PNET on the following contact details: 0861 227337/010 140 3099 or email ujsupport@pnet.co.za.
Candidates may be subjected to appropriate psychometric testing and other selection instruments.
In conjunction to merit on the basis of qualifications, experience and proven achievements the University of Johannesburg is committed to providing equal employment opportunities for persons with disabilities and those individuals from the historically disadvantaged groups. As necessitated by operational requirements the University reserves the right not to make an appointment to positions advertised. If you have not received a response from the University within 8 weeks of the closing date, you should assume that your application has been unsuccessful.
Please note that the University is obligated, in terms of recent amendments to the Criminal Law (Sexual Offences and Related Matters) Amendment Act 2021 (Act 13 of 2021), to assess all prospective employees (including applicants) against the National Register for Sex Offenders (NRSO). The outcome of such an assessment may have an impact upon possible employment with the University.