Divisional Administrator (Minutes & Secretariat)

Job Purpose

The purpose of this role is to provide accurate minutes-taking and administrative support to the Division. The successful candidate will ensure that all meetings are well-coordinated, minutes are properly recorded and distributed on time, and all documentation is maintained according to organisational standards.

Key Responsibilities

1. Minutes Administration

• Record and compile accurate minutes for committees, working groups, and task teams.
• Attend meetings or use recordings to ensure complete and accurate documentation.
• Circulate draft minutes to Chairpersons within 7 days of the meeting.
• Update minutes based on feedback and submit for final quality checks.
• Finalise and distribute approved minutes within agreed timelines.
• Proofread and edit documents to ensure professional formatting, grammar, and accuracy.

2. Meeting Coordination

• Schedule and coordinate meetings for all supported committees.
• Prepare and distribute meeting agendas at least 7 days in advance.
• Arrange all logistics (venues, virtual links, attendance confirmations, and documentation).
• Maintain accurate attendance registers, including apologies and absentees.
• Upload meeting documents onto the relevant member portals.
• Support annual reviews of committee representation.

3. Records and Document Management

• Maintain a well-organised digital filing system for all meeting documents.
• Ensure compliance with POPIA and document retention policies.
• Track and follow up on action items from meetings.

4. Administrative Support

• Provide general administrative support to the Division.
• Assist with preparing reports, presentations, and templates.
• Respond to queries within required turnaround times.
• Support diary management, correspondence, and coordination for committees.

Minimum Requirements

• Certificate or Diploma in Office Administration, Business Administration, or related field (advantageous).
• 3–5 years’ experience in an administrative or secretariat support role.
• Proven experience in minute-taking (essential).
• Experience in the financial or banking sector (advantageous).

N.B: By responding to this advert, you consent to Heitha Staffing Group processing your personal information for recruitment purposes and confirm that any personal information has been submitted voluntarily. Applicants will be requested to fill in and sign a POPI Act Consent Form.

To apply please send your detailed CV including tertiary qualifications certificates and membership certificate to consultant@heitha.co.za and/or marketing@heitha.co.za

You may call these numbers for more further enquiries i.e. 012 443 6459 or 061 521 2473 or 064 543 2497.

Only shortlisted candidates will be contacted. If you have not heard from us in 4 weeks, consider your application unsuccessful.