Internal Advert: Minute Takers

CALL FOR MINUTE TAKERS IN THE OFFICE OF THE SECRETARIAT – (PART-TIME, NOT MORE THAN 24 HOURS PER MONTH

REGISTRAR’S DIVISION

The Registrar's Division (Governance and Secretariat) is seeking competent, reliable minute-takers to assist with efficient, accurate, and ad hoc minute-taking for identified meetings and post-meeting processes. The work required will not exceed 24 hours in any given month. The need is ad hoc rather than regular.

The Requirements

Grade 12 plus approximately 2 years’ relevant experience, where such experience includes:

• Excellent English writing proficiency
• Previous administrative experience within a computerised environment where sound organisational, writing, and time-management skills were key.
• Track record of using technology for effective service
• Previous experience supporting committees will be an advantage
• Availability to attend the meeting in person or via Zoom

IN ADDITION

• Reliable internet access and with sound computer skills, particularly in MS Word
• Your own laptop
• Experience having taken minutes in meetings previously will be an advantage
• Demonstrated ability to work accurately and meet strict deadlines

RESPONSIBILITIES AND OUTPUT

• Attend identified meetings.
• Take the register.
• Produce draft minutes within five working days of the meeting, for checking by a scrutineer and/or chairperson of the meeting. At times, depending on urgency, the deadline may change.
• Produce unconfirmed minutes within eight days of the meeting for checking by the Secretariat.
• Preparation of action minutes thereafter, within one day of completing the unconfirmed minutes.

Application Process

It is essential that prospective candidates read the job requirements for further information and ensure that all relevant documentation is submitted.

The following documents are required:

• A comprehensive CV and relevant qualifications which should include the following: -
  • Reasons for leaving your current and previous jobs.
  • Referees who are and/or were your direct line manager, their title, name, designation and contact information which should be at least their contact number and email address.
• A strong and succinct motivation/ cover letter outlining your interest in the post and suitability relative to the job requirements.

Please note that no hand-written applications will be considered. Your application must be submitted via our website and online recruitment system. Failure to submit all documentation and respond to all the questions asked appropriately will result in an application being disqualified.

Any questions or enquiries regarding the submission of an application please contact [email protected].

Selection Process (provisional date, subject to change):

• Short-listing meeting TBC.
• The selection process that will be followed for this post may include an assessment and/or presentation and an interview.
• Shortlisted candidates will be informed of the interview date.

Remuneration

• The rate is 91.36 per half hour that the meeting lasts, and for every half hour add 15 minutes (i.e. R45.68).
• The rate includes all the responsibilities/outputs listed above
• The secretariat will submit a request for payment to the Division of People and Culture once the work is completed, and payment will be made in the month following the payment submission request.

All applications will be treated in strict confidence. (ONLY IF APPLICABLE, DELETE IF YOU ARE ADVERTISING A CONTRACT POST)This post is advertised as a permanent post, but the University may opt to appoint on a fixed-term contract of not less than three years. The University reserves the right not to proceed with the filling of the post. An application does not entitle the applicant to an interview. Employment checks will be conducted on recommended candidates.

Applications from existing staff members seeking to earn some extra income will only be considered if supported by their Head of the Division/Department and on the proviso that the staff member completes a private work application and has it approved.

Applications from retired staff will be considered and encouraged.

Closing Date: 18 September 2026

This advertisement may be closed before the indicated closing date if a high number of applications are received. To ensure your application is considered, please submit it as soon as possible.

If you are not contacted within 30 days from the closing date, please consider your application unsuccessful.

Recognising that diversity is important in achieving excellence. Rhodes University strongly encourages South African members of underrepresented designated groups as well as persons with disabilities to apply. Spouses and partners of existing staff members are also encouraged to apply.

Please note all appointments are made in line with the requirements of the Employment Equity Act 55 of 1998, as amended, the Immigration Act 13 of 2022 and Rhodes University's Recruitment and Selection policies.

Our core values and principles are the foundation of our commitment to creating a positive, supportive, and enabling environment. These values guide our decisions, actions, and how we engage with each other as we work to achieve our vision and mission.

These values are:
Diversity; Integrity; Respect; Excellence; Collegiality and Compassion

Underpinning these values is the moral duty of accountability and courage: we acknowledge that we are answerable to each other, our Council and ultimately, the South African society for the decisions we make and the actions we take. We are committed to openness and transparency in our governance, our decision-making and in the execution of our responsibilities and in demonstrating courage in confronting those who violate the values for which we stand.