SECRETARY CLERKS X4
Location: Cape Town, Western Cape
Job Type Classification: Permanent
Closing Date: None
Salary: market related
Job Advert Summary
We are seeking a highly organized and detail-oriented Secretariat and Governance Administrator to provide efficient secretarial and administrative support to all governance structures within Rand Water (RW). The role is pivotal in ensuring compliance with corporate governance standards and all relevant statutory, legislative, and regulatory requirements. This position supports the effective functioning of governance committees by managing meeting logistics, minute taking, document coordination, and stakeholder communication at a high level of professionalism.
Minimum Requirements
- A relevant qualification in Company Secretariat practice, such as a Chartered Institute of Secretaries (CIS) or equivalent
- 2–3 years’ experience in a corporate secretariat or governance environment
- At least 5 years’ experience in professional minute taking, ideally in a high-level governance setting
- Solid experience in general administration and secretariat support
- Proven customer service orientation and ability to manage sensitive stakeholder relationships
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook)
- Willingness to work irregular hours, including evenings or weekends when required by meeting schedules
Primary Duties and Responsibilities
- Meeting Administration
- Prepare and distribute meeting notices, agendas, and supporting documents within the prescribed timelines
- Coordinate logistics for meetings, including venue bookings, catering, and travel arrangements
- Ensure timely delivery and distribution of meeting packs to relevant stakeholders
- Minute Taking and Documentation
- Attend all governance and committee meetings to record, draft, and finalize accurate and comprehensive minutes
- Circulate minutes to committee members and ensure action items/resolutions are communicated and followed up accordingly
- Ensure that minutes are reviewed, approved, and signed by the Chairperson, and submitted for safekeeping
- Governance Support and Record Management
- Maintain and update statutory registers and governance documents in compliance with the Companies Act, Water Services Act, PFMA, and other applicable legislation
- Support the collation of reports and submissions for inclusion in meeting packs, particularly for the PIC (Project Implementation Committee)
- Upload and manage all documentation on the PIC portal, ensuring accessibility and version control
- Maintain physical and electronic filing systems for governance documents, ensuring they are complete, up-to-date, and audit-ready
- General Administration and Coordination
- Type and format professional correspondence, reports, and meeting documentation
- Provide ad hoc administrative support to the Governance team as needed
- Monitor and manage deadlines, maintain confidentiality, and liaise effectively with senior stakeholders and internal departments
Knowledge and Skills Required
Knowledge of:
- Secretariat and governance administration best practices
- Corporate governance frameworks and compliance standards
- Legislative frameworks such as the Public Finance Management Act (PFMA), Companies Act, and Water Services Act
- Principles of public sector governance (advantageous)
Skills:
- Exceptional minute-taking and transcription abilities
- High-level written and verbal communication in English
- Strong interpersonal and stakeholder engagement skills
- Excellent planning, coordination, and time management
- Strong information management and document control capabilities
- Ability to work under pressure and meet tight deadlines
- Telephone etiquette and professional conduct at all times
Key Attributes and Attitudes
- Integrity, honesty, and confidentiality in handling sensitive information
- Maintains a professional image and strong sense of accountability
- Customer and quality-oriented, with a strong focus on detail and accuracy
- Able to work both independently and collaboratively in a fast-paced environment
- Resilient and composed when dealing with unrealistic demands or conflicting priorities
- Committed to continuous improvement and service excellence
Why Join Us?
Join a purpose-driven organization committed to good governance, public service, and operational excellence. This is a unique opportunity to contribute to high-level decision-making processes and support critical governance structures in one of South Africa’s most vital sectors.
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