Internal Advert: Minute Takers

Rhodes University; Makhanda; On-site; ZAR 47,000 - 51,000; Part time

Job summary

Rhodes University is seeking competent, reliable minute-takers to assist with ad hoc minute-taking for identified meetings. The role is part-time, not more than 24 hours per month, with attendance in person or via Zoom.

Responsibilities include taking minutes, producing draft and unconfirmed minutes within set deadlines, and completing action minutes promptly. A Grade 12 plus ~2 years’ experience and excellent English writing are required.

Qualifications

• Grade 12 plus approximately 2 years’ relevant experience.
• Excellent English writing proficiency.
• Previous administrative experience within a computerised environment where sound organisational, writing, and time-management skills were key.
• Track record of using technology for effective service.
• Previous experience supporting committees will be an advantage.
• Availability to attend the meeting in person or via Zoom.

Responsibilities

• Attend identified meetings.
• Take the register.
• Produce draft minutes within five working days of the meeting, for checking by a scrutineer and/or chairperson of the meeting. At times, depending on urgency, the deadline may change.
• Produce unconfirmed minutes within eight days of the meeting for checking by the Secretariat.
• Preparation of action minutes thereafter, within one day of completing the unconfirmed minutes.

Skills

English writing

Administrative experience

Organizational skills

Time management

Tech-savvy

Committee support

Education

Grade 12 + 2 years experience

Tools

MS Word

Job description

CALL FOR MINUTE TAKERS IN THE OFFICE OF THE SECRETARIAT – (PART-TIME, NOT MORE THAN 24 HOURS PER MONTH

REGISTRAR’S DIVISION

The Registrar's Division (Governance and Secretariat) is seeking competent, reliable minute-takers to assist with efficient, accurate, and ad hoc minute-taking for identified meetings and post-meeting processes. The work required will not exceed 24 hours in any given month. The need is ad hoc rather than regular.

The Requirements

• Grade 12 plus approximately 2 years’ relevant experience, where such experience includes:
• Excellent English writing proficiency
• Previous administrative experience within a computerised environment where sound organisational, writing, and time-management skills were key.
• Track record of using technology for effective service
• Previous experience supporting committees will be an advantage
• Availability to attend the meeting in person or via Zoom

IN ADDITION

• Reliable internet access and with sound computer skills, particularly in MS Word
• Your own laptop
• Experience having taken minutes in meetings previously will be an advantage
• Demonstrated ability to work accurately and meet strict deadlines

RESPONSIBILITIES AND OUTPUT

• Attend identified meetings.
• Take the register.
• Produce draft minutes within five working days of the meeting, for checking by a scrutineer and/or chairperson of the meeting. At times, depending on urgency, the deadline may change.
• Produce unconfirmed minutes within eight days of the meeting for checking by the Secretariat.
• Preparation of action minutes thereafter, within one day of completing the unconfirmed minutes.

Remuneration

• The rate is 91.36 per half hour that the meeting lasts, and for every half hour add 15 minutes (i.e. R45.68).
• The rate includes all the responsibilities/outputs listed above
• The secretariat will submit a request for payment to the Division of People and Culture once the work is completed, and payment will be made in the month following the payment submission request.

All applications will be treated in strict confidence. (ONLY IF APPLICABLE, DELETE IF YOU ARE ADVERTISING A CONTRACT POST)This post is advertised as a permanent post, but the University may opt to appoint on a fixed-term contract of not less than three years. The University reserves the right not to proceed with the filling of the post. An application does not entitle the applicant to an interview. Employment checks will be conducted on recommended candidates.

Applications from retired staff will be considered and encouraged.

Recognising that diversity is important in achieving excellence.

Rhodes University strongly encourages South African members of underrepresented designated groups as well as persons with disabilities to apply. Spouses and partners of existing staff members are also encouraged to apply.

Please note all appointments are made in line with the requirements of the Employment Equity Act 55 of 1998, as amended, the Immigration Act 13 of 2022 and Rhodes University's Recruitment and Selection policies.

Our core values and principles are the foundation of our commitment to creating a positive, supportive, and enabling environment. These values guide our decisions, actions, and how we engage with each other as we work to achieve our vision and mission.

These values are

• Diversity
• Integrity
• Respect
• Excellence
• Collegiality
• Compassion

Underpinning these values is the moral duty of accountability and courage: we acknowledge that we are answerable to each other, our Council and ultimately, the South African society for the decisions we make and the actions we take. We are committed to openness and transparency in our governance, our decision-making and in the execution of our responsibilities and in demonstrating courage in confronting those who violate the values for which we stand.