Committee Secretary Job at Talented Recruitment Specialists

• We’re looking for an experienced Committee Secretary to provide high-level secretariat and governance support across multiple committees within a regulated healthcare environment.

Key Responsibilities:
Meeting cycle and scheduling:

• Maintain an annual committee calendar for all eight bodies, avoiding clashes for people who sit on more than one committee.
• Book rooms and Teams links, confirm attendance and quorum, and reschedule when needed.
• Plan around the December shutdown (15 December to 15 January).

Agendas and meeting packs:

• Draft agendas with each committee head and circulate them with packs at least 3 working days before the meeting.
• Collect inputs from members (sales figures, tender status, stock and Ops updates) and chase late submissions.

Minutes and resolutions:

• Attend every meeting as non-voting secretary and record attendance, apologies, decisions, resolutions and dissent.
• Circulate draft minutes to the committee head within 2 working days and final minutes within 5.
• Keep a numbered resolutions register per committee.

Action tracking and follow-up:

• Keep one live action register across all committees: action, owner, due date, status.
• Send reminders before due dates; escalate overdue items to the committee head, then to the MD.
• Log cross-committee requests, especially commercial committees' requests to Ops, and track them to closure.

Reporting to the Managing Director:

• Produce a weekly one-page dashboard: meetings held, decisions taken, actions open and overdue, blockers.
• Prepare a monthly consolidated summary for the Committee Heads forum.

Records and governance:

• File agendas, packs, minutes and registers in Zoho with version control.
• Maintain each committee's terms of reference, membership list and meeting schedule, and flag when reviews are due.
• Support the set-up of new committees, starting with Medical Imaging Equipment.

Committee administration:

• Coordinate supplier or clinician presenters invited to committees and arrange logistics and catering where needed.
• Draft routine correspondence arising from committee decisions for the head's approval, and handle any other administrative need of the committees.

Committees Serviced:

• Cardio
• Wound Care
• Spinal / Neuro
• Medical Equipment
• Pharmaceutical
• Medical Imaging Equipment
• Operations
• Committee Heads forum

Requirements:

• Matric (Grade 12), essential.
• Diploma or certificate in Office Administration, Secretarial Studies, Business Administration or Corporate Governance, essential.
• Valid driver's licence and own transport; occasional travel to the Gauteng office
• Chartered Governance Institute of Southern Africa (CGISA) qualification or studies, advantageous.
• 3–5 years as a committee, board or executive secretary, or senior PA taking formal minutes.
• Experience in healthcare, medical devices, pharmaceuticals or another regulated industry, advantageous.
• Exposure to public-sector tenders or procurement terminology, advantageous.
• Accurate minute-taking that separates discussion from decisions and actions.
• Strong written English; able to summarise long discussions into short, clear minutes.
• Advanced Microsoft 365 (Outlook, Teams, Word, Excel); Zoho experience strongly advantageous.
• Diary management across many senior stakeholders.

Key Performance Areas:

• Meeting preparation - Agenda and pack circulated on time
• Minutes - Draft minutes to committee head; Final minutes circulated
• Action follow-through - Actions closed by due date
• Escalation - Overdue actions escalated
• MD reporting - Weekly dashboard delivered
• Records - Minutes, packs and registers filed in
• Zoho and findable
• Stakeholder feedback - Committee heads' rating of the secretariat