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.

• A bachelor's degree or equivalent qualification (NQF level 7).
• A minimum of three (3) years’ committee coordination experience.
• A minimum of two (2) years supervision experience.