Officer (P10): Secretariat X2

Description:

Purpose
The purpose of this position is to perform a key role in the governance of the University by serving assigned Committees, working and steering groups, and to maintain the confidentiality of information.

Minimum Requirements

• NQF Level 07 Bachelor Degree or Advanced Diploma.
• Minimum of 2-3 years of experience in a governance role, preferably in higher education or public sector.
• Experience in minute-taking and working with the senior leadership committee.
• Computer Literacy (MS Office suite).
  

Recommendations

• Knowledge of Higher Education sector.
• Familiar with the Higher Education Act, King IV, and good governance principles.
  

Duties and Responsibilities

Committee Administration

• To act as Officer to committees and working groups of Council/Senate/Management; and to ensure that committee business is appropriately conducted under the direction of the Manager: Secretariat.
• To undertake related committee servicing tasks, ensuring the efficient and effective operation of assigned University committees, and acting as the interface between relevant University committees, Schools, and professional services’ departments. To liaise with and advise committee Chairs on matters of fact, protocol, precedent, procedure, and regulation.
• To maintain the processes necessary to ensure the highest standards of University decision-making about academic and executive regulations, structures, policies, and procedures.
• To assist with the preparation of the Annual Calendar of Meetings for Statutory Bodies and Principal Committees.
• To undertake project work for the University Registrar as required (e.g., reviews of policy/procedures).

Policies and Regulations

• To contribute to the formulation, development, maintenance, drafting, editing, review and dissemination of University academic and executive policies and regulations working with the University Registrar, Manager: Secretariat and other senior staff and relevant University committees. This involves acting as the interface between the intention behind regulatory and policy developments and their eventual articulation; and distinguishing between matters that are regulatory and procedural.

Other Responsibilities

• To collaborate with other Secretariat Officers, to supervise the work of the unit’s Senior Administrator and contribute to his/her development.
• To be familiar with University policies on the Protection of Personal Information Act, 2013 and contribute to ensuring the University’s information compliance duties are met with reference to the Information Compliance Officer (University Registrar).
• To contribute to the continuous development and improvement of service excellence and provision, including the University’s governance portal of publication for policies and regulations, record-keeping for audit purposes, guidance documents and committee servicing.
• To provide assistance, as necessary, to the Manager: Secretariat in delivering external/professional development and training.

Enquiries can be made via email at spurecruit@spu.ac.za

Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment.

Women and people with disabilities are encouraged to apply.

Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.

Requirements:

• NQF Level 07 Bachelor Degree or Advanced Diploma.
• Minimum of 2-3 years of experience in a governance role, preferably in higher education or public sector.
• Experience in minute-taking and working with the senior leadership committee.
• Computer Literacy (MS Office suite).
  

• Knowledge of Higher Education sector.
• Familiar with the Higher Education Act, King IV, and good governance principles.
  

• To act as Officer to committees and working groups of Council/Senate/Management; and to ensure that committee business is appropriately conducted under the direction of the Manager: Secretariat.
• To undertake related committee servicing tasks, ensuring the efficient and effective operation of assigned University committees, and acting as the interface between relevant University committees, Schools, and professional services’ departments. To liaise with and advise committee Chairs on matters of fact, protocol, precedent, procedure, and regulation.
• To maintain the processes necessary to ensure the highest standards of University decision-making about academic and executive regulations, structures, policies, and procedures.
• To assist with the preparation of the Annual Calendar of Meetings for Statutory Bodies and Principal Committees.
• To undertake project work for the University Registrar as required (e.g., reviews of policy/procedures).

• To contribute to the formulation, development, maintenance, drafting, editing, review and dissemination of University academic and executive policies and regulations working with the University Registrar, Manager: Secretariat and other senior staff and relevant University committees. This involves acting as the interface between the intention behind regulatory and policy developments and their eventual articulation; and distinguishing between matters that are regulatory and procedural.

• To collaborate with other Secretariat Officers, to supervise the work of the unit’s Senior Administrator and contribute to his/her development.
• To be familiar with University policies on the Protection of Personal Information Act, 2013 and contribute to ensuring the University’s information compliance duties are met with reference to the Information Compliance Officer (University Registrar).
• To contribute to the continuous development and improvement of service excellence and provision, including the University’s governance portal of publication for policies and regulations, record-keeping for audit purposes, guidance documents and committee servicing.
• To provide assistance, as necessary, to the Manager: Secretariat in delivering external/professional development and training.