Senior Officer: Meeting Administration x1
Job details
- Position: Senior Officer (Post Level 9): Meeting Administration
- Institution: University of the Free State
- Location: Bloemfontein Campus, South Africa
- Employment Type: Permanent
- Level: Junior Management
- Closing Date: 10 April 2026
This role focuses on providing high-level meeting administration and secretariat support to senior leadership and governance structures within the university.
Job Purpose
The main purpose of this role is to ensure the smooth, professional, and compliant functioning of executive and statutory meetings by managing all administrative, logistical, and governance-related processes.
Key Responsibilities
1. Secretariat & Meeting Support
- Prepare and compile meeting agendas
- Take accurate minutes during high-level meetings
- Distribute meeting documents on time
- Ensure compliance with governance standards
2. Meeting Coordination & Logistics
- Organise venues, catering, and travel
- Arrange technical support for meetings
- Ensure meetings run smoothly without disruptions
3. Governance & Process Facilitation
- Manage processes like:
- Round robins
- Nominations and elections
- Ensure proper communication of decisions to relevant structures
4. Administration & Financial Support
- Handle procurement processes
- Manage requisitions, purchase orders, and claims
- Provide general administrative support
- Liaise with internal and external stakeholders
5. Records & Systems Management
- Maintain systems such as SharePoint and Meeting Web
- Keep accurate and secure records (including recordings)
- Track and update committee memberships
Minimum Requirements
- Bachelor’s degree / Advanced Diploma (NQF 7) OR
- National Diploma (NQF 6)
- At least 2 years’ experience in:
- Meeting administration
- Minute-taking at senior/executive level
- Strong understanding of meeting procedures
Recommended (Advantageous)
- Experience in higher education environment
- Knowledge of procurement and finance processes
- Strong MS Office skills
- Good typing speed and accuracy
Key Competencies
Results-Oriented
- Reliable, responsible, and able to meet deadlines
- Handles pressure calmly
Strategic Thinking
- Plans work effectively
- Uses logic and analysis to solve problems
Business Acumen
- Follows rules and procedures strictly
- Strong administrative discipline
Leadership & Teamwork
- Motivated and energetic
- Works well with others and builds teamwork
Relationship Building
- Strong interpersonal skills
- Able to build professional connections
Required Documents
Make sure your application includes:
- Detailed CV
- Certified copies of qualifications
- SAQA evaluation (if applicable)
- ID or passport
- Proof of employment (e.g. payslip or reference letter)
Incomplete applications will NOT be considered.
Benefits
- Pension scheme
- Medical aid
- Housing allowance
- Paid leave & sick leave
- Study benefits
- Service bonus