Board Secretary

  • Full Time
  • Randburg
  • Nov 27, 2020

Duties and responsibilities

  • Coordinate, guide and oversee compliance with corporate governance requirements and practices.
  • Advise Board members regularly on their declarations regarding appointments, resignations and conflict of interest.
  • Coordinate annually, induction and training of Board members as and when appointments occur.
  • Inform the General Secretary and Board on new regulations on an on-going basis relating to the Board’s responsibilities.
  • Handle inquiries/information with regard to the Board.
  • Keep the Board database updated and file all documents and information relevant to the Board.
  • Coordinate the production and submission of annual reports on Board meetings and the General Secretary’s report.
  • Monitor changes in the relevant national legislation and the regulatory environment and advise General Secretary and Board accordingly.
  • Provide secretarial support to Board Committees and subcommittees and keep accurate records
  • Provides the Council and Executive with notices of meetings, times and places and requests contributions of items for the agenda
  • In consultation with the President, prepares agendas for the Council and executive Board meetings. Agendas along with supporting documentation are distributed to members in advance of the meetings
  • Immediately after the Board and Council meetings, prepare a summary of actions and distribute to Council members and Management
  • All formal communication between the Council and the Department of Labour and is carried out through the Board Secretary. This will include notification of the election of Governing Board members, official reports of membership, notices, proxies, reports of actions, constitutional amendments etc.
  • Ensure minutes are recorded in a resolution database/register and all minutes are circulated to appropriate parties,
  • Record and keep the decisions register and distributed to members of the Board and committees and follow up
  • Department of Labour, in accordance with the Act, to every person who is entitled to it.
  • Update collective agreements for submission to the Department of Labour.
  • Prepare amendments to the Council’s constitution/ Scope of registration for submission to the Department of Labour.
  • Act as Deputy Information Officer in terms of the relevant Act Act as a compliance officer.
  • Compile and submit payment request of meeting fees as well as subsistence and travel allowances for members of various governance structures
  • Responsible for meeting logistics within area of responsibility

 

 

Knowledge/Experience/Skills/Requirements

  • Proficient in managing and coordinating Board events.
  • The capacity to formulate clear objectives, assign and prioritise, compile action plans for self and others, mobilise and allocate appropriate resources.
  • The capacity to listen attentively, present information in a clear manner and respond appropriately to the verbal communication of others.
  • Ability to deal with senior Board members.
  • The capacity to promote friendly and cooperative climate, understand group dynamics and apply appropriate facilitation techniques in working with others to achieve a shared goal.
  • Attention to detail.
  • The capacity to present information to individuals and groups in a way that effectively conveys information and intent.
  • The ability to regulate delivery in response to the needs of target audience.
  • Ability to withstand pressure and provide the employees/ clients with above average services.
  • Must at all times be diplomatic and assertive with employees/ clients.
  • Ability to overcome obstacles and meet targets and deadlines, thereby producing the specified results
  • Ability to work independently and use initiative along with problem solving abilities.

 

 

Qualifications

  • Chattered Institute Secretary qualification required
  • Legal degree or equivalent degree in a relevant field will be an advantaged 5 to 10 years Board Secretarial experience is required
  • Exceptional administration and secretarial skills are essential
  • Sound knowledge of Corporate Governance and Labour legislation
  • Proven knowledge of taking and producing minutes of Board meetings as well as exceptional written and oral communication skills
  • Proficiency in MS Office
  • Must be willing to work irregular hours
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