Roles and responsibilities: Servicing officer

Purpose

Servicing officers at UCT range from pay class 5 to pay class 13.  The following list of roles and responsibilities is designed to guide and assist those who perform the role of servicing officer in addition to their other roles.

See also: Guidelines: Tips for servicing officers

Roles and responsibilities

Roles and responsibilities around the committee

Role

Responsibilities

  1.  Opengovernance and the Intranet

  1. Call for items from members two weeks in advance of the meeting.

  2. Distribute the agenda seven days before the meeting.

  3. Ensure that the agenda states which items are for information, which are for decision, which are for ratification and which are for recommendation to other committees.

  1. Chair's notes

  1. Prepare briefing notes for the chair.

  2. Brief the chair.

  1. Meetings

  1. Schedule meetings at the beginning of the year or enough in advance of the meeting date to give members sufficient notice.

  2. Ensure that the meetings are scheduled in the Governance Intranet and in members' calendars.

  3. Arrive early to check seating and prepare the venue.

  4. Take essential items, as appropriate (e.g. laptop, notebook, pen, file(s), any reference documents such as University Calendar, committee terms of reference and membership, chair’s notes, list of membership, attendance book, calculator, background correspondence, minute book or copy for signing, any papers for tabling etc.).

  5. Provide additional items if the meeting proceedings require them, (e.g. paper for voting slips if a decision goes to a vote).

  1. Venue

  1. Book the venue.

  2. Arrange catering, if applicable.

  3. Book, set up and test the equipment, if applicable.

  4. Turn on the air conditioner.

  5. Prepare documents for tabling.

  1. Minutes

  1. Distribute the minutes seven days after the meeting.

  2. Ensure that the minutes indicate the context, debate and outcome or decision of each item.

  3. Ensure that the minutes indicate clearly what action is required and from whom the action is required.

  1. Action

  1. Communicate the required actions to those responsible for implementation.

  1. Terms of reference and membership

  1. Read your committee’s terms of reference periodically.

  2. Ensure that your committee’s membership is up-to-date.

  3. Check if there are any vacancies on your committee.

  4. If there are vacancies, alert the relevant body about the vacancy and invite a replacement.

  5. Inform the Registrar’s Secretariat of changes in your committee's membership.

  6. Ensure that the co-option of members has been approved by the Nominations Committee.

  7. Ensure that proposed changes to your committee’s terms of reference has been approved by Senate and/or Council.

  8. Inform the Registrar’s Secretariat of approved changes to your committee’s terms of reference.

 

Roles and responsibilities around meetings

Role

Responsibilities

Related links

  1. Agenda

  1. Call for items from members two weeks in advance of the meeting.

  2. Distribute the agenda seven days before the meeting.

  3. Ensure that the agenda states which items are for information, which are for decision, which are for ratification and which are for recommendation to other committees.

  1. Chair's notes

  1. Prepare briefing notes for the chair.

  2. Brief the chair.

 

  1. Meetings

  1. Schedule meetings at the beginning of the year or enough in advance of the meeting date to give members sufficient notice.

  2. Ensure that the meetings are scheduled in the Governance Intranet and in members' calendars.

  3. Arrive early to check seating and prepare the venue.

  4. Take essential items, as appropriate (e.g. laptop, notebook, pen, file(s), any reference documents such as University Calendar, committee terms of reference and membership, chair’s notes, list of membership, attendance book, calculator, background correspondence, minute book or copy for signing, any papers for tabling etc.).

  5. Provide additional items if the meeting proceedings require them, (e.g. paper for voting slips if a decision goes to a vote).

  1. Venue

  1. Book the venue.

  2. Arrange catering, if applicable.

  3. Book, set up and test the equipment, if applicable.

  4. Turn on the air conditioner.

  5. Prepare documents for tabling.

 

  1. Minutes

  1. Distribute the minutes seven days after the meeting.

  2. Ensure that the minutes indicate the context, debate and outcome or decision of each item.

  3. Ensure that the minutes indicate clearly what action is required and from whom the action is required.

  1. Action

  1. Communicate the required actions to those responsible for implementation.

 

  1. Terms of reference and membership

  1. Read your committee’s terms of reference periodically.

  2. Ensure that your committee’s membership is up-to-date.

  3. Check if there are any vacancies on your committee.

  4. If there are vacancies, alert the relevant body about the vacancy and invite a replacement.

  5. Inform the Registrar’s Secretariat of changes in your committee's membership.

  6. Ensure that the co-option of members has been approved by the Nominations Committee.

  7. Ensure that proposed changes to your committee’s terms of reference has been approved by Senate and/or Council.

  8. Inform the Registrar’s Secretariat of approved changes to your committee’s terms of reference.