Senior Officer: Meeting Administration (6396)
Job details
- Position: Senior Officer (Post Level 9): Meeting Administration (Job ID: 6396)
- Institution: University of the Free State
- Location: Bloemfontein Campus
- Employment Type: Permanent
- Level: Junior Management
- Closing Date: 10 April 2026
This role is focused on delivering professional meeting administration and governance support to top management structures.
Job Purpose
To provide efficient and compliant meeting administration (secretariat services) by managing agendas, minutes, logistics, and governance processes for committees within the university.
Key Responsibilities
1. Secretariat & Governance Support
- Compile meeting agendas
- Take accurate and professional minutes
- Distribute meeting documents on time
- Support governance compliance
2. Meeting Coordination
- Arrange venues and catering
- Manage technical meeting requirements
- Ensure smooth execution of meetings
3. Meeting Process Facilitation
- Manage:
- Round robins
- Nominations and elections
- Ensure proper flow of recommendations to decision-makers
4. Systems & Records Management
- Maintain systems like SharePoint and Meeting Web
- Keep accurate records of meetings (including recordings)
- Ensure secure document storage
5. Committee Administration
- Track and manage committee memberships
- Support implementation of governance policies
- Handle related correspondence
Minimum Requirements
- Bachelor’s degree / Advanced Diploma (NQF 7) OR
- National Diploma (NQF 6)
- At least 2 years’ experience in:
- Meeting administration
- Agenda compilation
- Minute-taking
- Knowledge of meeting procedures
Recommended (Advantageous)
- Experience in higher education
- Strong MS Office skills
- Good typing speed and accuracy
Key Competencies
Results-Oriented
- Reliable and accountable
- Works well under pressure
Strategic Thinking
- Highly detail-focused and organised
- Strong planning ability
Business Acumen
- Follows rules and procedures strictly
- Good administrative discipline
Leadership
- Motivated and positive attitude
- Works well in teams
Building Relationships
- Good interpersonal skills
- Works collaboratively with others
Required Documents
Make sure you submit:
- Detailed CV
- Certified qualifications
- SAQA (if applicable)
- ID/passport
- Proof of employment
Incomplete applications will be rejected.
Benefits
- Pension scheme
- Medical aid
- Housing allowance
- Paid leave
- Study benefits
- Service bonus