Committee Coordinator Assistant (Secretariat Unit) at National Heritage Council of South Africa

Key responsibilities: 

Council Committee Meeting Management: 

• Understand the terms of reference of serviced committees. 
• Assist in developing the annual Committee Meeting Calendar. 
• Assist in Scheduling meetings as per calendar or as requested 
• Assist in dealing with urgent business requiring attention of the chairperson of a committee. 
• Understand committee interrelationships and advice for effective decision-making. 
• Take heed from the Company Secretary on the Advice to designated committees and meetings of committees on Rules of Procedure and Committee Standing Orders. 
• Learn to serve as a reference point for committee members with regards to matters dealt with by the committee. 
• Respect turnaround times in all processes. 
• Prepare for meetings (meeting documentation, agendas, contact with committee members). 
• Be part of the team to brief the Chairperson and Secretary on the meeting agenda and related items. 
• Attend meetings and assist take meeting minutes. 
• Assist record keeping of attendance at meetings of committees 
• Advice on quorum matters at committee meetings. 
• Assist to compile and circulate action sheets for each meeting to ensure decisions are implemented. 
• Assist to compile electronic meeting minutes within agreed deadlines (turnaround times). 
• Assist in editing and proof-reading of meeting minutes. 
• Communication with stakeholders and committee members. 
• Filing and archiving of documents. 

Other Responsibilities: 

• Ensure adherence to the Promotion of Access to Information Act and other relevant legislation and guidelines. 
• Adhere to quality standards in all areas of the job. 
• Present a positive image of the Council in all aspects of the job and maintain high levels of integrity. 

Continuous improvement: 

• Participate in continuous improvement of self and role outputs/services. 
• Continuously learn and keep up to date with new developments and changes within own role, the department, organisation and industry. 
• Actively share the workload and responsibilities of the team when required, working collaboratively and supporting team members. 
• Maintain ownership for own work, performance management and development. 
• Maintain optimum quality of work outputs. 
• Maintain open and honest communication. 
• Engage in problem solving and continuous improvement processes that optimise role outputs and services. 
• Efficiently utilise the NHC resources. 
• Comply to NHC policies and procedures. 

Qualifications, skills and experience: 

• M+3 Relevant Degree or equivalent qualification or Professional qualification such as Chartered Secretaries/Governance Professional course at NQF 7. 
• Advanced Computer Literacy. 
• Introductory Project Management. 
• Knowledge of Committee work. 
• Minimum 5 Years in Committee Administration. 
• High level of confidentiality. 
• Interpersonal skills. 
• Communication skills 
• Problem solving skills 
• Negotiation skills. 
• Attention to detail 
• Language and editing 
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of stakeholders or employees of organisation.