Committee Administrator: Safety in Mines Research Advisory Committee (SIMRAC) Including Programme Delivery Technical Committee (PDTC) at Mine Health and Safety Council (MHSC)

To be considered for this role you must have:

To be considered for this role you must have (Minimum Education):

• Matric Certificate
• At least a Secretarial Certificate

Min Experience: At least 3 years’ experience in secretariat services including minute taking and organizational skills.

Key performance areas

The successful candidate will be responsible for, but not limited to the following:

• Set up Agenda for meetings
• Prepare meeting documentation for all scheduled meetings and take minutes
• Send out notice of meetings in advance and maintain the annual meeting schedule of all MHSC Committees meetings to ensure there is no double booking of members.
• Communicate with the Centre of Excellence Manager and Specialists and the Chairperson on the development of the agenda for the meetings.
• Assist in development of circulars and upon receipt from the Centre of Excellence Manager and Specialists, further compile meeting documentation for all scheduled meetings for distribution to members.
• Assist in development of circulars and upon receipt from the Centre of Excellence Manager and Specialists, further compile meeting documentation for all scheduled meetings for distribution to members.
• Ensure circulars for the meetings are correctly numbered and distributed 7 days before the meeting, wherever possible by electronic means.
• Ensure all logistical arrangements for the meeting, such as travel arrangements for committee members, catering and refreshments, and projector if needed are taken care of before the meeting.
• Where applicable, arrangements may extend to travel and accommodation co-ordination for committee members to attend MHSC related events such as workshops.
• Take accurate minutes of the proceedings at all SIMRAC, PDTC, and other SIMRAC Technical Committees, subcommittees or task teams meetings or at other meetings as can be reasonably requested by the Centre of Excellence Manager and Specialists and develop clear action items or matters arising for distribution to members within 14 working days after the meeting.
• Safe keeping of signed minutes both in hardcopy and electronic format.
• Co-ordinate the arrangements of events including workshops of SIMRAC and its Technical Committees, subcommittees or task teams.
• Provide administration support for ad-hoc meetings and to the Centre of Excellence Manager and Specialists when requested.
• Circulate reports and documentation to Committee members as and when required