Committee Secretary

Talented Recruitment; Durban; Sur place; ZAR 360 000 - 480 000; Plein temps

Résumé du poste

Talented Recruitment seeks a capable Committee Secretary to manage meeting calendars, agendas and packs for multiple healthcare-related committees in Durban.

You will attend meetings as a non-voting secretary, record decisions and actions, and maintain a cross-committee action log. Proficiency in Microsoft 365 and Zoho is essential, with strong English writing and governance experience valued.

Qualifications

• Matric (Grade 12) and relevant secretary/admin qualification.
• Diploma or certificate in Office Administration, Secretarial Studies, Business Administration or Corporate Governance.
• 35 years as a committee, board or executive secretary, or senior PA taking formal minutes.
• Experience in healthcare, medical devices, pharmaceuticals or another regulated industry advantageous.
• Exposure to public-sector tenders or procurement terminology advantageous.
• Accurate minute-taking that separates discussion from decisions and actions.
• Strong written English; able to summarise long discussions into clear minutes.
• Advanced Microsoft 365 (Outlook, Teams, Word, Excel); Zoho experience strongly advantageous.

Responsabilités

• Meeting cycle and scheduling: maintain an annual calendar and book rooms/Teams links; plan around December shutdown.
• Agendas and meeting packs: draft agendas and circulate packs at least 3 working days before meetings.
• Minutes and resolutions: attend meetings as non-voting secretary and record attendance, decisions and dissent.
• Action tracking and follow-up: maintain a live action register across all committees with owner and due dates.
• MD reporting: produce weekly dashboard and monthly consolidated summary for Committee Heads.
• Records and governance: file agendas, packs, minutes in Zoho with version control and flag reviews.
• Support the setup of new committees, starting with Medical Imaging Equipment.
• Committee administration: coordinate presenters and handle routine correspondence.

Connaissances

Minutes taking

Diary management

Stakeholder management

Microsoft 365

Zoho experience

Communication

Organisational skills

Travel willingness

Formation

Matric (Grade 12)

Diploma or certificate in Office Administration

Governance/Secretarial studies

Outils

Microsoft Outlook

Teams

Word/Excel/PowerPoint

Zoho CRM

Description du poste

Key Responsibilities:

• Meeting cycle and scheduling: Maintain an annual committee calendar for all eight bodies, avoiding clashes for people who sit on more than one committee. Book rooms and Teams links, confirm attendance and quorum, and reschedule when needed. Plan around the December shutdown (15 December to 15 January).
• Agendas and meeting packs: Draft agendas with each committee head and circulate them with packs at least 3 working days before the meeting. Collect inputs from members (sales figures, tender status, stock and Ops updates) and chase late submissions.
• Minutes and resolutions: Attend every meeting as non-voting secretary and record attendance, apologies, decisions, resolutions and dissent. Circulate draft minutes to the committee head within 2 working days and final minutes within 5. Keep a numbered resolutions register per committee.
• Action tracking and follow-up: Keep one live action register across all committees: action, owner, due date, status. Send reminders before due dates; escalated overdue items to the committee head, then to the MD. Log cross-committee requests, especially commercial committees' requests to Ops, and track them to closure.
• Reporting to the Managing Director: Produce a weekly one-page dashboard: meetings held, decisions taken, actions open and overdue, blockers. Prepare a monthly consolidated summary for the Committee Heads forum.
• Records and governance: File agendas, packs, minutes and registers in Zoho with version control. Maintain each committee's terms of reference, membership list and meeting schedule, and flag when reviews are due.
• Support the set-up of new committees, starting with Medical Imaging Equipment.
• Committee administration: Coordinate supplier or clinician presenters invited to committees and arrange logistics and catering where needed. Draft routine correspondence arising from committee decisions for the head's approval, and handle any other administrative need of the committees.

Committees Serviced:

• Cardio
• Wound Care
• Spinal / Neuro Medical Equipment
• Pharmaceutical Medical Imaging Equipment
• Operations Committee Heads forum

Requirements:

• Matric (Grade 12), essential.
• Diploma or certificate in Office Administration, Secretarial Studies, Business Administration or Corporate Governance, essential.
• Valid driver's licence and own transport; occasional travel to the Gauteng office Chartered Governance Institute of Southern Africa (CGISA) qualification or studies, advantageous.
• 35 years as a committee, board or executive secretary, or senior PA taking formal minutes.
• Experience in healthcare, medical devices, pharmaceuticals or another regulated industry, advantageous.
• Exposure to public-sector tenders or procurement terminology, advantageous.
• Accurate minute-taking that separates discussion from decisions and actions.
• Strong written English; able to summarise long discussions into short, clear minutes.
• Advanced Microsoft 365 (Outlook, Teams, Word, Excel); Zoho experience strongly advantageous.
• Diary management across many senior stakeholders.

Key Performance Areas:

• Meeting preparation - Agenda and pack circulated on time
• Minutes - Draft minutes to committee head; Final minutes circulated
• Action follow-through - Actions closed by due date
• Escalation - Overdue actions escalated
• MD reporting - Weekly dashboard delivered
• Records - Minutes, packs and registers filed in Zoho and findable
• Stakeholder feedback - Committee heads' rating of the secretariat