Committee clerks - known at some institutions as committee or council secretaries or administration officers - inform all the members of the council or committee by whom they are employed of a meeting by means of an appropriate notice.
The members notify them of all the matters they want to discuss and they see to it that the final agenda is circulated to all members of a committee/council before the meeting. Sometimes the committee members need information for their preparations for the meeting, for example earlier decisions or matters concerning policies, in which case committee clerks in view of their broad knowledge in that regard, will be the appropriate person to contact. Committee clerks must see to it that conference rooms are ready for meetings and that there are, for example, refreshments before or after the meeting.
During meetings committee clerks take notes to be able to prepare the minutes later. Tape recordings of the meetings are sometimes made and these are also committee clerks’ responsibility. It is important that committee clerks know every person on the committee or council to record who said what, and that they follow the discussions closely in order to know exactly what decisions were taken.
After meetings, committee clerks write the minutes with the help of their notes or tape-recordings. They then reproduce and circulate them. The minutes are then submitted to the relevant committee for approval, after which they are filed as official documents.
Committee clerks sometimes take care of correspondence that arises from the committee or council proceedings. They are often expected to correspond with members of the public with regard to policy and decisions of the committee or council, or on general enquiries and certain applications.
They usually work normal office hours, but sometimes meetings are held after hours. They may receive payment for this overtime, depending on the policy of their employers. Depending on their specific employer, committee clerks may need to travel to attend meetings in other places.
Coastal KZN TVET College, College of Cape Town , Eastcape Midlands TVET College, Ekurhuleni West TVET College, Lovedale Public TVET College, Tshwane North TVET College, University of Stellenbosch, Vuselela TVET College