Job Description

KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll - Applications submitted through any other platform will not be considered.Duties and responsibilities:

• Compile agendas for meetings.
• Take minutes at meetings.
• Distribute agendas and minutes to members within an acceptable timeframe.
• Facilitate round robins as applicable.
• Facilitate requests for the cancelation of meetings if applicable in consultation with the Office of the Deputy Registrar: Governance and Policy and the Office of the Registrar.
• Manage logistics of meetings (venue, refreshments, infrastructure).
• Distribute draft minutes to members of meetings or as applicable.
• Provide excerpts from minutes as requested to assist in implementation.
• Update the electronic database of meetings on the Meeting Web.
• Assist with the process flow for the transfer of applicable recommendations and documentation to the next decision-making levels.
• Maintain the UFS Meeting Management SharePoint site as applicable.
• Coordinate and monitor membership of meetings as applicable.
• Support the Chairperson of applicable meetings in terms of meeting procedure (quorum requirements, voting, inviting presenters, managing presentations, following up on actions, etc) as permitted.
• Facilitate nomination and election of committee members.
• Draft letters as applicable.
• Assist in developing and implementing the applicable policies and procedures.
• Make sure that records are kept safe and discard sound recordings of meetings.

Inherent requirements:

• Bachelor's degree or a B-Tech degree on NQF 7.
• A minimum of two (2) years proven relevant experience in meeting administration and minute taking on a senior executive level.
• Knowledge of meeting procedures.
• Computer literacy.

Recommendations:

• Knowledge of the Higher Education environment.
• Experience of MS-Office programmes.
• Typing skills.

CompetenciesRequired competencies:

• Results oriented.

- The ability to be reliable, responsible, dependable and to fulfil obligations.
- The ability to deal calmly and effectively with high stress situations.

• Strategic thinking.

- The ability to plan work and to follow plans.
- The ability to carefully analyse information and use logic to address issues and problems at work.

• Business Acumen:

- The ability to adhere to rules and strictly follow work regulations.
- Proficient in using MS Office.

• Leading.

- The ability to maintain high levels of personal motivation, energy and enthusiasm.
- The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

• Building coalitions

- The ability to be sensitive and understanding to the needs and feelings of others.
- The ability to interact with others and establish personal connections with people.Please ensure that all relevant documentation is attached to your application.

• A detailed curriculum vitae and cover letter.
• Copies of qualifications (please provide the SAQA accreditation in the case of foreign qualifications).
• A copy of your identity document (ID or passport in the case of foreign nationals).
• Proof of registration with a Professional Body (if applicable).
• A copy of your driver's license (if applicable).
• Confirmation of employment from current employer / last employer if unemployed (only applicable to external applicants).

Assumption of duties:
As soon as possible.Closing date:
12 August 2024.Salary:
The salary is available on request.Fringe benefits:
(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.Enquiries:
For enquiries, please feel free to contact 051 401 7659 or email SejanamaneP@ufs.ac.za or Recruit@ufs.ac.za. Additionally, kindly contact 051 401 9813/ 9814/ 2979/ 9848 for assistance.General:
The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities. Our Employment Equity Policy is available at: EEA13_EE Plan UFS 1 March 2022 (003).pdfThe University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.Additional Information

University of the Free State