Senior Committee Secretary - Sandton at The Independent Institute of Education (IIE)

Key Areas of Responsibility:

Responsibilities include but are not limited to the administration of The IIE governance meetings, i.e.:

Governance Meetings Logistics

• Compiling annual meeting schedules for the governance committee meetings.
• Keeping up-to-date committee membership and attendance registers.
• Preparing and distributing membership letters and ensuring signed Committee Ethics Charters are received, recorded, and filed.
• Sending out notices of meetings.
• Ensuring that all logistical arrangements are in place for the meetings.
• Administering the meetings in line with the schedule, remits, and the IIE Governance Policy.
• Managing meeting logistics during meetings including recording of attendance, establishing if meetings are quorate and recording any conflict of interest, managing the online voting process (as and when required), etc.

Governance Meetings Agendas and Related Tasks

•  Sending out calls for agenda items.
• Compiling and distributing the agenda packs in line with remits, conventions and the IIE Governance Policy.
• Loading the agenda and supporting documents on the online system.
• Compiling matters arising/action items and a decision list for each meeting and ensuring that these are signed off by the relevant Committee Chairperson.
• Following up on matters arising and ensuring that these are incorporated into the agenda.
• Keeping the agenda checklists up to date.
• Preparing, sending, and tracking items sent via round-robin for approval and ensuring that they are tabled at the relevant governance meetings.

 Governance Meetings Minutes

•  Taking, drafting, and finalisation of minutes.
• Ensuring that the minutes are signed off by the Chair of the meetings and distributed in line with the governance meeting schedule.

Governance Meeting Records and Maintenance

 Record keeping: Working with the Deputy Registrar: Compliance and Registry Clerk in:

• Maintaining a secure electronic and hard copy filing system for all Governance Meetings, projects, processes, and templates.
• Maintaining the electronic and hard copy filing of all committee documentation.

Managerial, Policy, General, and other Divisional Duties

• Keeping the committee process documents up to date.
• Assist with the development of the induction programme/ module for committee members and also assist with the induction.
• Facilitating the evaluations of committees in line with their remits.
• Administering The IIE Policy and Procedure review and feedback collection process. This includes ensuring and maintaining up-to-date policy changes and that these are communicated timeously and accurately.
• Communiqués: Compiling and distributing communiqués.
• Customer Service: Attending to queries from our brands and other external customer, in line with our policies, and doing this via The IIE electronic/tracking systems.
• Office administrative support: Assisting with verification of qualifications from verification agencies and completion of supplier/ vendor registration forms on behalf of the company.
• Other general administrative duties in support of the Registrar’s team as well as other related tasks or areas of responsibility as and when required.

Other Requirements:

Qualification: 

• A Bachelor’s Degree (NQF Level 7) or equivalent/ related qualification. 

Experience: 

• At least 3 years experience as a Committee Secretary in the higher education sector in the division of the Registrar/ Faculty/ Governance or Secretariat and 2 years experience as a Senior Committee Secretary.