Divisional Minute Administrator & Support

Job Purpose

The purpose of this position is to provide professional minutes-taking and administrative support to the Division by accurately recording, formatting, and distributing Minutes and related documentation for various Committees, Working Groups, and Task Teams. The role ensures that meetings are well-coordinated, agendas are circulated timeously, and records are maintained in accordance with company standards.

Minimum Requirements

• 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, support and coordination is essential.
• Experience in the financial or banking sector (advantageous).
• Excellent written and verbal communication.
• Strong attention to detail and accuracy.
• Time management and ability to meet strict deadlines.
• Advanced MS Office (Word, Outlook, Teams, Excel).
• Professional discretion and ability to handle confidential information. 
• Strong organisational and multitasking skills.
• Accountability and reliability. 
• Strong interpersonal skills.

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.

N.B: By responding to this advert, you consent to HEITHA 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 info@heitha.co.za.

You may call HEITHA for more further enquiries on 012 443 6400 or 082 788 4714.

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