Committee Officer - (1850) at University of the Western Cape/Universiteit van Wes-Kaapland

Key Performance Areas:

The Committee Officer will largely be responsible for providing secretarial support to committees, including the following:

• Schedule and coordinate SAP committee and sub-committee meetings; 
• Request and receive documents from various faculties and other stakeholders within specified timelines;
• Prepare and distribute agendas, meeting materials and documentation in advance, ensuring that all necessary information is available to all members timeously; 
• Take detailed and accurate minutes, capturing key decisions and actions required of stakeholders; 
• Communicate and follow up on action items promptly to relevant parties, ensuring clarity and accountability, within specified timelines;
• Compile and maintain annual workplans of the SAP committee and its sub-committees, in consultation with the Director: APU;
• Conduct annual updates to all committee membership registers, ensuring members are appointed in accordance with committee terms of reference, 
• Maintain decision and action/matters arising registers for committees, 
• Ensure expedient communication of governance decisions to SAP committee and sub-committee members, to staff of the APU and other key stakeholders; 
• Ensure documents are accessible and organised for easy retrieval, including archiving of documents; 
• Ensure a schedule of meetings of SAP and its sub-committees is prepared annually; with due consideration of submission deadlines for Senate Executive Committee, Senate and Council meetings to enable timeous recommendations and approvals of SAP matters;  
• Ensure compliance with statutes and terms of reference (standing orders); 
• Liaise with committee members, Faculty academic planning committee administrators; Secretariat’s Committee Officers and other key quality assurance and support units;
• Accurately and timeously prepare submissions from SAP to the Senate Executive Committee, including Reports, and all relevant documentation, to enable SEC to recommend SAP matters to Senate and Council for approval; and
• Be responsible for various aspects of office administration as required, including but not limited to Finance and HR Administration 

 Minimum Requirements:

• Bachelor’s Degree or equivalent, preferably in administration  up to 5 years proven procedural and administrative experience within a higher education institution 
• Strong English written and verbal communication skills 
• At least 3 years proven experience in report and minute writing
• Demonstrated ability to manage multiple tasks and prioritise effectively 

Added Advantages:

• Knowledge of the governance processes in Higher Education would be advantageous
• Knowledge of an electronic committee management system would be advantageous

Competencies Required:

• Strong planning and organising skills
• Excellent interpersonal skills
• Ability to maintain discretion and confidentiality
• Ability to work under pressure
• Strong attention to detail
• Ability to work effectively as part of a team