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Posted on: 28 Dec 2019 543 views
: Rynpark Association for the Aged
: 3
: 5

Rynpark is looking for a suitably qualified and experienced individual for a half day role to fulfil the function of Committee and Board Secretariat. The successful applicant will be responsible to professionally support the Chairman and the Board of Trustees of Rynpark Association of the Aged with secretariat and administrative assistance.Our ideal candidate will preferably hold a Diploma in Administration or be a member of the Institute of Chartered Secretaries and Administrators (ICSA) and have 3 to 5 years’ experiencein experience in a governance/compliance and secretariat role.Rynpark is a friendly retirement community on the East Rand that comprises of seven (7) Retirement Villages with a total of 700 living units (apartments, cottages and houses). Our facilities include three fully equipped Frail Care Centres which caters to a total of 150 residents.

Duties & Responsibilities

The successful candidate will be required to provide:

Must have exceptional skills and accuracy in minute taking and understanding the set-up of Board meetings.

Governance, Compliance and Secretariat Services:

  • Support the Chairperson of Board and Committees in all aspects of Rynpark governance, compliance and secretariat services of the Board, its subcommittees and any management committees.   

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Pre-meeting Administration and Logistics:

  • Act as channel of communication for the Board and all committees,
  • Assist in the setting of the Board Annual Calendar, meeting agendas and committee work plans and action lists,
  • Ensure all Board logistics are in order, and
  • Ensure that all electronic/paper-based meeting packs are compiled   and delivered on time.

Delivery of Board/ Management meeting administration:

  • Assist in the compilation of annual Board/ Management meeting Calendar,
  • Schedule Board/ Management meetings,
  • Distribute notice of meetings, follow-up on availability to meet quorum,
  • Circulate agendas, prepare packs required for meetings minutes and attachments,
  • Attendance and Administration of Board/ Management meetings,
  • Record action items after Board/ Management meetings for management to action,
  • Coordinate flow of decisions to and from Board to management,  
  • Assist in ensuring that general declarations of interests, conflict of interests and gift registers are documented and kept up to date,
  • Assist in ensuring that all resolutions are recorded and where necessary (round robin resolutions) are prepared for signature by the Board/ Management and keep Resolutions Register,
  • Assist in the Creation & maintenance of minute & attendance register books and Resolutions Register,
  • Assist with the coordination of Annual Board evaluation and self-assessment, and
  • Assist with co-ordination of Board Activities.

Post-meeting administration:

  • Download recordings,
  • Scan all Handouts, extra documents etc. and retain full records of all meetings,
  • For Minutes not signed-off;
    • Capture the suggested amendments,
    • Arrange for Circulation to and sign-off by the Chairperson.
  • For Minutes signed off by the Chairperson;
    • scan and file,
    • file original minutes in minutes’ file.
  • Ensure that Board resolutions are communicated,
  • Compile Matters arising list and Board Resolutions within 24 hours,
  • Follow-up with managers for their timeous feedback to Matters Arising, and
  • Ensure the feedback to Matters arising is detailed, complete, accurate and true.

Record keeping:

  • Maintain physical and electronic filing and document system for all Management and Board meeting documentation.

Desired Experience & Qualification

  • Preferably a Diploma Administration or a Institute of Chartered Secretaries and Administrators (ICSA),
  • Have 3-5 years’ experience in a governance/compliance and secretariat role,
  • Training on latest governance legislation / amendments and
  • Training on Microsoft Office.

Package & Remuneration

  • Half Day Position - Salary will be discussed in interview.


  • Closing date: 9 January 2020
  • If we have not responded within a month from closing date, you should regard your application as unsuccessful. Correspondence will only be entered with short-listed candidate. Rynpark reserves the right not to make an appointment. It is the intention of Rynpark to promote representivity in respect of race, gender and disability through the filling of posts. Preference will be given to qualifying candidates from the designated groups.

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