PURPOSE OF THE POSITION

To effectively supervise the Secretariat operations and staff responsible for statutory/faculty committees. To provide adequate committee

coordination administration support to assigned committees and to ensure compliance with governance processes.

KEY RESPONSIBILITIES:

Committee coordination of assigned committees

Responsible for committee coordination of assigned committees as per the workload matrix:

·        Pre-meeting tasks

·        Agenda compilation

·        Minuting of meetings

·        Report to next level committees

·        Post-meeting tasks

·        Records management

Administer and monitor meeting governance processes

·        Assist Head with calculation of self-evaluation results of committees and writing of feedback reports for committees.

·        Oversee nomination and election processes of committees of committee coordinators supervised by the position.

·        Provide input on the Terms of references of the committees involved in the line of this position.

·        Responsible for the role of the Secretariat in the Appointment of Office bearers for the Executive Deans

·        Assist the Head with the compilation of the meeting and academic calendars

Supervision of committee coordinators

Supervise committee coordinators by:

·        Being first point of contact for committee coordinators for questions, communication and input

·        Supervising the productivity of committee coordinators by checking daily work schedules and adherence to Secretariat work processes

·        Training and induction of new committee coordinators

·        Quality control of minutes, reports and agendas of the committee coordinators

·        Planning workload distribution of subordinates in conjunction with Head and acting as stand-in in cases of emergency.

·        Providing Head with first line approval for leave, input on performance management and evaluation and other employee relations processes (discipline, wellness, etc)

·        Taking part in recruitment and selection processes for committee coordinators reporting to this position and undertaking the probation process in coordination with the Head.

Ad hoc tasks

·        Participate in Secretariat management processes as required by the Head and Director, e.g. participation in quality processes, risk management, BCP management, etc.

·        Undertake work-related tasks as assigned by the Head or Director

OHS requirements

·        Comply with the OHS policy and requirements of the NWU