Officer: Board Secretariat (3-Month Fixed Term Contract) – Centurion

Affirmative Portfolios; Centurion; On-site; ZAR 391,000 - 478,000; Part time

Job summary

Affirmative Portfolios in Centurion is seeking the Officer: Board Secretariat on a 3-month fixed term contract. You will provide effective board secretarial and records management support to the company board committees, ensuring timely notices, agendas and minutes.

This role requires a relevant degree and at least three years in a board secretariat environment, with knowledge of records management, labour legislation and risk management.

Qualifications

• Bachelor’s/Advanced Diploma in Business Administration or related field.
• Administration related qualification or certification advantageous.
• Certification in Records Management beneficial.

Responsibilities

• Contribute to notices, agendas and meeting packs for the Board within timelines.
• Load and circulate documents for Board meetings; prepare minutes and action lists.
• Maintain board committee resolution register and governance documents.
• Coordinate records management and respond to Board Secretariat inquiries.

Skills

Records management

Labour law knowledge

Risk management

Education

Bachelor’s Degree/ Advanced Diploma in Business Administration

Administration related qualification

Certification in Records Management

Job description

Officer: Board Secretariat (3-Month Fixed Term Contract) – Centurion

Salary range: up to R434 656.00 pa (Based on experience)

Purpose of the role:

The Officer: Board Secretariat is responsible to provide effective and efficient business secretarial and records management support for The Company Board committees.

Minimum Requirements and Experience:

• Bachelor’s Degree/ Advanced Diploma in: Business Administration
• Business Management
• Office Administration
• Management
• Administration related qualification.
• Certification in Records Management will be advantageous.
• Relevant 3 years' experience in a Board Secretariat related environment.
• Experience in a Records Management role will be advantageous.
• Knowledge and understanding of labour legislation, policies, procedures, and practices.
• Knowledge and understanding of Risk management related practices.

Key Performance Areas

Board Secretariat Support Activities

• Contribute to the preparation of notices, agendas, and meeting packs for the Board within prescribed timelines.
• Ensure that all necessary documents pertaining to the Board meetings are loaded on Teams/ circulated electronically / delivered to the Board Members within the required timeframe.
• Make sure that meeting rooms are booked including venue or link to virtual meeting where required and set up conference calls.
• Assist with taking minutes and drafting action list for the Board meetings.
• Maintain board committee resolution register.

Administrative Duties

• Coordinate office administration and planning support activities in line with the best practices.
• Maintain the records management system for the Board Secretariat department.
• Adhere to relevant legislative and regulatory requirements such as POPIA.
• Conduct corporate governance research and draft corporate governance documents as and when required for the manager’s consideration.
• Handle all Board Secretariat related enquiries and elevate to the Manager where necessary,

Reporting

• Assist in the preparation and submission of reports.
• Contribute to the development of functional reporting systems, for management, project, or performance reporting.

Stakeholder Management

• Assist with inquiries and requests for information from both internal and external stakeholders.
• Contribute to the maintenance of relationships with vendors, service providers or procurement teams and ensure that all relevant procured items are invoiced and paid on time.

NB: Should you not be contacted within 2 weeks of your application, please consider it as unsuccessful.